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Canon Solutions America, Inc. Agreement
)0/ .7- 3o 3 7�' AGREEMENT.BETWEEN CITY OF MIAMI BEACH . AND CANON SOLUTIONS AMERICA, INC. FOR DOCUMENT MANAGEMENT SOLUTION PURSUANT TO INVITATION TO NEGOTIATE (ITN) 2017-015-JC RESOLUTION NO. 2019-30878 1 li TABLE OF CONTENTS DESCRIPTION PAGE SECTION 1. DEFINITIONS 1 SECTION 2. SCOPE OF SERVICES 2 SECTION 3.TERM 2 SECTION 4. FEE 3 SECTION 5. TERMINATION 3 SECTION 6. INDEMNIFICATION AND INSURANCE REQUIREMENTS 5 SECTION 7. LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER 7 SECTION 8. LIMITATION OF CITY'S LIABILITY 7 SECTION 9. DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS; COPYRIGHT;AND CONFIDENTIAL FINDINGS 8 SECTION 10. GENERAL PROVISIONS 9 SECTION 11. NOTICES 12 SECTION 12. MISCELLANEOUS PROVISIONS • 13 EXHIBITS: EXHIBIT A EQUIPMENT, SOFTWARE AND SERVICES EXHIBIT B STATEMENT OF WORK ATTACHMENTS: • ATTACHMENT A: RESOLUTION AND COMMISSION MEMORANDUM ATTACHMENT B: SOLICITATION ITN AND ADDENDUMS ATTACHMENT C: CONSULTANTS RESPONSE TO THE ITN (PHASE l& II) r ii AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND CANON SOLUTIONS AMERICA, INC. PURSUANT.TO INVITATION TO NEGOTIATE (ITN) 2017-015-JC FOR A DOCUMENT MANAGEMENT SOLUTION This Professional Services Agreement (Agreement) is entered into this day of October, 2019, between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 (the"City" or"Customer"), and CANON SOLUTIONS AMERICA, INC., a New York corporation having its principal place of business at One Canon Park, Melville, NY 11747 ("CSA" or"Contractor"). SECTION 1 DEFINITIONS Agreement: This Agreement betweenthe City and Contractor, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. City Manager's Designee: The City staff member who is designated by the City Manager to administer this Agreement on behalf of the City. The City Manager's designee shall be the Procurement Director. Contractor: For the purposes of this Agreement, Contractor shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the Contractor performed or undertaken pursuant to the Agreement. Fee: ' Amount paid to the Contractor as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach ITN No. 2017-015-JC for Document Management Services, together with all amendments thereto, issued by the City in contemplation of this Agreement, ITN, and the Contractor's proposal in response thereto ("Proposal"), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement, including the Municipal Lease; the Proposal (to the extent terms of the ITN are not required by applicable law in which case such terms shall control over the Proposal), and the ITN. Notwithstanding the foregoing, the Municipal Lease shall solely govern as 1 to matters contained therein, and Canon Financial Services, Inc. the lessor thereunder, shall have no other liability or obligation under this Agreement or the ITN. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139; telephone number(305) 673-7000, Ext. 6435; and fax number(305) 673-7023. SECTION 2 SCOPE OF SERVICES 2.1 In consideration of the Fees to be paid to Contractor by the City, Contractor shall furnish the equipment and provide the services described in Exhibit"A" hereto(the "Services"). Any third- party software shall be provided pursuant to the terms of its end user license agreement and software maintenance agreement which shall be identified in Exhibit A, and which shall solely govern as to matter contained therein. All equipment and services provided by the Contractor shall be in accordance with the terms and conditions set forth in Exhibit"A,"and the Proposal Documents, and to the reasonable satisfaction of the City Manager. If there are any questions regarding the Services to be performed, Contractor should contact the following person: Information Technology City of Miami•Beach 1755 Meridian Avenue Miami Beach, FL 33139 Attn: Chris Sarandos, Information Technology CIO Email: ChrisSarandos@miamibeachfl.gov or Alex Denis, Procurement Director Email: AlexDenis@miamibeachfl.gov 2.2 The City may order Services by use of a purchase order. The purchase order shall make reference to and incorporate this Agreement. It is understood that any provision of the purchase order that varies from the terms contained herein shall be deemed null and void. The following language shall be included in each purchase order: "This purchase order is issued pursuant to the terms of the Professional Services Agreement dated October , 2019, between the City Of Miami Beach, Florida and Canon Solutions America, Inc., and any terms in this purchase order which conflict with or vary from the terms of the Professional Services Agreement shall be deemed null and void." • SECTION 3 TERM 3.1 This Agreement shall be effective upon execution of this Agreement by all parties hereto, and shall have an initial term of 60 months from date of installation of all of the devices and quantities listed in Exhibit A. Notwithstanding, the charges set forth in Exhibit A for individual units will begin once such unit is installed and operating in accordance with manufacturer's specifications, which may result in more than 60 payments. In addition to the initial term of 60 months,the City Manager, at his sole discretion, may elect to renew this Agreement for an additional 12 month term. 2 3.2 Prior to the expiration of the initial 60 month term or the initial 72 month term (if the 12 month renewal option is exercised by the City Manager), the"City, with approval of the City Manager, and CSA may negotiate and mutually agree to a"Refresh Option"which may include replacement of some or all of the existing equipment for an additional 60 month term at the end of the initial 60 month term or the initial 72 month term (in event renewal option is exercised). If the City Manager elects to exercise the Refresh Option, a replacement Municipal Lease shall be required; however, all other provisions of the Agreement and any subsequent amendments shall remain in full force and effect. 3.3 In the event that the Agreement is held over beyond the terms herein provided, it shall only be from a month-to-month basis and shall not constitute an implied renewal of the contract. Said month to month extension shall be upon the same terms of the contract and at the compensation and payment provided herein, and may be terminated by either party by providing 30 days written notice to the other party. SECTION 4 FEE 4.1 In consideration of the Services to be provided, Contractor shall be compensated on a fixed fee monthly basis per unit, in accordance with the fees, as established in Exhibit A and attached hereto. 4.2 INVOICING Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). Invoices shall include a detailed description of the Services (or portions thereof) provided, and shall be submitted to the City at the following address: Accounts Payable Division Finance Department City of Miami Beach 1700 Convention Center Drive, 3rd Floor Miami Beach, FL 33139 pava b l esCa�m i am i beac hfl.g ov SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Contractor shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate Services and the Agreement for cause.. Prior to exercising its option to terminate for cause, the City shall notify the Contractor in writing of its violation of the 3 particular term(s)of this Agreement, and shall grant Contractor thirty(30)days to reasonably cure such default. If such default remains uncured after thirty (30) days, the City may terminate the Agreement and Services without further notice to Contractor. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement applicable to such Services. If the City shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, Contractor shall thereupon have the right to terminate Services for cause. Prior to exercising its option to terminate for cause, the Contractor shall notify the City in writing of its violation of the particular term(s) of this Agreement, and shall grant the City thirty (30) days to reasonably cure such default. If such default remains uncured after thirty (30), Contractor may terminate the Services without cause. Contractor may terminate this Agreement upon reasonable written notice to the .City where • continued performance would be contrary to applicable law, rule, or regulation. Notwithstanding the above, the parties reserve their right to seek any remedy available to it at law or in equity. The parties, at their sole option and discretion, shall be entitled to bring any and all legal/equitable actions that they deem to be in their best interest in order to enforce their rights and remedies against the other party. The prevailing party in any such action shall be entitled to recover from the non-prevailing party all reasonable costs of such actions, including reasonable attorneys'fees. 5.2 TERMINATION FOR CONVENIENCE OF THE CITYTHE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONTRACTOR OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONTRACTOR OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH,WELFARE OR SAFETY CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION TO CONTRACTOR, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONTRACTOR SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE EFFECTIVE DATE OF TERMINATION, PLUS THE LEASE PAYMENTS SET FORTH IN EXHIBIT A [AS MODIFIED FROM TIME TO TIME] REMAINING FOR EACH UNIT OF EQUIPMENT OR SOFTWARE CANCELLED UNDER THIS SECTION 5.2, FOR THE BALANCE OF THE INITIAL TERM, DISCOUNTED AT THE RATE OF INTEREST USED TO DETERMINE SUCH PAYMENTS, AND SUCH REMAINING PAYMENTS SHALL BE CONSIDERED LIQUIDATED DAMAGES AND NOT A PENALTY; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Contractor is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2, excepting for the requirement to pay the remaining lease payments for the balance of the initial term. 4 SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION A. General Indemnity: Contractor agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all third party actions (whether at law or in equity), claims, liabilities, losses, and expenses, for personal, economic or bodily injury, wrongful death, loss of or damage to tangible property(each a"Claim"), which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Contractor, its officers, employees, agents, contractors, or any other person or entity acting under Contractor's control or supervision, in connectionwith, related to, or as a result of the Contractor's performance of the Services pursuant to this Agreement. To that extent, the Contractor shall pay all such sums arising from third party claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and reasonable attorneys' fees expended,by the City in the defense of such claims and losses, including appeals. The Contractor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Contractor shall in no way limit the Contractor's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The foregoing indemnity shall be subject to Customer giving CSA prompt written notice of the Claim, allowing CSA sole control over the defense and settlement thereof and providing CSA with such assistance, at CSA's expense, as CSA shall reasonably request. B. IP Indemnity: CSA shall'indemnify, defend and hold Customer harmless for any loss, expense and liability incurred by Customer from any third-party claims that Customer's use or possession of Canon or Océ branded equipment (collectively"Products") infringes or violates the U.S. patent, copyright or trade secret rights of that third party (collectively, "IP Claims"). This indemnity shall not apply to (a) modifications made to the Products without CSA's written consent, ('b) any use of the Products in connection or combination with hardware or software for which the Products were not designed, (c) any throughput processed in connection with the Products, or (d) equipment made pursuant to specifications furnished by Customer. To that extent, CSA shall pay all such sums arising from third party claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and reasonable attorneys'fees expended by the City in the defense of such claims and losses, including appeals. CSA expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Contractor shall in no way limit the Contractor's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. CSA's indemnification obligation hereunder is-subject to Customer providing CSA prompt written notice of the IP Claim, allowing CSA sole control of the defense and settlement thereof, and providing assistance therewith, at CSA's expense, as CSA reasonably requests. CSA's obligation under this Section is conditioned on Customer's agreement that if such Products, or the use thereof, becomes, or in CSA's opinion is likely to become, the subject of such an IP Claim, Customer shall permit CSA, at CSA's option and expense, either to procure the right for Customer to continue using the Products or to replace or modify the Products so that they become non-infringing, and if neither of the foregoing alternatives is 5 available on terms which are reasonable in CSA's judgment, in such event, Customer shall return the Products upon request by CSA and shall have no further payment obligation except for payment obligations incurred prior to the date of return. For purchased Products, CSA shall refund the applicable Products purchase price paid by Customer, less depreciation deducted on a five-year straight-line basis. THE FOREGOING STATES THE ENTIRE OBLIGATION AND LIABILITY OF CSA WITH RESPECT TO INFRINGEMENT OF ANY PATENT, COPYRIGHTS, TRADE SECRET AND ALL OTHER INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD PARTY AND IS IN IS IN LIEU OF ALL WARRANTIES, EXPRESS OR IMPLIED, WITH RESPECT THERETO. C. The parties agree that one percent (1%) of the total compensation to Contractor for performance of the Services under this Agreement is the specific consideration from the City to the Contractor for the Contractor's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 6.2 INSURANCE REQUIREMENTS The Contractor shall maintain and carry in full force during the Term, the following insurance: 1. Commercial General Liability(occurrence form), limits of liability$1,000,000 per occurrence for bodily injury property damage to include Premises/Operations; Products, Completed Operations and Contractual Liability. 2. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included; and 3. Workers Compensation & Employers Liability, as required pursuant to Florida Statutes; and 4. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B+" as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. I , Contractor agrees that it will provide written notice to the City at least thirty(30)days prior to such termination, cancellation, or non-renewal of the policies required under this Agreement where such termination, cancellation, or non-renewal does not result in equal of greater coverage. . Contractor shall include the City as an additional insured under its,Commercial General Liability policy via blanket endorsement and shall contain a waiver of subrogation in favor of the City via blanket endorsement under its.Commercial General Liability policy. Standard industry ACORD certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The Contractor is also solely responsible for obtaining and submitting all insurance certificates for any sub-Contractors. Compliance with the foregoing requirements shall not relieve the Contractor of the liabilities and obligations under this Section or under any other portion of this Agreement. 6 The Contractor shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTIONNENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Contractor and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8. LIMITATION OF CITY'S LIABILITY The City desires to enterfinto this Agreement only if in so doing the City can place a limit on the "City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of the compensation/fee to be paid to the Contractor pursuant to this Agreement, less any amounts actually paid by the City as of the date of the alleged breach. Contractor hereby expresses its willingness to enter into this Agreement with Contractor's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of the compensation/fee to be paid to the Contractor pursuant to this Agreement. The Contractor desires to enter into this Agreement only if in doing so the Contractor can place a limit on its liability for any claim or action arising in connection with this Agreement, excluding any insurance proceeds under the policies and insurance coverage pursuant to Section 6.2. ,The Contractor hereby expresses it willingness to enter this Agreement with the City's recovery from Contractor, for any claim or damages from any action to be limited to a maximum of the compensation/fee to be paid or payable to the Contractor pursuant to the Agreement, excluding any insurance policy limits in the amounts as provided in Section 6.2. Accordingly, and notwithstanding any other term or condition of this Agreement, the City and Contractor each hereby agrees that it shall not be liable to the other for damages except as provided herein. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. 7 i SECTION 9 DUTY OF CARE/COMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS; COPYRIGHT; AND CONFIDENTIAL FINDINGS 9.1 DUTY OF CARE With respect to the performance of the work and/or service contemplated herein, Contractor shall exercise that degree of skill, care, efficiency and diligence normally exercised by reasonable persons and/or recognized professionals with respect to the performance of comparable work and/or services. 9.2 COMPLIANCE WITH APPLICABLE LAWS In its performance of the work and/or services, Contractor shall comply with all applicable laws, ordinances, and regulations of the City, Miami-Dade County, the State of Florida, and the federal government, as applicable. 9.3 PATENT RIGHTS; COPYRIGHT; CONFIDENTIAL FINDINGS Any work product, as defined below, arising out of this Agreement, as well as all information specifications, processes, data and findings, are intended to be the property of the City and shall not otherwise be made public and/or disseminated by Contractor,without the prior written consent of the City Manager, excepting any information, records etc. which are required to be disclosed pursuant to Court Order and/or Florida Public Records Law. All reports, documents, articles, devices, and/or work produced in whole or in part under this -Agreement are intended to be the sole and exclusive property of the City, and shall not be subject to any application for copyright or patent by or on behalf of the Contractor or its employees or sub-Contractors, without the prior written consent of the City Manager. it The term "work product" shall mean all those custom-developed reports, documents, articles, devices, and/or work produced in whole or in part under this Agreement by Contractor specifically for the City pursuant to Exhibit A. Notwithstanding the provisions of this section 9.3, any customization or development of products, including third party software, hereunder shall be subject to a mutually agreeable statement of work. For avoidance of doubt, work product does not include Contractor's administrative communications, records, files, methodologies, processes and working papers relating to the Services which remain the sole and exclusive property of Contractor. Subject to the terms and conditions here, all work product is intended to be the sole ;I and exclusive property of the City, and shall not be subject to any application for copyright or patent by or on behalf of the Contractor or its employees or sub-consultants, without the prior written consent of the City Manager. Notwithstanding any other provisions set forth herein, Contractor reserves all rights in and to all proprietary works of authorship created, developed or purchased by Contractor or any third party under contract to Contractor that have not been created specifically for the City and/or have general applicability to Contractor's business,whether they were created prior to or during the term of this Agreement, including without limitation, methodologies, templates and documentation, as well as copyrights, trademarks, service marks, ideas, concepts, know-how, techniques, knowledge or data, and any derivatives thereof 8 (collectively, "Contractor Information"). To the extent that Contractor incorporates any Contractor Information into the work product, upon final payment for the Services and work product under this Agreement, Contractor hereby grants to the City a nonexclusive, nontransferable license to use such Consultant Information solely for internal purposes and solely in connection with the City's use of the work product in the normal course of business. SECTION 10 GENERAL PROVISIONS u • • 10.1 AUDIT AND INSPECTIONS Upon a minimum of 15 days advance written notice to Contractor, and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manager may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records relating to invoicing under this Agreement, the Service Level Commitments set forth in section III of Exhibit A, and any auditing required by applicable law. 10.2 ASSIGNMENT, TRANSFER OR SUBCONSULTING • Excepting as to the Lease or as otherwise set forth in a mutually agreeable statement of work: (a) Contractor shall not subcontract,.assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion; and (b) Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless g as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 10.3 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the Contractor shall file a State of Florida Form PUR 7068? Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.4 NO DISCRIMINATION In connection with the performance of the Services, the Contractor shall not exclude from participation in, deny the benefits of, or subject to discrimination anyone on the grounds of race, color, national origin, sex, age, disability, religion, income or family status. Additionally, Contractor shall comply fully with the City of Miami Beach Human Rights Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time, prohibiting discrimination in employment, housing, public accommodations, and public services on account of actual or perceived race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, age, disability, ancestry, height, weight, domestic partner status, labor organization membership, familial situation, or political affiliation. 9 10.5 CONFLICT OF INTEREST Contractor herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, as may be amended from time to time; and by the City of Miami Beach Charter and Code, as may be amended from time to time; both"of which are incorporated by reference as if fully set forth herein. Contractor covenants that it presently has no interest and shall not acquire any interest, directly or indirectly, which could conflict in any manner or degree with the performance of the Services. Contractor further covenants that in the performance of this Agreement, Contractor shall not employ any person having any such interest. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising therefrom. 10.6 CONTRACTOR'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW (A) Contractor shall comply with Florida Public Records law under Chapter 119, Florida Statutes, as may be amended from time to time. (B) The term "public records" shall have the meaning set forth in Section 119.011(12), which means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. (C) Pursuant to Section 119.0701 of the Florida Statutes, if the Contractor meets the definition of"Contractor" as defined in Section 119.0701(1)(a), the Contractor shall: (1) Keep and maintain public records required by the City to perform the service; (2) Upon request from the City's custodian of public records, provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes or as otherwise provided by law; (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed,'except as authorized by law, for the duration of the contract term and following completion of the Agreement if the Contractor does not transfer the records to the City; (4) Upon completion of the Agreement, transfer, at no cost to the City, all public records in possession of the Contractor or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the Agreement,the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City. 10 (D) REQUEST FOR RECORDS; NONCOMPLIANCE. (1) A request to inspect or copy public records relating to the City's contract for services' must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the Contractor of the request, and the Contractor must provide the records to the City or allow the records to be inspected or copied within a reasonable time. (2) Contractor's failure to comply with the City's request for records shall constitute a breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally terminate the Agreement; (2) avail itself of the remedies set forth under the Agreement; and/or(3) avail itself of any available remedies at law or in equity. (3) A Contractor who fails to provide the public records to the City within a reasonable time may be subject to penalties under s. 119.10. (E) CIVIL ACTION. (1) If a civil action is filed against a Contractor to compel production of public records relating to the City's contract for services, the court shall assess and award against the Contractor the reasonable costsof enforcement, including reasonable attorneys'fees, if: a. The court determines that the Contractor unlawfully refused to comply with the public records request within a reasonable time; and b. At least 8 business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the Contractor has not complied with the request, to the City and to the Contractor! (2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of public records and to the Contractor.at the Contractor's address listed on its contract with the City or to the Contractor's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. (3) A Contractor who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. (F) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY OF MIAMI BEACH ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER DRIVE ' MIAMI BEACH, FLORIDA 33139 E-MAIL: RAFAELGRANADOa,MIAMIBEACHFL.GOV • PHONE: 305-673-7411 11 SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the Contractor and the City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. Until changed by notice, in writing, all such notices and communications shall be addressed as follows: TO CONTRACTOR: , Canon Solutions America, Inc. One Canon Park Melville, NY 11747 Attn: VP, Legal With a copy of any notice of default or request for indemnification to: Canon Solutions America, Inc. One Canon Park �I Melville, NY 11747 Attn: Legal Department TO CITY: City of Miami Beach, Florida City Manager's Office 1700 Convention Center Drive Miami Beach, FL With a copy to: City of Miami Beach Procurement Department 1755 Meridian'Avenue, 3Rd Floor Miami Beach, FL 33139 Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the date of an acknowledged receipt, or, in all other cases, on the date of receipt or refusal. 12 1 • SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 12.3 WAIVER OF BREACH A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement. 12.4 JOINT PREPARATION The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been a joint effort of the parties,the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other. 12.5 ENTIRETY OF AGREEMENT The City and Contractor agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the-subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. 13. Exhibits Exhibit A— Equipment, Software and Services [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] 13 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: lam' _ _ By: / L, City Clerk a'~\\�\ 1G1a�+or\ - r, ........ Date: I 1 INCORP )ORATEDI P� FOR CONTRACTOR: t%') Y; °h,""" CNN SOLUTIONS AMERICA, INC. 4% 2 6 ATTEST: ...e,� 1 $ eh o. e n/ S�'C/dr, ?eta- OU.lit,z0 k, -Vfes((terj Print Name and Title Print Name and Title Date: Oe.l"id e-t 3) j ,4•1", t/0 ' • A APPROVED AS TO FORM & LANGUAGE & Fq? EXF.91JTION IC(112-- J s td —021— • City Attorney ; Date 14 Exhibit A-Equipment, Software &Services I. Equipment & Software Pricing A. Equipment Item Code Description MIN Sell Price 60 Month FMV Lease QTY. Per Unit Payment Per Unit 3274C002 IMAGERUNNER ADVANCE C55501 III 88 $3,532.86 $195.16* Optional Accessories: 0607C002 PAPER DECK UNIT-F1 $692.39 $13.40 06100002 HIGH CAPACITY CASSETTE FEEDING UNIT-A1 $462.25 $8.94 0615C002 INNER FINISHER-H1 $375.78 $7.27 0618C002 INNER 2/3 HOLE PUNCHER-B1 $231.17 $4.47 0625C001 IC CARD READER BOX-C1 $44.53 $0.86 3324C001 imageRUNNER ADVANCE 4551i III 50 $2,337.28 $98.45* Optional Accessories: 0607C002 PAPER DECK UNIT-F1 $692.39 $13.40 06100002 HIGH CAPACITY CASSETTE FEEDING UNIT-A1 $462.25 $8.94 0615C002 INNER FINISHER-H1 $375.78 $7.27 0618C002 INNER 2/3 HOLE PUNCHER-B1 $231.17 $4.47 0625C001 IC CARD READER BOX-C1 $44.53 $0.86 1476C004 COLOR IMAGECLASS LBP654CDW 15 $460.50 $46.53 Optional Accessories: 0732A032 CASSETTE UNIT-AF1 $135.00 $2.61 35756322 UNIFLOW $347.15 $6.70 35150003 IMAGECLASS LBP325DN 14 $342.50 $14.29 Optional Accessories: 0865C001 PAPER FEEDER PF-C1 $129.00 $2.50 35756322 UNIFLOW $347.15 $6.70 `Payment includes uniFLOW B. Pricing Notes 1. Lease payment amounts are contingent on an initial order for the minimum quantities listed,which must be installed prior to 11/30/19. 2. 60 month Fair Market Value ("FMV") lease payments noted above reflect toner and staples inclusive maintenance. uniflow is included in the 60 month FMV lease payments for the imageRUNNER models listed above. Paper and other media are not included. 3. Lease payment includes Doc Fee Waiver,Return Fee Waiver,Personal Property Tax and Net 60 payment terms. 4. Coterminous adds: Upon City's request, CSA shall make refurbished and/or used equipment available with comparable features and capabilities coterminous with the initial term.CSA shall make commercially reasonable efforts to provide said refurbished and/or used equipment at similar monthly payments to the then already installed new equipment at the 60 month FMV lease payments noted above. 15 II. Services 1. AGREEMENT: CSA agrees to service the Equipment listed in this Agreement or any Schedule to this Agreement ("Equipment")subject to the Terms and Conditions contained,herein. (a) CSA shall provide toner and staples which shall be for the exclusive use of the Equipment.CSA may terminate this Agreement if the City uses toner and staples in a different manner. Toner usage is defined as the sum of all toner shipped to the City for the entire fleet(all printers and MFDs deployed by CSA under this agreement)for the preceding quarter. In the event your toner usage exceeds 120 percent(%)of the total stipulated monthly usage for toner for the same period based on the manufacturer specifications for volume(across the entire fleet), CSA shall notify the City, and the City and CSA shall work in good faith in an attempt to identify the reason(s)for the excess toner usage and. you have had a reasonable opportunity, if practicable, to rectify the excess toner usage. Should the excess toner usage not result from Equipment malfunction or the wrongful actions of CSA,the City agrees to pay for the additional toner.The City's cost shall be calculated as the regularly published manufacturer suggested retail price(MSRP)less 25 percent(%).The City shall bear all risk of loss,theft or damage to unused consumables,which shall remain CSA's property and shall be returned promptly upon termination of the applicable Schedule. (b) The City authorizes CSA to use networked features of the Equipment including imageWARE Remote to receive software update, active features/new licenses and/or transmit use and service data accumulated by the Equipment over your network by means of an HTTPS protocol and to store,analyze and use such data for purposes related to servicing the Equipment and product improvement (c) The City agrees to provide meter readings to CSA,if applicable,in accordance with the meter read option selected and CSA's normal procedures. If you selected the myCSA website,you, your employees or agents shall complete CSA's registration process governing access to and use of such website,and you agree to be bound by,and comply with its Terms of Use.CSA may change your meter read options from time to time upon sixty(60)days'notice.If CSA does not receive timely meter readings from you, you agree to pay invoices that reflect CSA's estimates of meter readings. CSA reserves the right to verify the accuracy of any meter readings from time to time, and to invoice you for any shortfall in the invoice for the next periodic billing cycle. 2. COVERED SERVICE. CSA shall provide all routine preventive maintenance and emergency service necessary to keep the Equipment in good working order in accordance with this Agreement and CSA's normal practice. Such service shall be performed during CSA's local regular business hours(8:30 A.M.to 5:00 P.M.Monday through Friday, except holidays). - (a) The City shall afford CSA reasonable and safe access to the Equipment to perform on-site service. CSA may terminate its maintenance obligations as to any Equipment if you relocate it to a site outside CSA's service territory. If,in CSA's opinion,any Equipment cannot be maintained in good working order through CSA's routine maintenance services, CSA may, at its option; (i)substitute comparable Equipment or(ii)cancel any balance of the term of the applicable Schedule as to such Equipment and refund the unearned portion of any prepaid charges hereunder.Parts or Equipment replaced or removed by CSA in connection with maintenance services hereunder shall become the property of CSA and you disclaim any interest therein. (b) CSA shall make available to you from time to time upgrades and bug fixes for the software licensed as part of the Equipment("Embedded Software"),but(i)only if such upgrades and bug fixes are provided to CSA by the developers of such Embedded Software,(ii)availability of upgrades and bug fixes may be at additional charge,and(iii)installation 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 any upgrades and bug fixes, but if installation is done by anyone other than CSA, CSA shall have no responsibility for any performance or other issues that may result from such installation. CSA shall also use reasonable efforts to provide Level 1 support for the Embedded Software.Level 1 support consists of(i)providing help-line telephone assistance in operating the Embedded Software and identifying service problems in the Embedded Software, and attempting to troubleshoot any such problems; (ii) escalating operating problems to the applicable developer of the Embedded Software as needed to rectify such problems, including facilitating contact between you and the developer of the Embedded Software as necessary;and(iii)maintaining a log of such problems to assist in tracking the same. Embedded Software as used herein does not include separately-priced application software supplied by CSA to you under any separate acquisition agreement, and support therefor shall be solely governed by the provisions thereof. 3. NON-COVERED SERVICE.The following services shall be invoiced in accordance with CSA's then current labor, parts and supply charges: (a) replacement of any consumable supply item not provided as part of toner inclusive service identified on the schedule, including,without limitation,paper and waste containers;(b)repairs necessitated by factors other than normal use including, without limitation, any willful act, negligence, abuse or misuse of the Equipment;the use of parts,supplies or software which are not supplied by CSA and which cause abnormally frequent 16 service calls or service problems; service performed by personnel other than CSA personnel; accident; use of the M1 Equipment with non-compatible hardware or software components;electrical power malfunction or heating, cooling or humidity ambient conditions; (c) de-installation, re-installation or relocation of Equipment; (d) repairs to or realignment of Equipment, and related training, necessitated by changes you made to your system configuration or network environment; (e)work which you request to be performed outside of CSA's regular business hours; or(f) repair of any network/system connection device,except when listed on the Schedule. 4. CUSTOMER SATISFACTION POLICY If you are not satisfied with the performance of your Canon or Océ brand product, upon your written request, CSA in its sole discretion will repair or replace the product with a like unit with equivalent capabilities. Prior to replacement, CSA shall have had the opportunity to return the product to good working order in accordance with the terms of this agreement. This policy shall apply for three(3)years from the date of installation or for the initial term of any CFS Lease, if longer, provided you are not in default of this Agreement or any Schedule and such Maintenance services have not been canceled or terminated. 5. DATA. The City acknowledges that the hard drive on the Equipment, including attached devices may retain images,content or other data that you may store for purposes of normal operation of the Equipment("Data").You acknowledge that CSA is not storing Data on behalf of you and that exposure or access 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 leasing company. You are solely responsible for:(i)Your compliance with applicable law and legal requirements pertaining to data privacy,storage, security, retention and protection;and (ii)all decisions related to erasing or overwriting Data. Without limiting the foregoing, You should, (a)enable the Hard Disk Drive(HDD)data erase functionality that is a standard feature on certain Equipment and/or(b)prior to return or other disposition of the Equipment,utilize the HDD(or comparable)formatting 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 available option for the Equipment, which may include (x) an HDD Data Encryption Kit option which disguises information before it is written to the hard drive using encryption algorithms, (y)a HDD Data Erase Kit that can perform up to a 3-pass overwrite of Data (for Equipment not containing data erase functionality as a standard feature), or(z)a replacement hard drive(in which case You should properly destroy the replaced hard drive).The terms of this Section 8 shall solely govern as to Data, notwithstanding that any provisions of this Agreement or any separate confidentiality or data security or other agreement now or hereafter entered into between you and CSA could be construed to apply to Data. 6. EQUIPMENT REMOVAL. Equipment must be returned in good operating condition, ordinary wear and tear resulting from proper used excepted. In the event the parties pursue a Refresh Option that includes new leases for new equipment placements, CSA shall pick up and return equipment installed by CSA during the initial term of this Agreement at no charge. If a Refresh Option to replace equipment is not pursued with CSA, City shall be responsible for equipment return charges,which shall range from $180-$225 per device. III. Service Level Commitments Response Time-MFD Onsite response time for maintenance, repairs, and support shall occur within the following days and times: • Normal Business Hours: Monday through Friday 8:30 AM to 5:00 PM (excluding Canon Solutions America holidays)response within fleet average time of three(3)hours of notification by the City. • Weekend Coverage:Saturday through Sunday(including Monday on long holiday weekends), response time shall be within fleet average time of four(4) hours of notification by the City and shall also be required for special events upon notification by the City. • Exceptions to Weekend Coverage: A critical response fleet average time of two (2) hour shall apply on weekends to include all Fire Houses, Emergency Operations Center, Mayor's Office and Police Department Station and sub-stations, upon notification by the City. After normal business hour coverage would be subject to Canon Solutions America standard charges. Response Time—MPS For all of customer's U.S. locations, Canon Solutions America, Inc. response time for MPS is next business day. Response time, as noted above, shall be calculated from the time the customer call is placed with our Dispatch Department, until the time the Technician arrives at the individual location. Response times are calculated between 8:30am and 5:00pm, Monday through Friday, excluding Canon Solutions America, Inc. holidays. For the individual 17 location which has multiple machines and active service calls, the Technician's arrival shall stop the response time calculation for all open service calls at that location. Uptime-MFD Canon Solutions America, Inc.will commit to a fleet average uptime of 95%over the 4 fixed quarterly intervals per year, for devices within Canon Solutions America, Inc.'s Servicing Territory.(Excludes devices with rated speeds of 105ppm or greater) Canon Solutions America, Inc.'s regular hours of operation are from 8:30-5:0Opm Monday-Friday, excluding Canon Solutions America, Inc. Holidays. Uptime Penalty-MFD Failure to meet the above commitments)will result in the following reduction in charges,i. If Canon Solutions America, Inc. does not meet the above average uptime commitment(s)for the quarterly period for the total aggregate machine population, a 5% reduction for all covered and excess per image charges on the effected device(s)for the quarter will be credited to your account in the subsequent quarter. ii.All reductions in charges shall be requested by you in writing within 30 days after the quarter end and will be credited to your account in the subsequent quarter, provided that you are in compliance with the terms and conditions of this Agreement,including but not limited to your payment obligations to Canon Solutions America, Inc. pursuant to this Agreement. iii. Such credits, which shall be applied by Canon Solutions America, Inc. upon your written request, shall be your sole and exclusive remedy for any failure by Canon Solutions America, Inc. to meet the above uptime commitment(s).The maximum credit with respect to any particular machine's fixed maintenance and click charges in any quarter shall be 5%. Uptime-MPS We do not measure Uptime or Downtime statistic with MPS. it 18 ' Ili SII cam CANON SOLUTIONS AMERICA Statement of Work for: City of Miami Beach uniFLOW Project Implementation Effective Date: 10/4/2019 #1 SER-035 December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACTd: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 272 Table of Contents Document Revision History 3 Technical Review 3 1.0 Company Overview 4 2.0 Project Implementation Overview 4 2.1 Objectives 4 2.2 Proposed Solution 5 2.3 Client Environment for which the Solution is Designed 5 2.4 Project Stakeholders 6 2.5 In-Scope Client Locations 6 3.0 Implementation and Deliverables 7 3.1 Client's Implementation Responsibilities 8 4.0 uniFLOW Operating System and Server Hardware Specifications 9 4.1 Operating Systems 9 4.2 Hardware 10 4.3 Virtualization Platforms 10 4.4 Required Software Components for uniFLOW 11 4.4.1 Microsoft .NET Framework 11 4.4.2 Database 11 4.5 Optional Systems and Software that maybe Required 12 4.5.1 LDAP 12 4.5.2 Document Preview/Conversion 12 5.0 Post-Implementation Maintenance and Support 13 5.1 Additional Solution Support Options 13 5.1.1 Subscription Support Services 13 5.1.2 Extended Solutions Support- 24x7x365 14 6.0 Project Acceptance 15 Terms and Conditions 16 Terms and Conditions (Continued) 17 Appendix A: Change Order Form 18 Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 1 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANONSOLUTONSAMERKA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 • Branch:Miami NCS Ticket#: Analyst:Nestor lnsuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 Appendix B:Training Agenda 19 Appendix C: Training Attendance Sheet 20 Appendix D: Locations 21 • Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 2 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SO(UTIONSAM9tlCA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti ImPACT#: r; • Sales Rep:Rosemarie C.Bouza Date:10/4/2019' Document Revision History Version Date Description Authored/Revised By 1 1.0 10.3.2019 Initial version of this document Nestor lnsuasti 2 2.0 10.4.2019 Update SFP Model to LBP 325 Nestor Insuasti Technical Review Title Date Reviewers Name Reviewers ID (Typed Name or Digital Signature only) PS Manager/Zone Director 10.3.2019 Brian Buchanan Solutions Analyst 10.3.2019 Nestor Insuasti Implementation Engineer 10.3.2019 Dragan Horvat canonThis document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 3 V„ whole or in partwithout prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SCtut1MA A in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACTi*: Sales Rep:Rosem 19 1.0 Company Overview Company Name: City of Miami Beach Contact Name and Title: Frank Quintana,IT Director Company Address(Main location): 1755 Meridian Ave Miami Beach Fl 33301 Number of Locations: Number of users related to the solution:2000 (Provide details in Section 2.4) Appendix D:Locations 2.0 Project Implementation Overview This Statement of Work("SOW")outlines the parameters by which Canon Solutions America and its retained vendors (together,"Canon Solutions America"or"CSA")will deliver to City of Miami Beach("Client"or"You")the work product for Client Solution project implementation. These parameters include project scope,deliverables,assumptions and governing work processes.As there are different parties involved with the implementation of this SOW,specific roles and responsibilities are presented for each-Client and CSA. Client's acceptance of and agreement with this project is based on Client's execution of the SOW's Project Acceptance(Section 6.0)and corresponding CSA Acquisition Agreement. (PLEASE NOTE; While CSA offers various form contracts for the purchase/lease/acquisition of solutions and equipment(e.g.,Acquisition Agreement,Unified Lease Agreement,Purchase and Maintenance Agreement),for purposes of this SOW each is considered an"Acquisition Agreement") This SOW is valid for Sixty(60)days from effective date indicated on the cover page and is only valid when accompanied by the corresponding CSA Acquisition Agreement#: S1017376 CSA estimates that the project implementation for Client will take approximately(15)days.The solution documented in this SOW may be installed using Professional Services that are delivered,in whole or in part,via remote access. CSA will provide the remote access method for this purpose-unless Client specifically chooses to provide the remote access method and CSA agrees that the proposed method is suitable to the solution being implemented. If challenges are encountered using a Client provided remote access method then additional Professional Services fees may be required to cover time expended to overcome these challenges. The estimated Professional Services time included for this project does not necessarily reflect contiguous work time by CSA,but rather a complete start to finish estimate of the time required to implement the solution. Should CSA encounter prolonged delays to the project timeline,changes to the scope,or outside factors that have a material impact on the implementation,CSA may either present a Change Order(Appendix A)for the services and software needed to complete the implementation or terminate the project altogether. Please note that if a Change Order is issued,Client may incur additional costs/fees;if successful implementation is not possible,termination of the project will result in Client forfeiting solution implementation and its associated Professional Services. 2.1 Objectives Following are the Client's objectives for this project: • Track and report on the copy and print activity on Canon Multi-Function Devices(MFDs) • Track and report print activity on Canon Single-Function Devices • Provide a method of securely printing confidential documents • Enable users to authenticate at Canon MFDs with their proximity card CanOn This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 4 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON 7QUigNgMVENCA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 2.2 Proposed Solution The proposed solution will provide the following features and functionality to meet the Client's stated objectives: • (1)uniFLOW v2019 Enterprise Edition • (2)uniFLOW Remote Print Server(RPS) • (1)uniFLOW Secure Print Module • (1)uniFLOW Statistics Module • (88)Canon MEAP IMAGERUNNER ADVANCE C5550I III MFDs with uniFLOW Secure Printing&Scanning • (50)Canon MEAP IMAGERUNNER ADVANCE 4551111I MFDs with uniFLOW Secure Printing&Scanning • (15)Canon COLOR IMAGECLASS LBP654CDW with uniFLOW Secure Printing • (14)Canon IMAGECLASS LBP325DN with uniFLOW Secure Printing • (152)MICARD PLUS SC READER • (15)UNIFLOW MICARD PLUS READER FOR CMFP • UNIFLOW IMPLEMENTATION SERVICES BY LOCAL SYSTEMS ANALYST • UNIFLOW PROJECT MANAGEMENT SERVICES BY SHARED OPERATIONS TEAM • uniFLOW Software Assurance (5 years) • User authentication at Canon MFDs via two(2)methods: o HID MiCard PLUS Proximity Card Readers o Active Directory Credentials 2.3 Client Environment for which the Solution is Designed The proposed solution is designed for following environment: • Locations Please refer Appendix D:Locations • (88)Canon MEAP IMAGERUNNER ADVANCE C55501 III,(50)Canon MEAP IMAGERUNNER ADVANCE 45511111, (15)Canon COLOR IMAGECLASS LBP654CDW and(14)Canon IMAGECLASS LBP325DN as a fleet refresh where MFDs will be installed and in place prior to uniFLOW being installed and configured in the environment • Three(3)Windows Server 2012 R2 Print Servers • Microsoft Active Directory(All users defined in Active Directory) • Windows 7(32bit and 64bit)client systems printing using PCL • Microsoft Exchange(Internal to Client network) • HID Proximity cards CdnOY'1 This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 5 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOWTAMtlC 9A in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 g1A returned upon request. December 30,2016 Branch:Miami NCS Ticket q: Analyst:Nestor Insuasti imPACTS: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 2.4 Project Stakeholders The following table includes but is not intended to be an exclusive list of approved CSA and Client project stakeholders. The parties may update the list of project Stakeholders from time to time as appropriate. Name Title Phone/Email Function Rosemarie C. Account 305.231.1092 rions as the account mana Bouza x c�� rbouza@csa.canon.com --- une ger an ' primary sales contact for Client To Be Project To Be Determined • Assumes daily responsibility for the Determined Manager activities of the CSA resources and serve as the primary liaison for communication and management • Develops and maintains the Implementation plan,manages issues, provides time and labor cost estimates, and maintains staffing at proper levels To Be Implementation To Be Determined • Lead implementation contact who is Determined Engineer responsible for the implementation, testing,and training of the solution Frank Quintana IT Director 305 673-7000 26150 • Primary Client contact FrankQuintana@miamibeachf.gov Frank Quintana IT Director , 7$6 5501-3842 • Client fl'contact FrankQuintana@miamibeachfl.gov 2.5 In-Scope Client Locations Location Name Location Address Notes Main 1755 Meridian Ave Apendix D: Locations Miami Beach Fl-33301 Cal1011 This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 6 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON aowpru iAM9etA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 3.0 Implementation and Deliverables The following describes the deliverables("Deliverables"),to be provided under this SOW,and the implementation process and its various stages("Implementation"),to be used by CSA,and Client's responsibilities therefor. # Description 1 Implementation Kickoff Meeting: 1. Review and validate Client high level requirements and planned use of proposed solution. 2. Communicate and collect all required information,resources and access permissions needed for successful solution implementation/Implementation completion with Client. 3. Identify the Subject Matter Experts(SMEs)and verify their availability;e.g.systems administrators, data base administrators,network engineers,and end-users. 4. Schedule the implementation activities to minimize Client business disruptions. 2 Solution Installation and Configuration(Deliverable#1): 1.Configure current uniFLOW Enterprise Edition trial server into a production server. 2.Install and configure the uniFLOW Remote Print Server software on a Client provided server or VM meeting uniFLOW specifications 3.Install and configure the uniFLOW Login Manager,uniFLOW MOM application,and MiCard Proximity Card Readers on(88)Canon MEAP IMAGERUNNER ADVANCE C55501 III,(50)Canon MEAP IMAGERUNNER ADVANCE 45511 III,(15)Canon COLOR IMAGECLASS LBP654CDW and(14)Canon IMAGECLASS LBP351DN MFDs 4.Install and configure uniFLOW Secure Print Module and configure it to operate with(88)Canon IMAGERUNNER ADVANCE C5550I III,(50)Canon IMAGERUNNER ADVANCE 4551I III,(15)Canon COLOR IMAGECLASS LBP654CDW and(14)Canon IMAGECLASS LBP325DN 5.Install and configure uniFLOW Scanning on(88)Canon IMAGERUNNER ADVANCE C5550I III,(50)Canon IMAGERUNNER ADVANCE 45511 111 6.Configure Scan to One Drive on MEAP enable MFPs using OAuth Authorization type.File Format:OCR PDF iHQC 7.Configure Scan to Myself workflow MEAP enable MFPs.File Format:OCR PDF iHQC 8.Configure the uniFLOW Statistics Module to generate a monthly PDF report and distribute it via email required group email. Notes:Customer will be responsible for the configuration of their AD Azure Platform 3 Solution Testing(Deliverable#2): 1. CSA will informally test and verify the functionality of the solution during installation and configuration. NOTE: If Client requires their test plan to be utilized for the solution testing,then this plan must be submitted to CSA for approval prior to signing this SOW(Section 6.0 Project Acceptance). 4 Training(Deliverable#3): CSA will provide the following training related to this solution: 1. One(1)session of up to(2)hours of Administrator Training. 2. One(1)session of up to(2)hours of End User Training. NOTE: Client staff who receive the End User Training will be responsible for training other staff within the environment on the use of the solution. NOTE: Training will be provided immediately following Solution Testing.Any request to post-pone the Training by Client may be subject to a Change Order. NOTE: Please see Appendix B of this SOW for the Training Agenda. 5 Documentation and Support Escalation(Deliverable#4): 1. CSA will provide an Implementation Summary Report. Ca11A111 This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 7 V1whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CM/ON SOW11016ANIMA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date: 2. CSA will instruct Client on its Post-Implementation Support escalation process(Section 5.0). 3.1 Client's Implementation Responsibilities 1. Client will participate in the reviews sessions and provide all required information and resources to make timely and proper configuration decisions for the uniFLOW configuration to be implemented. 2. Client will make available to the implementation team all required data and resources that are required to import user information(user login,email address,cost center,etc.)to uniFLOW to configure for the client environment. 3. Client will have all necessary hardware and systems patched with the latest software/firmware updates prior to the beginning of the implementation. 4. Client will provide all necessary resources,personnel physical/network access,and associated permissions to their systems,servers,firewalls,network infrastructure,and physical locations,as needed,in order to install and configure the proposed solution in a timely fashion and in accordance with the agreed upon project timeline. 5. Client is responsible for the installation,configuration,and utilization of any anti-virus or malware software on the systems/servers that they will provide for the proposed solution. 6. Client is responsible for the installation,configuration,and utilization of any backup or disaster recovery software on the systems/servers that they will provide for the proposed solution. 7. Client is responsible to ensure all users that are to use this uniFLOW solution are resident in Active Directory and uniFLOW will authenticate users to Active Directory. 8. Client is responsible to ensure all Windows client systems will require users to log in and authenticate via Active Directory. 9. Client will allocate and schedule staff who are to receive the uniFLOW Training. NOTE: If needed,Client will be responsible for reserving any required resources to conduct the training session(s)[ex.physical space/room(s),telephone,physical/network access] 10. Client will accept CSA's testing procedures as satisfactory to evaluate the functionality of the solution - otherwise the Client will provide testing procedures it plans to use during this project. 11. NOTE: Any testing procedure required to be used by the Client will need to be reviewed and accepted by CSA prior to signing and executing this SOW document. • Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 8 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOlUT1ONSAMERICA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 4.0 uniFLOW Operating System and Server Hardware Specifications Requirement for Dedicated Servers 0 The uniFLOW Server and uniFLOW Remote Print Servers(RPS)are required to be installed on dedicated systems(physical or virtual)running a suitable Windows Server operating system. The physical server or virtual machine(VM)to which the uniFLOW Server and uniFLOW RPS software is installed should not function as a domain controller,email server,database server,or other server functionality-with the exception that the uniFLOW RPS software will be installed to a server functioning as a print server for the environment. 4.1 Operating Systems Windows Server 2008* • Standard installation with a graphical user interface • Internet Information Services(IIS)7.0(prepared for a uniFLOW installation) • Internet Explorer 9 Windows Server 2008 R2 • Standard installation with a graphical user interface • Internet Information Services(IIS)7.5(prepared for a uniFLOW installation) • Internet Explorer 11 Windows Server 2012 • Standard installation with a graphical user interface • Internet Information Services(IIS)8(prepared for a uniFLOW installation) • • Internet Explorer 10 Windows Server 2012 R2 • Standard installation with a graphical user interface • Internet Information Services(IIS)8.5(prepared for a uniFLOW installation) • Internet Explorer 11 *NOTE: It is recommended that new installations of the uniFLOW Server and uniFLOW Remote Print Server (RPS)systems be installed on Windows Server 2008 R2 or newer Windows Server operating systems. *NOTE: Existing installations of uniFLOW on Windows 2008 may be upgraded without upgrading the underlying Windows Server OS-as long as the resultant uniFLOW version supports the Windows Server OS to which it is installed. 0 Internet Explorer 6 to 10 are known to be compatible with uniFLOW. However,as Microsoft has discontinued the support for these versions,NT-ware will no longer test older Internet Explorer versions than Internet Explorer 11. For more information,please refer to the white paper Software Compatibility List for NT-ware Products(MOMKB-471)in the NT-ware Knowledgebase. Please note that registration is required in order to access the NT-ware Knowledgebase. CdYOThis document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 9 nonwhole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUTIONS AMERICA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza 4.2 Hardware This section describes the minimum recommended hardware requirements for the uniFLOW Server and the uniFLOW RPS. Actual requirements will vary based on your system configuration and the applications and features you choose to install. Processor performance is not only dependent on the clock frequency of the processor,but the number of cores and the size of the processor cache. Disk space requirements for the system partition,mentioned below,are approximate recommendations and include sufficient disk space only for operating system,uniFLOW installation,and runtime processing-not space for storage of print or scan jobs long term. Recommended hardware requirements when the solution configuration does not include uniFLOW Advanced Scanning: • CPU: o Multi Core CPU with a 1.5 GHz minimum clock speed based on MFD count as follows: • 1-100 MFDs(2 CPU) • 101-200 MFDs(4 CPU) • RAM: o 4 GB • Hard Disk Drive: o Minimum of 80 GB of free disk space Recommended hardware requirements when the solution configuration does include uniFLOW Advanced Scanning: • CPU: o Multi Core CPU with a 1.5 GHz minimum clock speed based on MFD count as follows: • 1-50 MFD5(4 CPU) • 50-75 MFDs(6 CPU) • 75-125 MFDs(8 CPU) • RAM: o 8 GB • Hard Disk Drive: o Minimum of 80 GB of free disk space 4.3 Virtualization Platforms uniFLOW supports the following Virtualization Platforms: VMware vSphere Microsoft Hyper-V Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 10 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLuTNSAMERICA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 K returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor InsuastiimPACT#: Sales Rep:Rode C.Bouza Date:10/4/2019 i NOTE: If the Client wishes to have the uniFLOW Server and/or uniFLOW RPSs hosted on a Virtualization Platform other than those listed above,then the Client must inform CSA of the Virtualization Platform that is intended to be used(including software version information)prior to acceptance and execution of this SOW. 4.4 Required Software Components for uniFLOW 4.4.1 Microsoft.NET Framework uniFLOW and the RPS require Microsoft.NET Framework 4.0 or higher.This applies to each Windows server system where uniFLOW or the RPS are to be installed.If the required Microsoft.NET Framework is not present on the system,the uniFLOW installer automatically installs the necessary packages during the installation. 0 The automatic installation of the Microsoft.NET Framework requires an internet connection. 4.4.2 Database The following Microsoft SQL Server versions are compatible with uniFLOW: Microsoft SQL Server 2008 R2 Express Edition* Microsoft SQL Server 2005(Enterprise,Standard,Workgroup,Express) Microsoft SQL Server 2008(Datacenter,Enterprise,Standard,Workgroup,Express) Microsoft SQL Server 2008 R2(Datacenter,Enterprise,Standard,Workgroup,Express) Microsoft SQL Server 2012(Business Intelligence,Enterprise,Standard,Express) Microsoft SQL Server 2014(Business Intelligence,Enterprise,Standard,Express) *NOTE: SQL Server 2008 R2 Express Edition is available as part of the uniFLOW software package and can be installed to function on the uniFLOW Server if required. SQL Server 2008 R2 Express Edition has the following limitations: Maximum 10GB data size Ability to utilize only 1 CPU Ability to utilize only 1GB RAM If the above noted limitations are too limiting for the uniFLOW configuration to be installed,a separate Microsoft SQL Server is required. For more information,please refer to the white paper Microsoft SQL Server Licensing(MOMKB-261) in the NT-ware Knowledgebase. Please note that registration is required in order to access the NT-ware Knowledgebase. Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 11 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUTIONS AMERICA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza /4/2019 • 4.5 Optional Systems and Software that may be Required 4.5.1 LDAP The following LDAP servers have been tested in conjunction with uniFLOW and are recommended by NT-ware- if LDAP is to be used as part of the configuration. Microsoft Active Directory(LDAP) Microsoft Active Directory(LDAP over SSL) Novell NDS NOTE: If the Client wishes to have the uniFLOW Server and/or uniFLOW RPSs hosted on a Virtualization Platform other than those listed above,then the Client must inform CSA of the Virtualization Platform that is intended to be used(including software version information) prior to acceptance and execution of this SOW. NOTE: If any other LDAP server than those listed above is to be used with the uniFLOW configuration then the Client needs to identify this and provide specific details of their LDAP server to validate it as compatible to uniFLOW. 4.5.2 Document Preview/Conversion PDF previews and document conversions,for example in workflows for Mobile Printing,require one of the following software packages listed below-depending on the desired functionality: uniFLOW File Format Conversion Option uniFLOW Job Conversion Instance(JCI) NOTE: The uniFLOW File Format Conversion Option requires third party software,such as Microsoft Office,installed to the uniFLOW RPS where this option is to be installed and functional. If required,it is the responsibility of the Client to provide the required third party software and its software license. • Ca-nonThis document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 12 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON sauT10N5AM91CA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 5.0 Post-Implementation Maintenance and Support The solution implemented by this SOW is transitioned to the Maintenance and Support stage upon completion of the Deliverables(Section 3.0). CSA's Standard Solution Support program provides the ability to obtain support for the duration of Client's software support contract by calling: Canon Solutions America Help Desk 1-800-355-1385 Monday - Friday (8:30 AM to 8:00 PM EST) All requests for support MUST be initiated through the above CSA Help Desk 1-800#where initial troubleshooting and diagnosis will be conducted by a Technical Support Technician. Standard Solution Support will provide the following: • Remote troubleshooting and diagnosis of error conditions and anomalies • Incident escalation to appropriate support and engineering resources within CSA and its partners • Software Bug Fix/Hotfx(Remote Implementation included) • Software version update(Implementation not included) If troubleshooting by a Technical Support Technician determines that onsite support is required to remediate the reported incident,then CSA can escalate the incident to have an Implementation Engineer(local to the account)assist with the resolution. Any incidents identified as being caused by modifications to the environment(network,Operating System,or application- including,but not limited to configuration changes,component upgrades,data modifications and hardware replacement)by Client DURING or AFTER the initial solution implementation,either intentional or unintentional,may be billable and subject to Professional Services fees to resolve the issue. • • 5.1 Additional Solution Support Options In addition to the Standard Solution Support program mentioned above,CSA offers: • Subscription Support Services ■ Extended Solutions Support-24x7x365 Information on these Support options is provided in the following sections below. 5.1.1 Subscription Support Services Subscription Support Services is a program where Client pre-purchases Support Units(aka Unit Blocks)and consumes these units when needed. Subscription Support Services can be used to have Canon Solution America personnel assist with the following: • Implementation of software version update • Migration of software from one server/location to another • Software configuration changes(including maintenance tasks) • Additional Training(End-User or Administrative) For more information on Subscription Support Services,please contact your Sales Representative. To initiate a Subscription Support engagement,please contact the Canon Solutions Americas Help Desk. NOTE: Professional Services delivered via Subscription Support Services may require an SOW to document the services to be provided and the intended results. Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 13 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUTIONSAvwcA iri whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 5.1.2 Extended Solutions Support - 24x7x365 Extended Solutions Support is a premium support offering available through CSA that enhances the Standard Solution Support program(Section 5.0)to include 24x7x365 incident response,analysis,resolution,and/or escalation. For more information on the Extended Solutions Support program,please contact your Sales Representative. To initiate an Extended Solutions Support request,please contact the Canon Solutions Americas Help Desk. • Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 14 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON ipIUtpNSAM9KA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 94111011111111111111. . . Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019' 6.0 Project Acceptance Execution of signatures below by authorized representatives of Client and of CSA indicates acceptance of the terms of the SOW, including its Terms and Conditions. Client Acceptance City of Miami Beach Company Name ...( fZ01100P"'•—•.- 48 40 Signature tate ban c- Ibex' Mayo r Print Name Print Title Canon Solutions America Acceptance Signature Date Ve+t,c ILow(Lk c is Pue.s+ c4.c.a+ Print Name Print Title �SpU1TION$( ji tAh This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 15 Canon whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUTIONS AMERICA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 Terms and Conditions 1. Scope;Terms and Conditions The following terms and conditions are applicable to the SOW between you("You"or"Client")and Canon Solutions America,Inc.("CSA"),and supplement and control the terms and conditions of the applicable CSA acquisition agreement(whether an"Acquisition Agreement","Unified Lease Agreement","Purchase and Maintenance Agreement"or other CSA agreement for the acquisition by purchase or lease of any Listed Item--each,an"acquisition agreement"). For purposes hereof,the SOW shall be deemed a"Listed Item"under the acquisition agreement notwithstanding anything contained in the acquisition agreement to the contrary. Equipment hardware,software or consumables acquired from CSA in conjunction with the SOW may be governed by various acquisition agreements,but not by the SOW;as such,Your payment and other obligations under such acquisition agreements are not dependent in any way upon CSA's performance of the SOW. 2. Standard Implementation Assumptions In order to implement successfully the SOW,CSA has relied upon and You hereby acknowledge these key assumptions: a. Although CSA's Implementation personnel may consist of CSA's authorized employees,retained third party vendors,or both,in any event CSA shall retain sole responsibility to Client b. You will allow Implementation Stakeholders accompanied or badged access to the Implementation-relevant areas.Except as otherwise set forth in the SOW, CSA will perform the Implementation during CSA's normal business hours(8:30 AM to 5:00 PM(local time),Monday through Friday,excluding CSA holidays). c. Implementation Stakeholders will have administrative access to all servers and domains necessary for the Implementation either directly or by proxy. d. With regard to any"shrink-wrap"or"click-wrap"acceptance required of an end user license agreement("EULA"),software as a service or other subscription agreements("SA")and/or software maintenance agreement("SMA")for software associated with the SOW,You hereby authorize CSA to accept same on Your behalf(e.g.,by clicking the"I ACCEPT"button of the EULA,SA or SMA),and You agree to comply with the terms of same. EULAs,SAs,and SMAs are available at http://ess.csa.canon.com/SMA-EULA.html e. CSA will not be liable for any loss of data during or as a result of the Implementation.CSA assumes all data that could be affected by the Implementation has been backed up by You and covered by Your recovery procedure. f. All software supplied by You for use in the Implementation is properly licensed to You. g. Any changes to this SOW,including as to Implementation outside of CSA's normal business hours,must be made in writing in accordance with Section 4 below and Appendix A(Change Order Form). h. There is no commitment for ongoing support expressed or implied by the SOW. Any additional requests for services after this Implementation's completion may be subject to additional charges on a time and materials basis or may be the subject of an applicable software maintenance agreement or subscription support services agreement i. Any work product not specifically listed in this SOW is considered out of scope.Services that are out of scope will be addressed through CSA's Implementation change order procedure.(See Section 4 below and Appendix A) j. It is Clients responsibility ensure that its resources are capable and available to assist CSA during the course of the implementation to ensure timely completion of the Deliverables.This includes but is not limited to Client personnel,resources for designing,building,testing,and implementing,and staff for the training of personnel. k Client will assign a dedicated point of contact to act in the role of Implementation manager.He or she will work in tandem with CSA to facilitate communication and proper execution throughout the lifecycle of the Implementation. I. If a change in resources is required during the course of the Implementation,CSA will work with the Client's assigned Implementation manager to facilitate the transition.CSA will ensure that resources with the appropriate technical skill set will be properly aligned with the requirements of the engagement m. If stated in Implementation Stakeholders(Section 2.3),CSA will provide internal Implementation management for the project or appropriate portion thereof. n. In cases where the required system information is not available or able to be determined by Client resources,CSA will issue a Change Order to extend the requirements gathering activities to collect the required information. o. Client will make all commercially reasonable attempts to respond to all requests for information in writing within two(2)business days. p. If Client has its own process for managing change or otherwise is aware of internal factors that might delay the completion of this Implementation,Client will inform CSA prior to the initiation of this Implementation. Changes in these assumptions may result in a scope change,which may cause You to incur additional professional services fees or delays in the delivery schedule 3. Standard Dependencies and External Requirements Deliverables may be predicated on certain additional information,external deliverables or agreements.In order to successfully fulfill the requirements of the SOW, additional required documentation(other than the acquisition agreement)are incorporated into and made part of the SOW.Where conflicts or inconsistency might exist between terms of the acquisition agreement and of the SOW,the terms of the SOW shall take precedence with respect to the Deliverables. 4. Implementation Change Order Procedure Once a change condition is identified,there are three(3)steps involved with Implementation Change Management: a. Your submittal of Change Order form(Appendix A) b. CSA's approval/rejection of the Change Order c. Modification/Adjustment of Implementation if required The Change Order form is executed by You with CSA's assistance. CSA evaluates Change Orders individually for their overall impact on the Implementation's constraints. CSA will work with Your Implementation manager to communicate these changes and acquire the required approvals for any costs related to Change Orders.You acknowledge a Change Order is required for work performed outside of CSA's normal business hours,under the following conditions:(i)minimum engagement of four(4)hours;(ii)work typically billed in a minimum of one(1)hour increments;and(iii)hourly services billed at multiples of one and one-half (1.5x)for Monday-Friday after-hours and double(2x)for Saturdays,Sundays and Holidays. Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 16 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUSONSAMESCA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/1/2019 Terms and Conditions (Continued) 5. Completion Criteria CSA will have fulfilled its obligations under the SOW when one(1)of the following first occurs: a. CSA completes the Deliverables,or, b. You terminate the SOW for reasons beyond the control of CSA. 6. Implementation Fees CSA will invoice You per the terms and conditions of the associated acquisition agreement.The parties acknowledge the Project Implementation fee was established on the scope of effort presented to CSA during initial discovery discussions. In the event additional,material requirements are uncovered during the detailed discovery or Implementation execution,CSA will require a Change Order in accordance with Section 4 hereof and Appendix A(Change Order Form). 7. Period of Performance The approximate time to complete the Implementation is an estimate and is subject to revision.Should CSA encounter challenges to the scope or outside factors that have a material impact on the Implementation,CSA will present a Change Order for the services and software needed to complete the job in accordance with Section 4 hereof and Appendix A(Change Order Form). 8. Implementation Scheduling&Change Policy CSA will endeavor to work diligently with You to accommodate reasonable schedule requirements.On-site work must be scheduled with a three(3)week minimum advance notice. CSA recognizes circumstances may arise necessitating the rescheduling of the SOW implementation. Schedule changes requested more than fifteen(15)business days prior to the scheduled implementation date will be accommodated with no charge to You. As CSA must reserve engineering resources in anticipation of the requested implementation date,scheduling changes requested within fifteen(15)business days of the scheduled implementation date are subject to a fee of up to, and including,the full cost of the associated professional service fees and travel costs. 9. Limited Warranty and Limitation of Liability CSA makes no warranty for proper functioning of equipment supplied by You including,but not limited to:PCs,servers and networks CSA makes no warranty for the proper functioning of your proprietary network,server or workstation software.Proprietary is defined for this purpose as software packages that are not sold by CSA. CSA warrants its workmanship on all installation services provided for a period of thirty(30)days from the date such services are rendered.This warranty applies only to the original installation by CSA and does not include alterations or modifications initiated by You or failure of equipment not provided by CSA. THE SERVICES PERFORMED UNDER THIS AGREEMENT ARE ADVISORY AND NO SPECIFIC RESULT IS ASSURED OR GUARANTEED.CSA EXPRESSLY DISCLAIMS ALL WARRANTIES EXPRESS OR IMPLIED INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.YOU EXPRESSLY ACKNOWLEDGE THAT THE FURNISHING OF SERVICE UNDER THIS AGREEMENT DOES NOT ASSURE UNINTERRUPTED OPERATION AND USE OF EQUIPMENT OR SOFTWARE. CSA SHALL NOT BE LIABLE FOR INJURY OR PROPERTY DAMAGE EXCEPT TO THE EXTENT CAUSED BY CSA'S NEGLIGENCE OR WILLFULL MISCONDUCT.CSA SHALL NOT BE LIABLE FOR EXPENDITURES FOR SUBSTITUTE EQUIPMENT,SOFTWARE OR SERVICES,LOSS OF REVENUE OR PROFIT,LOSS, CORRUPTION OR RELEASE OF DATA,FAILURE TO REALIZE SAVINGS OR OTHER BENEFITS,STORAGE CHARGES OR INCIDENTAL,SPECIAL,PUNITIVE OR CONSEQUENTIAL DAMAGES ARISING OUT OF,OR IN CONNECTION WITH,THIS SOW OR THE DELIVERABLES,REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 10. Disclaimer This document is the property of and is proprietary to CSA. It is not to be disclosed in whole or in part without prior written consent of CSA,and shall not be duplicated or used in whole or in part,for any purpose other than to evaluate CSA's proposal,and shall be returned upon request. Client/Customer Initials This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 17 Canon whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUTIONSAMSOCA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti milimPACT#: Sales Rep:Rosemarie C.Bou Date:10/4/2019 Appendix A: Change Order Form Change Order# Change Order Date Change Requestor Information Company Name City of Miami Beach Name&Title Phone Email Description of Requested Change NOTE: Change Orders must be reviewed and authorized by CSA for acceptance of the requested change. Changes to the scope of an implementation may require additional software components and/or Professional Services to make the requested change operational-where this may result in additional costs. Additional software components required: Yes❑ No❑ Additional Professional Services required: Yes❑ No❑ Change Authorization Approval Change authorized for City of Miami Beach by: Print Name Print Title Signature Date Change authorized for Canon Solutions America,Inc.by: Print Name Print Title Signature Date canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 18 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOlUT10NSANOKA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket it: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 Appendix B: Training Agenda Following is the training agenda to be provided for this solution: Administrator Training will include the following: • General administration of the uniFLOW system • Adding/Deleting print devices • Configuration and use of uniFLOW Secure Printing • Configuration and use of uniFLOW Mobile Printing • Configuration and use of uniFLOW Scanning for Scan to Email and Scan to Folder • Adding/Deleting cost centers(if required) • Report generation and distribution • Backup of the uniFLOW system End User Training will include the following: • How to submit print jobs to uniFLOW Secure Printing • How to login to the Canon MFD • Example: How to view/select/print/delete print jobs in process via uniFLOW Secure Printing • How to use uniFLOW Scanning for scanning a document using Scan to Email • How to use uniFLOW Scanning for scanning a document using Scan to One Drive • How to logout of the Canon MFD NOTE: Client's staff who receives the End User Training will be responsible for training other staff within the environment on the use of the solution. Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 19 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOWTION5AM90CA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019. ` Appendix C: Training Attendance Sheet Training Type (End User or Administrator): - Training Date: Trainer Name: Attendee Name Signature 1 2 3 4 5 6 7 - _ 8 9 10 11 12 13 14 15 _ 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in page 20 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANONSOIUTONSAMCA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 Btl returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: Sales Rep:Rosemarie C.Bouza Date:10/4/2019 Appendix D: Locations Model Department Name jasartment Address IMAGERUNNER ADVANCE C55501111 Ocean Rescue 1001 Ocean Drive COLOR IMAGECLASS LBP654CDW Ocean Rescue 1001 Ocean Drive imageRUNNER ADVANCE 45511 111 Police Community Room 1100 Washington Ave imageRUNNER ADVANCE 4551i III Police Department Command Vehicle 1100 Washington Ave IMAGERUNNER ADVANCE C5550I III Police Department Technical Services 1100 Washington Ave Police Dept Services-Firearms Training-Range 1100 Washington Ave imageRUNNER ADVANCE 4551i III Room 507 imageRUNNER ADVANCE 4551i III Police Dept-Property Unit(Annex) 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept CID Crime Scene Room P102 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Patrol-Roll Call Room 1st Floor 1100 Washington Ave Police Dept Services-Property Evidensce Unit 1st 1100 Washington Ave imageRUNNER ADVANCE 45511 111 Floor imageRUNNER ADVANCE 4551i III Police Dept- Jail 1st Floor 1100 Washington Ave IMAGECLASS LBP325DN Police Dept Services- Information Center-RCC 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Tech Services-Records Unit 1st Floor 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Tech Services-Records Unit 1st Floor 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Chief's Area 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Chiefs Area 1100 Washington Ave COLOR IMAGECLASS LBP654CDW Police Dept Nuria Diaz 1100 Washington Ave IMAGECLASS LBP325DN Police Dept 911 AREA 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept 911 AREA 1100 Washington Ave imageRUNNER ADVANCE 4551i III Police Dept IT Department 1100 Washington Ave IMAGERUNNER ADVANCE C55501111 Police Dept IT Department-Tech Servcies 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Patrol 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Patrol-Admin 1100 Washington Ave imageRUNNER ADVANCE 4551i III Police Dept Patrol Training Unit Room 233 1100 Washington Ave IMAGERUNNER ADVANCE C55501111 Police Dept CID Room 354*PIT Area* 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Support Services 3rd Floor 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Police Dept Support Services CID PIT AREA 1100 Washington Ave Police Dept Support Services CID Crim 1100 Washington Ave IMAGERUNNER ADVANCE C55501 III Investigation IMAGERUNNER ADVANCE C55501 III Police Dept Support Services Property Crimes 1100 Washington Ave imageRUNNER ADVANCE 45511 I11 Police Dept SUV CID Room 357 1100 Washington Ave imageRUNNER ADVANCE 4551i III Police Department Property and Evidence 1100 Washington Ave COLOR IMAGECLASS LBP654CDW Police Dept Services 1100 Washington Ave COLOR IMAGECLASS LBP654CDW Police Dept Services Crime Scene Fingerprints 1100 Washington Ave IMAGERUNNER ADVANCE C55501111 Police Department Backgrounds 1130 Washington Ave COLOR IMAGECLASS LBP654CDW Police Department Communications 1130 Washington Ave IMAGERUNNER ADVANCE C55501111 PSCD Reception Office-Court Liason 1130 Washington Ave imageRUNNER ADVANCE 4551i III Police-Court Liason Office 3rd Floor 1351 NW 12th St Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 21 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOtUTiONSMAMA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 • Branch:Miami NCS Ticket#: - Analyst:Nestor Insuasti imPACT#: - Sales Rep:Rosemarie C.Bou`< Date:10/4/2019 Fleet Management-Administration Office 140 MacArthur IMAGERUNNER ADVANCE C55501 III Causeway Fleet Management-Maintenance 140 MacArthur imageRUNNER ADVANCE 4551i III Causeway Fleet Management-Javier 140 MacArthur COLOR IMAGECLASS LBP654CDW Causeway Public Works Sanitation Division 2nd Floor 140 MacArthur IMAGERUNNER ADVANCE C55501111 Causeway imageRUNNER ADVANCE 4551i III Parking Anchor Garage 1557 Washington Ave IMAGERUNNER ADVANCE C55501 III Transportation 1688 Meridian Ave City of Miami Beach =City Attorney 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive City of Miami Beach =City Attorney 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive City of Miami Beach=City Attorney 1700 Convention Center COLOR IMAGECLASS LBP654CDW Drive City of Miami Beach =City Attorney 1700 Convention Center COLOR IMAGECLASS LBP654CDW Drive City Manager 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive City Manager-Copy Room 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive City Manager 1700 Convention Center COLOR IMAGECLASS LBP654CDW Drive Mayor&Commission Office 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive Mayor's&Commission Office 1700 Convention Center COLOR IMAGECLASS LBP654CDW Drive Mayor's&Commission Office 1700 Convention Center COLOR IMAGECLASS LBP654CDW Drive Public Works-Administration 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive Public Works-Fiorella 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive Public Works-Back Office 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive City of Miami Beach =City Attorney 1700 Convention Center IMAGECLASS LBP325DN Drive City of Miami Beach=Cashiers Cage 1700 Convention Center COLOR IMAGECLASS LBP654CDW Drive City of Miami Beach=Public Works-Elevators 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach =Residential Homeowner's 1700 Convention Center imageRUNNER ADVANCE 4551i III Counter Drive City of Miami Beach =City Clerk 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach =City Clerk 1700 Convention Center imageRUNNER ADVANCE 4551i III Drive Employee Retirement/Pension - 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 22 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANONsauTIONsAMEMCA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti -. imPACT#: r , Sales Rep:Rosemarie C.Bouza "" Date:10/4/2019 •.- Environmental&Sustainability Dept. 1700 Convention Center IMAGERUNNER ADVANCE C5550111I Drive Conference Room Pension-Stay Check Employee Retirement/Pension-1st FI-Conf Room 1700 Convention Center Printer Drive City of Miami Beach =Building Dept Plans Router 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach = Bldg Dept Permit Counter 1700 Convention Center imageRUNNER ADVANCE 4551i III Drive City of Miami Beach=Bldg Dept Admin 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach =Bldg Dept Admin Plan 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Routers Desk Area Drive City of Miami Beach =Bldg Dept Permit Counter 1700 Convention Center imageRUNNER ADVANCE 4551i III Drive City of Miami Beach =Bldg Dept Records/Micro 1700 Convention Center imageRUNNER ADVANCE 45511 111 Drive City of Miami Beach =Building Dept Plans Router 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach = Building Dept E Plan Review 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach = Planning Department 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach = Planning Department 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach=Planning Department 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive City of Miami Beach=Bldg Dept Admin-Inspector 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Dept Drive Finance BW-4Trays 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive Finance-In front of Sarah 1700 Convention Center IMAGERUNNER ADVANCE C55501111 Drive Finance-Recommend Color due printers amount 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive Human Resources 1700 Convention Center imageRUNNER ADVANCE 45511 111 Drive Human Resources 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive Office of Inspector General 1700 Convention Center imageRUNNER ADVANCE 4551i III Drive Office of Inspector General 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive Budget/Perf Improvement 1700 Convention Center IMAGERUNNER ADVANCE C55501 III Drive IMAGERUNNER ADVANCE C55501 III City of Miami Beach Communications 1701 Meridian Ave IMAGERUNNER ADVANCE C55501 III Parks& Recreation 21st Street Community Center 1701 Meridian Ave imageRUNNER ADVANCE 4551i III Fire Prevention 2nd Floor 1701 Meridian Ave IMAGERUNNER ADVANCE C55501 III Fire Prevention-Copy Area 1701 Meridian Ave IMAGERUNNER ADVANCE C55501 III Fire Prevention--Chelsea 1701 Meridian Ave IMAGECLASS LBP325DN Fire Prevention--Cool Zone 1701 Meridian Ave This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 23 Canon whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANON SOLUDOn4sAM ncA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami Ticket icket If: Analyst:Nestor Insuasti : NCS TicimPACTe i Sales Rep:Rosemarie C.Bon": - - 1,.. i/4/2019 IMAGECLASS LBP325DN City of Miami Beach =OP Department-Front Desk 1701 Meridian Ave IMAGERUNNER ADVANCE C55501 III City of Miami Beach =CIP Department 3rd Floor 1701 Meridian Ave IMAGERUNNER ADVANCE C55501111 City of Miami Beach =CIP Department 1701 Meridian Ave IMAGERUNNER ADVANCE C55501 III Parks&Recreation 1701 Meridian Ave IMAGERUNNER ADVANCE C55501 III Visitor&Convention Authority 1701 Meridian Ave IMAGECLASS LBP325DN Customer Service 1st Floor 1755 Meridian Ave IMAGECLASS LBP325DN Customer Service 1st Floor 1755 Meridian Ave IMAGECLASS LBP325DN Customer Service 1st Floor 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Customer Service Manager 1755 Meridian Ave IMAGERUNNER ADVANCE C55501111 Customer Service 1st Floor 1755 Meridian Ave IMAGECLASS LBP325DN Customer Service 1st Floor 1755 Meridian Ave imageRUNNER ADVANCE 4551i III Customer Service 1st Floor 1755 Meridian Ave imageRUNNER ADVANCE 4551i III Parking-Reception 2nd Floor 1755 Meridian Ave imageRUNNER ADVANCE 4551i III Parking 2nd Floor 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Parking 2nd Floor 1755 Meridian Ave imageRUNNER ADVANCE 4551i III Procurement -Contracts 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Procurement-Request Fin-4 Trays/Fin-Book? 1755 Meridian Ave IMAGECLASS LBP325DN Procurement-Alex Denis BW Printer 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Information Applications 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Tourism&Cultural 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Customer Service 1st Floor-Need Robust 1755 Meridian Ave IMAGERUNNER ADVANCE C55501 III Information Support 1755 Meridian Ave COLOR IMAGECLASS LBP654CDW IT Department Support-Front Desk 4th Floor Jorge 1755 Meridian Ave imageRUNNER ADVANCE 4551i III IT Department 3RD Floor-Training Room 1 1755 Meridian Ave IMAGECLASS LBP325DN IT Department 3RD Floor-Training Room 2 1755 Meridian Ave imageRUNNER ADVANCE 4551i III Real Estate& RHCD-Asset Management 1755 Meridian Ave imageRUNNER ADVANCE 4551i III Police-North Shore Substation-Marine Patrol 1790 Purdy Ave IMAGERUNNER ADVANCE C55501 III Parking-Sign Shop 1st Floor 1833 Bay Rd imageRUNNER ADVANCE 4551i III Parking-1st Floor 1833 Bay Rd IMAGECLASS LBP325DN Property Management Warehouse 1833 Bay Rd IMAGERUNNER ADVANCE C55501111 Property Management-Lily Alvarez 1833 Bay Road IMAGECLASS LBP325DN Property Management-Reception Area 1833 Bay Road IMAGERUNNER ADVANCE C55501 III Property Management-Elizabeth Marrero Asst. 1833 Bay Road IMAGERUNNER ADVANCE C55501111 Police Dept.Substation-Parks& Rec 210 Second Street imageRUNNER ADVANCE 4551i III Parks& Recreation Greenspace 2100 Meridian Ave imageRUNNER ADVANCE 4551i III Police Department CID Special Investigative Unit 225 Washington Ave IMAGERUNNER ADVANCE C55501 III Fire Station HQ 2300 Pinetree Dr IMAGECLASS LBP325DN Fire Station HQ 2300 Pinetree Dr IMAGERUNNER ADVANCE C55501 III Fire Station HQ 2300 Pinetree Dr imageRUNNER ADVANCE 4551i III Parks& Recreation Golf Club-Administration 2301 Alton Rd imageRUNNER ADVANCE 45511 111 Parks& Recreation Golf Club-Maintenance 2301 Alton Rd imageRUNNER ADVANCE 4551i III Fire Rescue-Office 2310 2310 Pinetree Dr. This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 24 Canon whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used cANONsotuTIONSAMBncA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 Branch:Miami NCS Ticket#: Analyst:Nestor Insuasti imPACT#: " • Sales Rep:Rosemarie C.Bouza - /4/2019.. Fire Station HQ-Office of Emergency Operations- 2310 Pinetree Dr. IMAGERUNNER ADVANCE C55501 III 2310 _ imageRUNNER ADVANCE 4551i III Normandy Shores Golf Club 2401 Biarritz Drive imageRUNNER ADVANCE 4551i III Normandy Shores Golf Club 2401 Biarritz Drive IMAGERUNNER ADVANCE C55501 III Parks&Recreation SR Youth Center 2700 Sheridan Ave IMAGERUNNER ADVANCE C55501111 Parks&Recreation SR Youth Center 2700 Sheridan Ave Parks&Recreation Scott Rakow Youth Center- 2700 Sheridan Ave imageRUNNER ADVANCE 4551i III Front Desk COLOR IMAGECLASS LBP654CDW Parks&Recreation Scott Rakow Youth Center 2700 Sheridan Ave IMAGERUNNER ADVANCE C55501 III Parks& Recreation Scott Rakow Youth Center 2700 Sheridan Ave. imageRUNNER ADVANCE 4551i III Parks& Recreation SR Youth Center 2700 Sheridan Ave. imageRUNNER ADVANCE 4551i III Parking Enforcement 42nd St Garage 1st Floor 4100 Royal Palm Ave IMAGERUNNER ADVANCE C55501111 Park&Recreation Muss Park 4400 chase Avenue IMAGERUNNER ADVANCE C55501 III Public Works-Operations-Control Room 451 Dade Blvd IMAGERUNNER ADVANCE C55501111 Public Works-Op-ProcurementWarehouse 451 Dade Blvd IMAGERUNNER ADVANCE C55501 III Public Works-Management Office Yard 451 Dade Blvd IMAGERUNNER ADVANCE C55501111 Public Works-Supervisors Admin Office 451 Dade Blvd imageRUNNER ADVANCE 4551i III Parks& Recreation North Shore Youth Center 501 72nd Street IMAGERUNNER ADVANCE C55501 III Parks&Recreation North Shore Youth Center 501 72nd Street IMAGERUNNER ADVANCE C55501 III Parks& Recreation North Shore Youth Center 501 72nd Street IMAGERUNNER ADVANCE C55501 III Parks& Recreation North Shore Youth Center 501 72nd Street imageRUNNER ADVANCE 4551i III City of Miami Beach= Code Enforcement 555 17th Street IMAGERUNNER ADVANCE C55501 III Code Compliance 555 17th Street imageRUNNER ADVANCE 4551i III Community Service-Neighbor 555 17th Street imageRUNNER ADVANCE 4551i III Real Estate& Housing/Homeless Development 555 17th Street imageRUNNER ADVANCE 4551i III HCS-Homeless 555 17th Street imageRUNNER ADVANCE 4551i III Parking Dept-Off-Street 1st Floor 640 17th St. imageRUNNER ADVANCE 4551i III Police-Internal Affairs NESS 6840 Indian Creek Drive imageRUNNER ADVANCE 4551i III Police-North Shore Substation NESS 7th Floor 6840 Indian Creek Drive imageRUNNER ADVANCE 4551i III Parks& Recreation Normandy Isle Park&Pool 7030 Trouville Esplanade imageRUNNER ADVANCE 4551i III City of Miami Beach =CIP Department 3rd Floor 777 17th Street IMAGERUNNER ADVANCE C55501111 City of Miami Beach Normandy 962 Normandy Drive City of Miami Bach= Parks& Recreation - 999 11th Street imageRUNNER ADVANCE 4551i III Flamingo Park IMAGERUNNER ADVANCE C55501 III Flamingo Office-Back Office 999 11th Street IMAGERUNNER ADVANCE C55501 III Parks&Recreation Flamingo Park 999 11th Street COLOR IMAGECLASS LBP654CDW City of Miami Beach =Planning Department IMAGERUNNER ADVANCE C55501111 Police Undercover Canon This document is the property of and is proprietary to Canon Solutions America. It is not to be disclosed in Page 25 whole or in part without prior written consent of Canon Solutions America,and shall not be duplicated or used CANONSotunONSAM6ticA in whole or in part,for any purpose other than to evaluate Canon Solutions America's proposal,and shall be SER-035 returned upon request. December 30,2016 it ATTACHMENT A RESOLUTION AND COMMISSION MEMORANDUM SII it • • RESOLUTION NO: 2019-30878 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER TO AWARD AN AGREEMENT, PURSUANT TO INVITATION TO NEGOTIATE (ITN) NO. 2017-015-JC FOR MANAGED PRINT SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CANON SOLUTIONS AMERICA, THE TOP-RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN • NEGOTIATING AN AGREEMENT WITH CANON SOLUTIONS AMERICA, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH SHARP ELECTRONICS CORPORATION, THE SECOND-RANKED PROPOSER; FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER, AUTHORIZING THE CITY MANAGER TO EXTEND THE EXISTING AGREEMENT WITH SHARP ELECTRONICS CORPORATION, ON A MONTH-TO-MONTH BASIS, UNTIL SUCH TIME AS THE NEW AGREEMENT CAN BE EXECUTED AND SERVICES IMPLEMENTED. WHEREAS, on July 26, 2017, the City Commission approved the issuance of Invitation to Negotiate (ITN) No. 2017-015-JC Managed Print Services; and WHEREAS, proposals received pursuant to this ITN were evaluated in a two-phased process; Phase I responses were received on November 20, 2017; and WHEREAS, the City received proposals from the following eight (8) firms: Canon Solutions America, Inc.; DEX Imaging, Inc.; HP, Inc.; Konica Minolta Business Solutions U.S.A., Inc.; Print Operations Group (POG); Sharp Electronics Corporation; Toshiba America Business Solutions, Inc.; Tinlof Technologies/Xerox; and • WHEREAS, the proposal received from Print Operations Group (POG) was deemed non-responsive and received no further consideration; and WHEREAS, the Evaluation Committee, appointed by the City Manager via LTC # 528- 2017, convened on February 2, 2018 to consider the proposals received under Phase I; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information on the scope of services and a copy of each proposal; and' WHEREAS, the Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the ranking of proposers as follows: Konica Minolta Business Solutions U.S.A., Inc., as the top ranked proposer; Toshiba America Business Solutions, Inc., as the second ranked proposer; Canon Solutions America, Inc., as the third ranked proposer; Sharp. Electronics Corporation, as the fourth ranked proposer; Tinlof Technologies / Xerox, as the fifth ranked proposer; DEX Imaging, Inc., as the sixth ranked proposer; and HP, Inc., as the seventh ranked proposer; and • it . I WHEREAS, on April 6, 2018, the Procurement Department issued Phase II of the ITN process to the short-listed proposers; and WHEREAS, on April 5, 2019, the City received proposals in response to Phase II of the ITN; and WHEREAS, DEX Imaging, Inc. did not submit a proposal for Phase ll of the Project; and • WHEREAS, several proposals were determined to be non-responsive and not entitled to ' any further consideration, namely, the proposal received from HP, Inc., which was deemed nonresponsive for failure to submit a signed cost proposal form as required by the ITN, and the proposals received from Tinlof Technologies/Xerox and Konica Minolta, which were deemed nonresponsive for failure to meet the all-inclusive cost requirements of the ITN; and WHEREAS, the Evaluation Committee, appointed by the City Manager via LTC # 213- 2019, convened on May 10, 2019 to consider the technical proposals received under Phase II; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information on the scope of services and a copy of each proposal; and WHEREAS, the Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the ranking of proposers as follows: Canon Solutions America, as the top- ranked proposer; Sharp Electronics Corporation,'as the second ranked proposer; and Toshiba America Business Solutions, Inc., as the third ranked proposer; and WHEREAS, after reviewing all the submissions and the results of the evaluation process, I concur with,the Evaluation Committee in finding that Canon Solutions America provided,the best overall combination of experience/qualifications, approach and methodology, • and cost. NOW, THEREFORE, BE IT DULY RESOLVED BY THE. MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager relating to Invitation to Negotiate (ITN) NO. 2017-015-JC for Managed Print Services, and authorize the Administration to enter into negotiations with Canon Solutions America, the top-ranked proposer; further, if the Administration is not successful in negotiating an agreement with Canon Solutions America, authorize the Administration to enter into negotiations with Sharp Electronics Corporation, the second-ranked proposer; further, authorize the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration; and further authorize the City Manager to extend the existing agreement with Sharp Electronics Corporation, on a month-to- month basis, until such time as the new agreement can be executed and services implemented. • • • \I I� PASSED AND ADOPTED this "7 day of �0 2019. ATTES • 7a//T: J(-r l°lliLmti RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR T:Agenda12019107 July1Procurement\ITN 2017-015-JC Doc.Management ITN 2017-015JC Doc Mgmt-Resov4 06 28 19.doc • `„,,���� BAPPROVED AS TO F 4,4 FORM&LANGUAGE ��Q�. � 'yo &FOR EXECUTION INCORP ORATED:*s' ,�aV` Q � I\IA1 . �I City Attorney Date •r • • li ' I ' I Resolutions-C7 G MIAMI B EAC H COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: July 17,2019 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER,TO AWARD AN AGREEMENT, PURSUANT TO INVITATION TO NEGOTIATE (ITN) NO. 2017-015-JC FOR MANAGED PRINT SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CANON SOLUTIONS AMERICA, THE TOP-RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH CANON SOLUTIONS AMERICA, AUTHORIZING THE- ADMINISTRATION- TO ENTER INTO NEGOTIATIONS WITH SHARP ELECTRONICS CORPORATION, THE SECOND-RANKED PROPOSER; FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; AND FURTHER,AUTHORIZING THE CITY MANAGER TO EXTEND THE EXISTING AGREEMENT WITH SHARP ELECTRONICS CORPORATION, ON A MONTH-TO-MONTH BASIS, UNTIL SUCH TIME AS THE NEW AGREEMENT CAN BE EXECUTED AND SERVICES IMPLEMENTED. RECOMMENDATION Adopt the resolution accepting the recommendation of the City Manager to award an agreement, pursuant to Invitation to Negotiate (ITN)2017-015-JC for managed print services. ANALYSIS The City currently has a contract with Sharp Business Systems for multi-function equipment(copiers&scanners)utilized by all City departments,which expires on August 31,2019.Anticipating the expiration of the current contract,the City's Information Technology Department,is seeking proposals for a replacement contract for the required multi-function equipment,as well as add network printers and a document management solution to the replacement contract.The goal for the new contract,through the document management solution, is to reduce the City's use of paper and other items (e.g., toner)that are costly and are not environmentally preferable solutions. To seek proposals for a replacement contract, Invitation to Negotiate (ITN)was issued. The ITN sought proposals from qualified firm(s)to provide City departments with a new fleet of Multi-Function Devices(MFD)and implementation of Managed Print Services (MPS) solutions, to assist the City in gaining control over printing output and costs, reducing paper, and converting paper-based processes(e.g.,routing approvals)into automated,digital processes that streamline workflow and improve productivity.The services required pursuant to the ITN may include(but not be limited to): • provide multi-function network devices (copiers, scanners, fax machines) and network printers to meet the needs of departments; • equip all equipment with rules-based software that allows users to monitor,manage and optimize print output and reduce costs; • provide for electronic routing and associated workflow for form creation and document approvals; • provide exceptional help desk support, technical service, maintenance, toner supply replacement and other consumables (excluding paper); • manage all network printers in the same/similar manner; • conduct a thorough assessment to determine appropriate equipment for each functional area of the City; • design a roadmap to reduce printing costs while meeting the operational need; • proactively identify and address potential printing problems and replenish supplies before stakeholders are negatively affected; • assist the City in reducing environmental footprint through printing less paper, consuming less energy, generating fewer greenhouse gases and keeping waste out of landfills;and • assign dedicated account representatives as mutually agreed upon by the City and the contractor. The overall objective for this engagement is to create efficiencies that will simultaneously yield both a print and copier management solution which meets all of the City's current needs, as well as providing a layer of intelligence that will align with the City's"Green" initiatives for environmental sustainability,while also lowering the total cost of ownership(TCO),carbon footprint and peripheral waste to the City of Miami Beach. - II ITN PROCESS-PHASE I On July 26, 2017, the City Commission approved the issuance of Invitation to Negotiate (ITN) No. 2017-015-JC Managed Print Services. On July 27, 2017, the ITN was issued. A voluntary pre-proposal conference to provide information to the proposers submitting a response was held on August 14,2017. The ITN stated that Proposals received pursuant to this ITN will be evaluated in a two-phased process(Phase I and Phase I I): 1. Phase I will consider proposer qualifications only. Best qualified proposers may be authorized to continue onto Phase I I. Following Phase I evaluation, the City Manager may authorize all firms to be eligible for Phase II or may submit a recommendation to the City Commission to short-list a number of best qualified firms.Following an authorization from the City to continue onto Phase II. 2. Phase II will consider technical proposals(equipment/software,approach and methodology,maintenance and operations plan) and cost proposal. Phase I responses were due and received November 20,2017.The City received proposals from the following eight(8)firms: • Canon Solutions America, Inc. • DEX Imaging,Inc. • HP, Inc. • Konica Minolta Business Solutions U.S.A., Inc. • Print Operations Group(POG) • Sharp Electronics Corporation • Toshiba America Business Solutions, Inc. • • Tinlof Technologies/Xerox The proposal received from Print Operations Group(POG)was deemed nonresponsive and received no further consideration. The Evaluation Committee, appointed by the City Manager via LTC # 528-2017, convened on February 2, 2018 to consider the proposals received under Phase I.The Committee was comprised of Cheryl Gomez, Financial Analyst, Finance Department,City of Miami Beach; Elizabeth Miro, Administrative Services Manager, Property Management Division, City of Miami Beach; Alejandro Mouro, Project Manager, Police Department, City of Miami Beach; Fernando Pestana, Senior Management and Budget Analyst, Office of Budget and Performance Improvement, City of Miami Beach; Frank Quintana, Division Director, Information Technology Department,City of Miami Beach;Lupita Ramos,Senior Administrative Manager,City Attorney,City of Miami Beach: II The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance'and the 'Government Sunshine Law.The Committee was also provided general information on the scope of services, references,and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the ITN.The evaluation process resulted in the ranking of proposers as follows: 1st Konica Minolta Business Solutions U.S.A.,Inc. 2nd Toshiba America Business Solutions,Inc. 3rd Canon Solutions America,Inc. II 4th Sharp Electronics Corporation 5th Tinlof Technologies/Xerox 6th DEX Imaging, Inc. 7th HP, Inc. Staff determined that all seven(7)responding firms were qualified to perform the work outlined in the ITN.Therefore,as stipulated in the ITN,the City Manager approved for all firms to proceed into Phase I I of the solicitation process in which technical proposals and cost are to be considered. ITN PROCESS—PHASE II On April 6, 2018, the Procurement Department issued Phase II of the ITN process to the short-listed proposers.A pre-proposal conference to provide information to the short-listed proposers was held on April 18,2018 and on August 29,2018.On April 5,2019, the City received proposals in response to Phase I I of the ITN from the following short-listed proposers: • Konica Minolta Business Solutions U.S.A.,Inc. • Toshiba America Business Solutions, Inc. • Canon Solutions America, Inc. • Sharp Electronics Corporation • Tinlof Technologies/Xerox • • HP, Inc. DEX Imaging, Inc.did not submit a proposal for Phase I I of the Project. The proposal received from HP, Inc.for failure to submit a signed cost proposal form as required by the ITN, and cannot be considered. The proposals received from Tinlof Technologies/Xerox and Konica Minolta were deemed nonresponsive for failure to meet the all-inclusive cost requirements of the ITN,and cannot be further considered. The Evaluation Committee,appointed by the City Manager via LTC#213-2019,convened on May 10,2019 to consider the technical proposals received under Phase I I.The Committee was comprised of Cheryl Gomez,Financial Analyst,Finance Department,City of nn;.,..,; Q.nnk• r-,,+,.,++, nn;.., n.+.,,;.,;n+..,+h,,, c.,..,;..,,, 11n o. +, nn ..,,...+ ;,, r;+., ,.c nn;.,.,,; c,,....+.• ni.,;.,.,.+.., fl 1V11131111 LJcald1, L.ucaucu1 Iv111V, !Al/11111110U=VG VOI VWCO IV101109.01, r luIrcl ty Mol,olUclI IL LJIVIOlul I, vlly VI IVIICI Ilt lJca,I I, rlido11u1V Mouro, Project Manager, Police Department, City of Miami Beach; Fernando Pestana, Senior Management and Budget Analyst, Office of Budget and Performance Improvement, City of Miami Beach; Frank Quintana, Division Director, Information Technology Department, City of Miami Beach; Flavia Tonioli, Sustainability Manager, Environment and Sustainability Department, City of Miami Beach. The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided general information on the scope of services, a copy of each proposal,and engaged in a question and answer session with each proposer. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the ITN for Phase I I. The evaluation process resulted in the ranking of proposers in the following order. 1st Canon Solutions America 2nd Sharp Electronics Corporation 3rd Toshiba America Business Solutions,Inc. A'brief description of the top three(3)proposers,as provided in their response to the ITN,follows. Canon Solutions America Canon Solutions America, Inc.is the strategic partner with the resources,technology,and customer focus to help the City meet their needs and overall goals.We offer the expertise and experience that is required to manage a fleet such as the one being proposed in our response. Canon understands that national, state, and local government agencies face diverse challenges, as they are regularly impacted by political, social, and economic changes. Often, reduced budgets drive agencies to improve their cost efficiencies, while simultaneously securing confidential information,maintaining Section 508 accessibility compliance,and working more environmentally responsibly. Canon Solutions America, Inc.offers in our proposal hardware and software solutions to help the City overcome today's challenges, allowing you to focus on providing high quality services to the community you serve.By implementing Canon's solutions,the City can realize improved efficiencies,prevent overuse of costly device functions,secure the working environment,and comply with a variety of regulations. 'Sharp Electronics Corporation Sharp Business Systems a direct subsidiary of Sharp Electronics excels in Four Business to Business Pillars: 1.Document(Any Print on Paper Device,authenticated using Active-Directory) 2. Imaging(Images Scanned and retrieved using existing or proposed Workflow Software) 3.Collaboration(Visual Displays for Training,Conference&Digital Signage) 4.Managed Network Services(Mobile device Management BYOD,Project I mplementations) Toshiba As a globally-recognized leader in the areas of managed print services, security, environmental and document assessment, asset management and fleet optimization,Toshiba has one of the most developed,yet flexible programs in the industry.Its approach blends innovative solutions,quality products,expedient service,strong account management,and creative pricing solutions. Today,Toshiba MFDs are used around the globe in more than 180 countries,with direct operations in 24 countries and are continuing to expand our sales and service offerings into other emerging markets.Toshiba's products have long been the preferred choice in North America, Europe and Japan,and we boast the#1 market share in China for the past eleven years.Toshiba ranks 5th overall in the industry per Gartner,a leading industry research firm.Toshiba Corporation is ranked'169th on Fortune's Global 500 list for 2016 higher than all of our other competitors. CONCLUSION After reviewing all the submissions and the results of the evaluation process, I concur with the Evaluation Committee in finding that Canon Solutions America provided the best overall combination of experience/qualifications, approach and methodology, and cost. Frankly,all of the respondents provided excellent equipment and service solutions with some small variances among each proposal. Ii However,given the recent budget constraints,it is important to assure that the City is selecting the most cost-effective solution. In that regard, I find that Canon Solutions America,in addition to being ranked by the Evaluation Committee as the overall top ranked solution before considering pricing,also offered the lowest overall cost of all the proposals submitted. This is the case even if one were to consider proposals from vendors that did not meet the City's all-inclusive(equipment service)single monthly rate requirement,but proffered an alternative solution based on a monthly equipment rate with an additional cost-per-copy charge for every copy made, alleging that such a solution would be more cost-effective than an all-inclusive rate. In fact,both of the vendors that proposed such an alternative solution would ultimately be less cost-effective than Canon's all-inclusive cost proposal. Therefore, based on having provided the best overall combination of experience/qualifications, equipment and cost, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Canon Solutions America, the top-ranked proposer; and if the Administration is not successful in negotiating an agreement with Canon a Solutions America, authorizing the Administration to enter into negotiations with Sharp Electronics Corporation,the second-ranked proposer, and, authorizing the Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the Arlminictrofinn•ft vlhcr of dhnrrrinn+hn(sift/ItAononer fn cv+cnrl the avicfinn cnrnamcnt,&nth Cl-torn Glorfrnnirc rnrnnrotinn nn a mnnfh_ raun ui Lou uuui I,MAI LI'GI CALM ivnu1 U u IG vuy wiunayci w cnacnu a is cnwau iy CAW VG111c1 Ia vvnn N uuvn,vu u u nal u r to-month basis,until such time as the new agreement can be executed and services implemented. FINANCIAL INFORMATION The costs of the related services are subject to funds availability approved through the City's budgeting process. It is not anticipated that grant funding will be utilized for this project. Legislative Tracking Information Technology/Procurement ATTACHMENTS: Descri tion ❑ Attachment A ❑ Resolution • ATTACHMENT B SOLICITATION ITN AND ADDENDUMS III i MIAMI BEACH Procurement Department, 1755 Meridian Avenue,3'd Floor,Miami Beach, Florida 33139,www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 21 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES March 29, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). PURSUANT TO INVITATION TO NEGOTIATE, THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED. ACCORDINGLY, NO FURTHER EXTENSIONS TO THE DUE DATE FOR BIDS WILL BE ALLOWED BEYOND THE EXTENSION BELOW. I. DUE DATE AND TIME FOR PROPOSALS. The deadline for the receipt of proposals is extended until 3:00 p.m., on Friday, April 5, 2019, at the following location: City of Miami Beach • Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. II. ANSWERS TO QUESTIONS RECEIVED. Q1: On Addendum 20 you stated separate pricing is not allowed for weekend coverage and that the pricing needs to be all inclusive. This is only achievable by your current vendor. unless you are the incumbent and know exactly how many units are located at the fire and police department for weekend coverage, you asking for vendors to use a worst case over price strategy. Can you tell us what are the weekend hours? Is it 24x7 or just from the hours of 8-5PM? Al: DISREGARD ANY WEEKEND COVERAGE AT THIS TIME. The City may negotiate with the selected bidder any weekend coverage required for specific sites. 1 Addendum No.21 ITN 2017-015-JC Managed Print Services(Phase II) Q2: You stated the weekend coverage is prefix for fire_ and PD_. On Exhibit A thereis no such listing Can you take a look at the spreadsheet sent and update the units for weekend coverage. Or can you,tell us how many units will need weekend coverage, (for example 6 • Copiers and 4 Printers for Police and 7 Copiers and 3 Printers for Fire) A2: Please refer to response Al above. Q3': May we offer 4 hour response time? 11 A3: The response times are indicated in Appendix C, Minimum Requirements and II Specifications, subsection C3 Technical Specifications. Q4: May we provide an outright purchase price for hardware with separate Cost per Page (CPP)for toner? Leasing options can be made available upon request. A4: An outright purchase will not being considered. Proposers must follow the • current format requested which is an all-inclusive lease price per month per unit. The unit costs provided shall be inclusive of all costs, including (but not limited to) equipment, consumables, parts, taxes, and service (preventative and repairs) • as indicated in the ITN, and subsequent addenda, for each location, exclusive of paper. Q5: May a HP Reseller now respond to the RFP to meet your standard requirements as outlined by your addendums? A5: Only the proposers that submitted proposals for Phase I of the ITN and were - shortlisted to proceed to Phase II may submit a proposal for Phase II. • • i Any questions regarding this Addendum should be submitted in writing to the Procurement II 1 Department to the attention of the individual's named below, with a copy to i RafaelGranado(7a miamibeachfl.gov of the City Clerk's Office. II Procurement Contact: Telephone: Email: Kristy Bada 305-673-7490 kristvbadaamiamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Sinrte'a�,,,,' YI . , I - A ex De.'.., . P ocurement Director ,1 I� 2 Addendum No.21 ITN 2017-015-JC Managed Print Services(Phase II) t AMI BEACH Procurement Department, 1755 Meridian Avenue, 3'd Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov, 305-673.7490 ADDENDUM NO. 20 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES March 26, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). PURSUANT TO INVITATION TO NEGOTIATE,THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED.ACCORDINGLY, NO FURTHER EXTENSIONS TO THE DUE DATE FOR BIDS WILL BE ALLOWED, I. ATTACHMENTS. Exhibit A: Phase II Acknowledgement of Addendum II. ANSWERS TO QUESTIONS RECEIVED. Q1: Per Addendum 18, Q2, A2; How are we to price for weekend service calls in the printer price?, Typically in the industry this a separate service request with a per event cost since in our experience there are more cost effective ways to handle weekend service. May we price it as a line item per request? Al: No, separate pricing is not allowed. The unit costs provided shall be inclusive of all costs, including (but not limited to) equipment, consumables, parts, taxes, and service (preventative and repairs) as indicated in the ITN, and subsequent addenda, for each location. Q2: I have the final addendum but can't find a place where to insert the service cost (parts, labor and supplies)? A2: See response to Q1. Q3: Do we need to print the 18 addenda and the price page per binder? Or is it only for the original binder? A3: a) Addenda: It is not necessary to print and return the addenda. Proposers are to acknowledge the addenda in the attached exhibit (Phase II Acknowledgement of Addendum) and submit it in both the original proposal and the copies. b) Cost Proposal (Price Page): The Cost Proposal must be included in both the original proposal and the copies. Responses that fail do include the Cost Propoal at the time of submittal shall be deemed non-responsive and not considered. t Addendum No.20 ITN 2017-015-JO Managed Print Services(Phase II) I i • I • Q4: How many copies should we submit; the same as Phase I? A4: Proposers shall submit one original Proposal (preferably in 3-ring binder) • must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound • copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either throughemail or facsimile, are not acceptable and will be rejected. Addtionally, the proposal shall be formatted as indicted in Section 0300 Proposal Submittal Instructions and Format, No. 6 Phase II Response Format(Technical Proposals). Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranadoCa�miamibeachfi.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: Kristy Bada 305-673-7490 kristybada@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Si ,erely, AI:x De Pr4, •-ment Director • II 2 Addendum No,20 ITN 2017-015-JC Managed Print Services(Phase II) • i I ` 1 - Exhibit A: • Phase II Acknowledgement of Addendum li 1 p • • 3 Addendum No.20 ITN 2017-015-JC Managed Print Services(Phase II) Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. Proposers are • solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation, Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Initial to Initial to • Confirm • Confirm Confirm Receipt Receipt Receipt • Addendum 10 Addendum 15 Addendum 20 Addendum 11 Addendum 16 Addendum 21 Addendum 12 Addendum 17 Addendum 22 Addendum 13 Addendum 18 Addendum 23 Addendum 14 Addendum 19 Addendum 24 If additional confirmation of addendum is required,submit under separate cover. • 4 . � I Ili li No,20 ITN TN 2017-017-015-JC Managed Print Services(Phase II) i MIAMI . EACH Procurement Department, 1755 Meridian Avenue,3'd Floor,Miami Beach,Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 19 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES March 25, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions ___ _ ar_e_under_Iined). PURSUANT TO INVITATION TO NEGOTIATE,THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED. ACCORDINGLY, NO FURTHER EXTENSIONS TO THE DUE DATE FOR BIDS WILL BE ALLOWED BEYOND THE EXTENSION BELOW. I. DUE DATE AND TIME FOR PROPOSALS. The deadline for the receipt of proposals is extended until 3:00 p.m., on Tuesday, April 2, 2019, at the following location: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. A:FORTHCOMING ADDENDUM WILL-CONTAIN RESPONSES:TO.QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranado(a�miamibeachfl.gov of the City Clerk's Office. Procurement Contact: - Telephone: ' Email: Kristy Bada 305-673-7490 krist bada • miamibeachfl.•ov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. S. c r_,y, ir ih..._\_____ Al x De 4, P ocure -nt Director 1IAddendum No.19 ITN 2017-015-JC Managed Print Services(Phase II) MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3rd Floor,Miami Beach,Florida 33139,www.miamibeachfl.gov,305-673-7490 I I • ADDENDUM NO. 18 (PHASE II) ITN 2017-01.5-JC I MANAGED PRINT SERVICES March 18, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions Issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). IIS I. DUE DATE AND TIME FOR PROPOSALS. The deadline for the receipt of proposals is extended until 3:00 p.m., on Friday, March 29, 2019, at the following location: I i I City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. II. ATTACHMENTS: Exhibit A: Excel ofExhibit B and C pursuant to Addendum No. 17 III. ANSWERS TO QUESTIONS RECEIVED. II 1 Q1: Toprovide the ability for the City of Miami beach to effectively compare quotes, could you please provide a total mono and total color volume for each category group to ensure that all vendors are using the same volumes to calculate costs? (Group A Multifunctional printer, Group B Network Printers) Al: Please refer to Addendum No. 17 Exhibit B and Exhibit C for printer volumes. Q2: Can the City of Miami Beach provide additional menu pricing on the cost proposal form for additional line items, such as service cost as per question A40 in addendum 17? A2: Costs for support shall be included in the cost per printer. Q3: Presentation; How long will the vendor have during the assessment presentation? Addendum No. 18 ITN 2017-015-JC Managed Print Services(Phase II) A3:'Please refer to section V. of Addendum No. 17. • • Q4: Site Visit; for the vendors that did not attend the site walk through visits, how will their- responses be graded, and will they be eliminated from phase 2? • A4: Refer to Addendum No. 17 response A43. • Q5: Site Visit; for the awarded vendor, the city is aware that another full assessment will be needed in order to properly assess the city's needs? A5: Refer to Addendum No. 17 response A44. I l Q6: Facility Deployment; Will the City be able to provide a floor plan or layout of each facility workspace areas? A6: Refer to Addendum No. 17 response A47. Q7: Reporting and Billing; How do you account for Total Cost of Ownership for your print • related,costs and Budgets today? These costs include not only Hardware but service, supplie , shipping and service parts or PM kits. The charges for moves and Hard drive cleansing or removal can also be accounted for. In your future state will all of these charges be divided out to Budget s or cost centers or will they be all rolled up to one all inclusive cost center? A7: Refer to Addendum No. 17 response A48. Q8: Savings and cost cutting vs. current expenses; Will you consider some form of Vendor- Gain Sharing on year over year Dollar Savings on Print related savings? A8: Not at the time of submittal. However, the City may consider, during negotiations with the selected proposer. Q9:.Service; How many devices need weekend coverage? What hours are needed for weekend coverage?How many devices are located at"critical" locations? A9: Devices located at Police and Fire locations will need weekend coverage. These are designated by a FIRE_and PD_prefix in Exhibit A of Addendum No. 17. Q10: In Addendum •No. 17, A40, pg. 8 with respect to Weekend Coverage: it A. Is this for the entire fleet of devices or for specific departments? Please detail the machines and departments which require Saturday and Sunday coverage. B. What is the number of Saturday and Sunday incidents the City of Miami Beach has experienced over the last 12 months? C. Please describe the type of incidents which occurred and how they were handled (i.e. standard service call, hot swap wheeled in, phone fix, etc.) 2 Addendum No. 18 • ITN 2017-015-JC Managed Print Services(Phase II) • AID; A. Please refer to A9 above. B. There are no metrics on this. C. There are no metrics or reporting on this. f Q11: Are all the printers included in exhibit A, B and C networked devices? Al 1: Yes. • Q12: Do you have any non-networked printers that are not included in the printer fleet as exhibited? Al2: No. Q13: Between Exhibit B and C you have several sharp devices listed. What is the difference between these two lists? Can you please validate that the sharp devices in Exhibit B and C are not duplicated and actually different devices? A13: These devices are duplicated. Exhibit B of Addendum No. 17 was in response to all networked print devices and Exhibit C of Addendum No. 17 provided detail on IMP copy volume specifically, as requested. Q14: What volumes shall we assume for the 24 devices under exhibit C with no volume data? . A14: These devices did not report statistics and the City cannot provide an accurate copy volume for each. Q1f5: Can the`serial numbers be added to the exhibit A for all devices? A15: The reporting tool used to produce Exhibit A of Addendum No. 17 does not recognize serial .numbers. All serial numbers are g provided in Exhibit ,B of Addendum No. 17. Q16: During the site visit, it was observed that many of the MFP's did not have finishing options. It was also noted that some of your MFP's were in tight spaces. Adding functionalities like Stacking, Finishing, Hole punch and saddle stitch will create additional space requirements that may not be available in many departments. Would it be feasible to price the advanced functionalities like Stacking, Finishing, Hole punch and saddle stitch as optional add on per device? This will`allow you to determine which units' can in fact benefit from these options and will also meet the space requirements. If so, can the format of Appendix E cost proposal form be adjusted for optional requirements so that you can easily compare vendor's offerings across the board? A16: This would be acceptable. Final placement and feature selection would occur during final walkthrough. 3 Addendum No. 18 ITN 2017-015-JC Managed Print Services(Phase II) Q17: Exhibit D calls for all MFPs to have capability of Stacking or Saddle Stitch which are in fact two completely different functions where one would not substitute for the other. Can you please update or clarify this requirement in more detail? • A17: These are features that are in the current environment and there is an expectation that the feature be continued. These should not be seen as a substitute for one another. Q18: Exhibit D also outlines a "minimum 150 sheetduplex single pass feeder" — Please know that industry standard devices in the office category traditionally have a capacity of 1.00-130 sheet (200 or 260 pages). If you keep the 150 sheets duplex a minimum requirement it will advance you into a production category device instead of office for many of the vendors responding, which will in turn give you a much higher cost. As a result, could you change the requirement to 130 as the minimum sheet duplex single pass feeder for Group A? **Please note that most industry devices regardless of the maximum capacity of the feeder will provide you with an option to add or build many additional sheets to the same job, they just have to be scanned in batches according to the)maximum specifications of the device. ** Ala: We can accept the 130 sheet duplex feeder requirement.. Q19: On line paper capacity of 5600 sheets - Industry standard equipment in the office category traditionally have a capacity of 3,000 sheets. Exhibit D calls for all MFPs to have a standard 5,600 sheet capacity. For most vendors in the industry this will have to be accomplished with the addition ofa high capacity paper tray, which will not only create potential space requirement issues but also a higher cost to the city which based on volumes described in exhibit C, do not seem to be warranted.. This could also be an additional option, priced separately so the City of Miami Beach can make the choice as to which device needs more paper capacity. Can you update the ITN to reflect the standard paper capacity as 3,000? You could also spell out 5,000 sheets capacity as optional requirement which can be included on the modified Appendix E as suggested above on item 7.. A19: We will accept this as an add on feature option for proposed models. u i Q20: "Exhibit A Printer Inventory" and "Exhibit B Network Printers Data" do not match. It appears that units are omitted so their average usage is omitted can that usage be obtained? 1 A20: Please use the inventory in Exhibit B of Addendum No. 17 as the most recent list. Q21: "MFP Color (Model A) minimum requirements: Can the minimum print speeds be changed to 50 PPM color and mono, instead of 41 color and 51 mono? Will the RFID INDALA reader at device be required for Authentication? A21: Print speeds can be changed to 5OPPM.Yes, card readers are required. 4. Addendum No.18 ITN 2017-015-JC Managed Print Services(Phase H) • • i II Q22: MFP Mono (Model B) minimum requirements: Can the minimum print speed be changed from 51 PPM in mono to 50 PPM mono? Will the RFID INDALA reader at device be required for Authentication? 11 q A22: Print speeds can be changed to 50PPM.Yes, card readers are required. i' d Q23: Network Printers (Color/Mono A): can the bypass tray be considered a second tray, or I •• will you require 2 trays in addition to bypass tray? ,1 A23: The bypass tray may be considered a second tray. 1 Q24: Network Printers (Monochrome B): can the bypass tray be considered a second tray, 1 or will you require 2 trays in addition to bypass tray? Can the minimum dpi be changed to 11 600 x 600 as color printer? 11 A24: The bypass tray may be considered a second tray. We are requesting • • 1200x1200, as dictated by current specs. Q25: Is it possible for you to send Exhibit B an Exhibit C in spreadsheet format? • A25: Yes, refer to Exhibit A. • Q26: One of the serial you have listed (HP LaserJet 500 color M551 CNDCGCVI CZ)has a • negative volume of-188435. A26: Disregard that unit. • • Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to ' RafaelGranado(a�miamibeachfl.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: . Kristy Bada 305-673-7490 kristybadara'�,miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN ;1 submission. 441 ,I Al x Dolt j� P ocur,,• f ent Director s Addendum No. 18 ITN 2017-01.5-JC Managed Print Services(Phase II) e Exhibit A. Excel of Exhibit B and C pursuant to Addendum No. 17 II a Addendum No.18 ITN 2017-015-JC Managed Print Services(Phase II) Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W HP LaserJet 600 M601 CNCCF1C06T 20 0% 100% SHARP MX-M314N 25089783 465 0% 100% u SHARP MX-M503N 1501221X 7719 0% 100% HP LaserJet 600 M601 CNCCF6F04D 283 0% ° I� 100% HP LaserJet 600 M601 CNCCF6F042 6 0% 100% HP LaserJet 400 M401dn JPBDY04583 784 0% 100% HP LaserJet P3010 Series VNBCCD129H 224 0% 100% HP LaserJet 600 M601 CNBCD7J1BM 399 0% 100% SHARP MX-M314N 25030925 721 0% 100% HP LaserJet P4515 CNDYB57968 1651 0% 100% HP LaserJet 600 M601 CNDCG8W288 97 0% 100% SHARP MX-M264N 25027605 235 0% 100% HP LaserJet P3010 Series VNB3Y93576 553 0% 100% SHARP MX-M314N 25014802 2867 0% 100% SHARP MX-M314N 25089623 _ 1988 0% 100% SHARP MX-M314N 25014322 903 0% 100% HP Color LaserJet M452nw VNB3N39758 300 87% , 13% HP Color LaserJet M452dn VNB3M16930 144 73% 27% SHARP MX-M314N 25089693 1182 0% 100% HP LaserJet 500 color M551 CNCCF5QONZ 361 87% 13% HP Color LaserJet M750 CNFCL6V1ZR 848 74% 26% HP Color LaserJet M452dn VNB3M92422 2848 83% 17% HP Color LaserJet M452nw VNB3C41717 1247 85% 15% HP LaserJet 600 M601 CNBCD7J19N „ 592 0% 100% ' HP Color LaserJet M452dw VNB3D24075 248 83% 17% SHARP MX-M503N 1501201X 1098 0% 100% HP LaserJet 600 M601 CNCCFB7OBZ . 1027 0% 100% 1 SHARP MX-3110N 25025255 3645 40% 60% SHARP MX-M264N 25028415 264- 0% 100% HP LaserJet 600 M601 CNDCGBHOBY 1737 0% 100% HP Color LaserJet M651 JPCCH2SORV 2607 77% 23% HP Color LaserJet M452dn VNB3M18366 438 68% 32% SHARP MX-M314N 25030815 335 0% 100% 'HP LaserJet 600 M601 CNCCF6F046 873 0% 100% HP Color LaserJet CP3525 CNCCC7K1LT 1012 79% 21% HP Color LaserJet CP3525 CNCCCC23GJ 1908 82% 18% SHARP MX-3110N 25026415 11009 62% 38% SHARP MX-3110N 25024915 3582 13% 87% HP Color LaserJet M553 JPCCL651HB 1136 72% 28% HP Color LaserJet M553 JPBCJ8JOVK 2545 72% 28% SHARP MX-M503N 1501190X 1031 0% 100% HP Color LaserJet M452nw VNB3N44686 596 93% 7% HP LaserJet 600 M601 CNDCGBHODM 825 0% 100% Network Printers Data Model Serial Number Monthly average Percentage Color Percentage.B/W HP Color LaserJet M553 JPBCK9MOKM 128 84% 16% HP LaserJet P4515 CNDYB57987 447 0% 100% HP Color LaserJet M452nw VNB3C33243 805 80% 20% HP LaserJet P4515 CNDY951817 2444 0% 100% SHARP MX-4141N 35077147 5546 17% 83% HP LaserJet P3010 Series VNB3Y93573 582 0% 100% HP LaserJet 500 color M551 CNDCH350KX 264 81% 19% SHARP MX-3110N 25026835 2393 46% ' 54% HP Color LaserJet M452nw VNB3N24925 922 72% 28% HP Color LaserJet M452nw VNB3N31019 56 85% 15% HP LaserJet 600 M601 CNCCF6F04B 2839 0% 100% SHARP MX-3110N 15112689 1180 65% 35% HP LaserJet P4515 CNDY952062 41 0% 100% HP Color LaserJet M553 JPBCKCV1VD 1187 82% 18%. HP LaserJet M608 CNBCL9BOZZ 3939 0% 100% HP LaserJet P3010 Series ' VNB3Y93574 860 0% 100% HP Color LaserJet M452dn VNB3M34376 80 79% 21% SHARP MX-M264N 25027785 117 0% 100% HP LaserJet M402n PHBHC38908 16 0% 100% HP LaserJet P3010 Series J VNB4G06907 205 0% 100% SHARP MX=M453N 25011254 1764 0% 100% HP LaserJet P3005 CNJ1R76945 730 0% 100% HP LaserJet 500 color M551 CNCCDDN073 1761 76% 24% • HP LaserJet P3010 Series VNB3Y75858 321 0% 100% HP LaserJet M607 CNBCL4B044 2322 0% 100% HP LaserJet 600 M601 CNDCGBHODQ 14 0% 100% SHARP MX-M503N 1501191X 5401 0% 100% HP Color LaserJet M553 JPBCJ971W9 598 74% 26% SHARP MX-M503N 1501252X 1873 0% 100% r Canon ill-ADV C9075-A1 HJW50341 11872 80% 20% Canon iPR1125 LZR00503 10590 0% 100% Canon iPR1125 LZR00507 43782 0% 100% HP LaserJet P3005 CND1R22872 282 0% 100% HP Color LaserJet M452dw VNB3P31696 482 76% 24% C712 AK71027321 5619 100% 0% SHARP MX-3640N 35094638 1700 36% 64% HP LaserJet P3010 Series VND3R07237 165 0% 100% SHARP MX-5111N 15024948 3384 68% 32% HP LaserJet 600 M601 CNDCGBHOD8 529 0% 100% HP LaserJet 400 M401n PHGDF03772 228 0% 100% HP LaserJet 500 color M551 JPDCG5L03G 4 76% 24% SHARP MX-4141N 35069645 , 4977 37% 63% SHARP MX-5111N 15023968 2626 34% 66% Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W SHARP MX-M314N25089523 3990 0% 100% SHARP MX-3110N 25025295 2421 42% 58% SHARP MX-M453N 25011274 4041 0% 100% SHARP MX-3110N 25024215 1643 70% 30% SHARP MX-M264N 25027675 1859 0% 100% SHARP MX-3140N 35080580 4998 75% 25% hp LaserJet 4250 USDXS07193 5 0% 100% HP LaserJet M402n PHBHC04698317 0% 100% HP Color LaserJet M452dn VNB3X06436 136 77% 23% SHARP MX-M314N 25089293 4167 0% 100% SHARP MX-M314N 25014132 1851 0% 100% HP LaserJet-600 M601 CNDCGBHODC 209 0% 100% HP Color LaserJet M553 JPBCJDF2NW 2886 79% 21% HP LaserJet 600 M601 CNBCD311FQ 614 0% 100% HP LaserJet M604 CNDCK1R0VM 1517 0% 100% hp LaserJet 4250 CNRXS45473 313 _ 0% 100% HP Color LaserJet M553 JPBCJ1607X 2142 71% 29% HP LaserJet 500 color M551 CNDCG8W244 1609 64% 36% HP LaserJet P3010 Series VND3F73679 152 0% 100% HP LaserJet M402n PHBHB06829 732 0% 100% HP Color LaserJet M452dn VNB3M49171 664 85% 15% •HP LaserJet P3010 Series VND3F61056 1928 0% 100% h, SHARP MX-M314N 25031175 5256 0% 100% SHARP MX-M503N 1501251X 3735 0% 100% SHARP MX-M314N 25089563 1449 0% 100% HP LaserJet 600 M601 CNCCF1C07Z 598 0% 100% hp color LaserJet 4650 JPHAD29075 112 77% 23% SHARP MX-3140N 35065431 11928 32% 68% HP LaserJet 600 M601 CNCCF1C082 11 0% 100% HP Color LaserJet M452dn VNB3M98308 33 40% 60% HP Color LaserJet M452nw VNB3Y04381 _128 74% 26% HP LaserJet M402n PHBHL17554 516 0% 100% —HP Color LaserJet M452dn VNB3X05235 199 72% 28% HP LaserJet P3010 Series VNB4G09430 467 0% 100% HP LaserJet 600 M602 CNCCG4W036 1843 0% 100% HP Color LaserJet M452dn - VNB3M50921 192 75% 25% HP LaserJet 500 color M551 CNCCF51032 2589 76% 24% HP LaserJet 600 M601. CNCCG1D180 2430 0% 100% HP LaserJet Pro MFP M225dw CNB8J5TL8Y 262 0% 100% HP ColorLaserJet MFP M178-M181 VNB3K01060 439 62% 38% HP Color LaserJet M452dn VNB3X24049 672 67% 33% HP Color LaserJet M452nw VNB3N25746 49 87% 13% HP Color LaserJet M651 JPCCH2SOS9 239 68% 32% II Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W HP LaserJet 500 color M551 CNDCGB822X 1362 64% 36% HP Color LaserJet M452dn VNB3K01780 106 • 77% 23% HP LaserJet 600 M601 CNBCD4D1PZ 1088 0% 100% SHARP MX-M264N 25028425 701 0% 100% SHARP MX-3140N 3506735X 8664 47% 53% SHARP MX-M453N 25013344 932 • . 0% 100% HP Color LaserJet M553 JPCCL7H1L8 1088 67% 33% HP Color LaserJet M452dn VNB3K01775 110 76% 24% SHARP MX-3140N 45105982 4649 69% 31% HP Color LaserJet M553 CNBCH4G01B 288 61% 39% HP Color LaserJet M553 JPCCL5310L • 1084 69% 31% SHARP MX-M453N 25013464 2428 0% 100% HP Color LaserJet M452dn VNB3M28512 883 76% 24% HP LaserJet 200 color M251nw VNB3C11686 288 66% 34% HP Color LaserJet M452dn VNB3B80350 156 64% 36% HP Color LaserJet M452dn . VNB3M92638 486 70% 30% HP LaserJet 400 M401dne VNG4X09582 198 0% 100% HP LaserJet 400 M401n VND4B01375 422 0% 100% SHARP MX-M363N 1501785X 490 0% 100% SHARP MX-M453N 25011934 ‘ 5019 0% 100% SHARP MX-M264N 25068043 2131 0% 100% SHARP MX-3140N 2511380Y ' - 4125 I 75% 25% HP Color LaserJet M750 CNFCL5Z02S 1191 83% 17% Xerox Phaser 7500DT • RXD135923 0 •3.83% 17% SHARP MX-5111N 1509669X 1472 75% 25% HP Color LaserJet.M750 CNDCJ4W1C9 2474 83% 17% HP Color LaserJet M553 JPCCL4HOLR 276 76% 24% HP LaserJet 400 M401dn VNB3X19207 305 0% 100% SHARP MX-3110N 25025435 17209 53% 47% hp color LaserJet 5550 JPFC66M01Q 7 -77% 23% HP LaserJet M608 CNBCKBS13C 2768 0% 100% SHARP MX-M314N 25089613 2677 0% 100% HP LaserJet M604 CNDCK2DORH 24691 0% 100% I HP LaserJet P4014 CNDX810574 248 0% 100% Lexmark X204n 59239BM • 3 0% 100% HP Color LaserJet M553 JPCCL4H22L • 120 81% 19% HP LaserJet 400 M401dne PHGFF13721 214 0% 100% SHARP MX-3110N 25025315 3884 60% 40% SHARP MX-M264N 25027515 9907 0% 100% SHARP MX-M264N • 25079963 2 0% 100% Dell 3130cn Color Laser 933995430 353 70% 30% SHARP MX-M314N 25089773 1355 0% 100% SHARP MX-M503N 1501186X 4129 0% 100% Network Printers Data 1 Model Serial Number Monthly average Percentage Color Percentage B/W HP Color LaserJet CP3525 CNCCC9V0Q9 11 75% 25% SHARP MX-4111N 1508554X 734 32% 68% HP LaserJet M604 CNDCJDG28V 2284 0% 100% SHARP MX-4111N 252127135561 43% 57% HP LaserJet P3010 Series VNBCB1M2LF 673 0% 100% HP LaserJet 4050 Series USBF004937 298 0% 100% SHARP MX-4111N .25099376 9225 68% 32% HP LaserJet 5000 Series JPB3100291 65 . 0% 100% SHARP MX-3140N • 45059640 6226 13% 87% HP LaserJet 600 M601 • CNCCF75010 853 0% 100% HP LaserJet 600 M601 CNDCH1C16V 683 0% 100% hp LaserJet 4250 CNGXD13349 393 0% 100% SHARP MX-M453N 25013264 1000 0% 100% HP LaserJet 500 color M551 CNCCF5102W ' 494 92% 8% HP Color LaserJet M452nw VNB3N26753 114 67% 33% HP LaserJet M402n PHBHH12074 94 0% 100% . SHARP MX-3140N 55006523 1600 59% 41% Xerox Phaser 7800DN AT0207322 194 84% 16% HP LaserJet 500 color M551 CNDCGCV1CZ -188435 83% 17% SHARP MX-M465N 45020253 2105 0% 100% HP LaserJet 400 M401dne VNG4X21426 108 0% 100% ..NP LaserJet M.402dn PHB5H22824 459 0% 100% HP Color LaserJet M553 CNBCHB51N2 304 86% 14% SHARP MX-M264N 25028045 10123 0% 100% SHARP MX-M264N 25028035 . 2789 0% 100% SHARP MX-M453N 25012174 11010 0% 100% HP LaserJet M402n PHBHJ25046 745 0% 100% • HP LaserJet 500 color M551 CNCCF5Q0P5 1747 72% 28% SHARP MX-M264N 25027755 1900 0% 100% SHARP MX-M264N 25027775 1202 0% 100% II HP Color LaserJet M651 JPCCH4N1C7 3010 75% 25% SHARP MX-M314N 25013702 3953 0% 100% HP Color LaserJet MFP M477fdn VNB8J5Q0W1 779 67% 33% HP LaserJet 400 M401n PHGDB65892 478 0% 100% SHARP MX-3110N . 25026435 3704 64% • 36% HP Color LaserJet MFP M476dn CNB8H7V8TY 1129 69% 31% HP LaserJet 600 M601 CNCCF1C06S 2431 0% 100% il SHARP MX-M314N 25031255 , 3178 0% 100% SHARP MX-3110N 25059622 6776 59% 41% HP LaserJet M402n PHBHB62201 404 0% 100% SHARP MX-M264N 25067353 1283 0% 100% HP Color LaserJet M553 JPBCKCV1VM 1232 79% 21% HP LaserJet 400 M401n PHGDD49830 523 0% 100% Network Printers Data 1 Model Serial Number Monthly average Percentage Color Percentage B/W HP Color LaserJet M553 JPBCJ1V03G 116 70% 30% HP LaserJet 400 color M451nw CNDG323958 775 62% 38% HP Color LaserJet 4700 JPTLD01905 533 83% 17% HP LaserJet 400 color M451dn CNDF398376 120 82% 18% SHARP MX-3110N 25024295 3195 55% 45% HP Color LaserJet CP3525 CNCCB4L1HF 286 78% 22% SHARP MX-M503N 1501226X 890 0% 100% HP LaserJet M604 - CNDCK1ROTB 626 0% 100% HP LaserJet M604 CNDCJDG297 657 0% 100% SHARP MX-M264N 25067213 142 0% 100% SHARP MX-M264N 25066773 223 0% 100% HP LaserJet M402n PHBHB62206 337 0% 100% HP LaserJet 500 color M551 CNCCF5QOMZ 111 79% 21% SHARP MX-M314N 25030845 3239 0% 100% HP LaserJet P3010 Series VNBCB1M2TW 1315 0% 100% HP Designjet 11200 CNO1Q2H04X 137 0% 100% HP LaserJet 400 color M451nw CNDG154306 442 84% 16% HP LaserJet 400 color M451nw CNDG156077 975 86% 14% SHARP MX-M264N25066763 • 8952 0% 100% HP Color LaserJet M553 CNBCH40139 243 52% 48% Dell Color Laser 3110cn 932143110 2 49% 51% SHARP MX-M264N 25027645 3783 0% 100% SHARP MX-M314N 25089533 1391 0% 100% HP LaserJet 500 color M551 • CNDCGC20C8 475 82% 18% HP LaserJet 600 M601 CNDCGB5OZW 221 0% 100% ,SHARP MX-M314N 25013762 8 0% 100% HP LaserJet 400 M401dw VNB3D13435 71 0% 100% HP Color LaserJet 3600 CNWHH10187 1254 97% 3% Xerox WorkCentre 7855 MX4499127 6042 18% 82% HP Color LaserJet M553 JPBCH7Q10V 698 29% 71% SHARP MX-M314N 25030885 1315 0% 100% SHARP MX-4141N 35077197 1100 7% 93% SHARP MX-4141N 35077077 4552 13% 87% SHARP MX-5001N 15009641 288 53% 47% SHARP MX-M314N. 25089423 2135 0% 100% HP Color LaserJet M452dn VNB3M18367 40 83% 17% HP LaserJet 500 color M551 CNDCGB82ND 93 87% 13% I SHARP MX-M314N 25089333 1363 0% 100% HP LaserJet 500 color M551 JPDCG7714Y 185 78% 22% , SHARP MX-M264N 25068033 534 0% • 100% 1 HP Color LaserJet M452dn VNB3M77273 95 89% 11% SHARP MX-5111N 35001762 1214 52% 48% SHARP MX-M314N 25030875 1528 0% 100% Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W SHARP MX-M264N 25067523 193 0% 100% SHARP MX-M453N 25013724 746 0% 100% hp color LaserJet 5550 JPGC68005G 906 63% 37% SHARP MX-3640N 35053147 405 22% 78% HP Color LaserJet M452nw VNB3Y08529 119 - 81% 19% HP Color LaserJet CP3525 CNCCBDJION 19 73% 27% SHARP MX-4141N 35076467 3577 31% 69% HP LaserJet M402n PHBHJ57329 658 0% 100% HP Color LaserJet M553 JPBCJ1T1ZW 115 85% 15% SHARP MX-M264N 25066943 398 0% 100% SHARP MX-M314N 25030855 753 0% 100% HP LaserJet 400 color M451dw CNDF516708 680 84% 16% SHARP MX-3140N 45097773 6662 67% 33% hp LaserJet 4250 CNRXK34437 4 0% 100% HP Color LaserJet CP3525 CNCCB622FZ 229 79% 21% HP Color LaserJet CP3525 CNCC9390HP 144 82% 18% HP LaserJet 400 color M451dw CNDF517109 68 87% 13% HP LaserJet 400 color M451dw CNDF512411 114 86% 14% HP Color LaserJet M553 JPBCJ6FOJM 98 77% 23% ' HP LaserJet 200 color M251nw VNB3B56660 263 78% 22% HP Color LaserJet M452nw VNB3N39858 63 68% 32% SHARP MX-3110N 25025305 5317 70% 30% SHARP MX-5001N 15009621 1958 J 55% 45% HP Color LaserJet MFP M277dw VNB8J1CFH6 44 81% 19% SHARP MX-4111N 1508508X 946 42% 58% HP Color LaserJet M553 CNBCH9Q04P 159 69% 31% HP Color LaserJet M452nw VNB3N25751 140 79% 21% HP Color LaserJet M452dn VNB3B11473 12 65% 35% HP Color LaserJet M553 JPBCK350SB 86 53% 47% HP LaserJet 400 color M451dw CNDF508434 236 78% 22% HP LaserJet 400-MFP-M425=dn CNF8GBHFQB 85 - 0%— 100% SHARP MX-M264N 25079083 87 0% 100% CMB Avg CMB Avg Install Date Item ID Color Item Desc Department Name Black Copies Copies 7/24/2012 MX-M314 3,386 - Sharp 31 PPM B/W CMB Bass Museum 7/24/2012 MX-M314 5,596 - Sharp 31 PPM B/W CMB Bass Museum 7/24/2012 MX-M314 - - Sharp 31 PPM B/W CMB Bass Museum 7/15/2014 MX-3140 2,066 7,556 Sharp 31 PPM Color CMB Building Department 6/23/2014 MX-M453 9,800 - Sharp 45 PPM B/W CMB Bldg Dept Permit Counter 7/27/2012 MX-3110 1,505 3,393 Sharp 31 PPM Color CMB Bldg Dept Admin 2nd Fl. 2/4/2013 MX-M314 2,755 - Sharp 31 PPM B/W CMB Bldg Dept Residential 2/4/2013 MX-M314 7,904 - Sharp 31 PPM B/W CMB Bldg Dept Admin Plan 7/27/2012 MX-3110 8,797 5,231 Sharp 31 PPM Color CMB Bldg Dept Admin 3rd Fl. 7/30/2012 MX-M503 17,871 - Sharp 50 PPM B/W CMB Bldg Dept Permit Counter 7/27/2012 MX-M314 8,948 - Sharp 31 PPM B/W CMB Bldg Dept Records/Micro 7/27/2012 MX-M264 4,995 - Sharp 26 PPM B/W CMB Building Dept Plans Router 1/27/2016 MX-5111 - - Sharp 51 PPM Color CMB Bldg Dept E Plan Review 8/8/2016 MX-5001 - - Sharp 50 PPM Color CMB Building Dept North 7/30/2012 MX-M453 11,147 - Sharp 45 PPM B/W CMB Neighborhood Services- 7/15/2014 MX-M465 5,800 - Sharp 45 PPM B/W CMB Code Compliance 7/23/2012 MX-3110 6,637 16,223 Sharp 31 PPM Color CMB CIP Department 3rd Fl. 7/23/2012 MX-M503 7,159 - Sharp 50 PPM B/W CMB CIP Department 3rd Fl. 3/10/2014 MX-3140 6,751 6,751 Sharp 31 PPM Color CMB City Attorney 4th Fl. 8/1/2012 MX-M453 9,916 - Sharp 45 PPM B/W CMB City Attorney 4th Fl. 7/30/2012 MX-M503 13,806 - Sharp 50 PPM B/W CMB City Clerk 1st Fl. 8/1/2012 MX-M453 5,073 - Sharp 45 PPM B/W CMB City Manager 4th Fl. 5/18/2014 MX-3140 6,538 6,538 Sharp 31 PPM Color CMB City Manager 4th Fl. 5/6/2016 MX-3140N - - CMB Communications 1st Fl. 7/30/2012 MX-M453 7,803 - Sharp 45 PPM B/W CMB Community Service 1st Fl. 5/10/2017 MX-3140N - - Sharp 36 PPM Color CMB Emergency Management 7/30/2012 MX-M453 3,151 - Sharp 45 PPM B/W CMB Employee 9/16/2016 MX-M363N - - Sharp 36 PPM Color CMB Environmental& 7/31/2012 MX-M314 7,656 - Sharp 31 PPM B/W CMB Finance 3rd Fl. 7/31/2012 MX-M503 17,626 - Sharp 50 PPM B/W CMB Finance 3rd Fl. 7/26/2012 MX-M314 2,481 - Sharp 31 PPM B/W CMB Ocean Rescue MX-M453 4,598 - Sharp 45 PPM B/W CMB Fire Prevention 2nd Fl. 7/26/2012 MX-3110 3,271 3,271 Sharp 31 PPM Color CMB Fire Rescue-Fire Station- 7/15/2014 MX-3140 3,926 7,696 Sharp 31 PPM Color CMB Fire Rescue-Office of 7/26/2012 MX-M503 6,476 - Sharp 50 PPM B/W CMB Fire Station HQ 7/26/2012 MX-M314 2,080 - Sharp 31 PPM B/W CMB Fire Station HQ 7/24/2012 MX-M264 4,729 - Sharp 26 PPM B/W CMB Fleet Management 7/24/2012 MX-M264 2,175 - Sharp 26 PPM B/W CMB Fleet Management 7/3/2014 MX-M503 15,325 - Sharp 50 PPM B/W CMB Human Resources 3rd Fl. 7/26/2012 MX-M503 19,367 - Sharp 50 PPM B/W CMB Human Resources Dept 3rd 9/15/2014 MX-M314 - - Sharp 31 PPM B/W CMB Human Resources Dept 3rd 3/10/2014 MX-M264 - - Sharp 26 PPM B/W CMB IT Department 4th Fl. 5/25/2012 MX-M264 1 - Sharp 26 PPM B/W CMB IT Department 4th Fl. 5/25/2012 MX-M314 2,090 - Sharp 31 PPM B/W CMB IT Department 4th Fl. 10/20/2016 MX-4111N - - Sharp 41 PPM Color CMB Information Tech Suite 10/20/2016 MX-4111N - - Sharp 41 PPM Color CMB Information Tech Suite 8/2/2012 MX-M264 2,526 - Sharp 26 PPM B/W CMB Mayor&Commission 7/31/2012 MX-M314 19,158 - Sharp 31 PPM B/W CMB OBPI Budget-Performance 2/4/2013 MX-3110 9,207 8,162 Sharp 31 PPM Color CMB Parking(Finance) 1st Fl. 7/16/2012 MX-M314 4,664 - Sharp 31 PPM B/W CMB Parking-Cust Svc 1st Fl. 7/16/2012 MX-M264 6,552 - Sharp 26 PPM B/W CMB Parking-Back Office 2nd Fl. 7/16/2012 MX-3110 4,215 5,681 Sharp 31 PPM Color CMB Parking-Copy Room 2nd 10/4/2012 MX-M264 5,592 - Sharp 26 PPM B/W CMB Parking-Reception 2nd Fl. 7/18/2012 MX-M264 405 - Sharp 26 PPM B/W CMB Parking-Meter Techs 2nd 7/18/2012 MX-M264 2,361 - Sharp 26 PPM B/W CMB Parking-Sign Shop 1st Fl. 7/18/2012 MX-M264 455 - Sharp 26 PPM B/W CMB Parking Dept-Off-Street 7/18/2012 MX-M264 10,757 - Sharp 26 PPM B/W CMB Parking Enforcement 42nd 10/5/2015 MXM-363N - - Sharp 36 CPM CMB Parking Anchor Garage 7/19/2012 MX-M264 2,315 - Sharp 26 PPM B/W CMB Normandy Shores Golf Club 7/19/2012 MX-M264 251 - Sharp 26 PPM B/W CMB Normandy Shores Golf Club 7/18/2012 MX-M314 2,531 - Sharp 31 PPM B/W CMB Parks&Recreation Golf 7/18/2012 MX-M264 332 - Sharp 26 PPM B/W CMB Parks&Recreation Golf 7/18/2012 MX-M314 3,548 - Sharp 31 PPM B/W CMB Parks&Recreation 7/20/2012 MX-M314 6,843 - Sharp 31 PPM B/W CMB Parks&Recreation North 7/13/2016 MX-3610N - - Sharp 70 PPM Color CMB Parks & Recreation North 7/19/2012 MX-M314 4,960 - Sharp 31 PPM B/W CMB Parks & Recreation Scott 7/19/2012 MX-M503 6,309 - Sharp 50 PPM B/W CMB Parks & Recreation Scott 12/21/2016 MX-4111N - - Sharp 41 PPM Color 7/18/2012 MX-3110 5,256 6,329 Sharp 31 PPM Color 7/15/2014 MX-M565 4,443 - Sharp 56 PPM B/W 7/19/2012 MX-M264 1,246 - Sharp 26 PPM B/W 8/9/2016 MX5001N - - Sharp 50 PPM Color 11/23/2016 MX4141N - - Sharp 41 CPM Color 11/23/2016 MX4141N - - Sharp 41 CPM Color 2/4/2013 MX-M503 13,909 - Sharp 50 PPM B/W 7/31/2012 MX-M453 5,412 - Sharp 45 PPM B/W 3/17/2014 MX-3140 - - Sharp 31 PPM B/W 7/30/2012 MX-M314 306 - Sharp 31 PPM B/W 7/30/2012 MX-M264 - - Sharp 26 PPM B/W 7/30/2012 MX-M264 - - Sharp 26 PPM B/W 7/30/2012 MX-M314 1,359 - Sharp 31 PPM B/W 7/30/2012 MX-M453 4,078 - Sharp 45 PPM B/W 7/30/2012 MX-M503 1,821 - Sharp 50 PPM B/W 7/30/2012 MX-3110 969 1,779 Sharp 31 PPM Color 7/30/2012 MX-M314 9,253 - Sharp 31 PPM B/W 7/30/2012 MX-3110 2,003 2,003 Sharp 31 PPM Color 7/30/2012 MX-M264 1 - Sharp 26 PPM B/W 7/30/2012 MX-3110 1,970 1,454 Sharp 31 PPM Color 7/30/2012 MX-M314 734 - Sharp 31 PPM B/W 7/30/2012 MX-3110 5,615 9,229 Sharp 31 PPM Color 7/30/2012 MX-M314 667 - Sharp 31 PPM B/W 7/30/2012 MX-M314 8,141 Sharp 31 PPM B/W 7/30/2012 MX-M503 7,347 - Sharp 50 PPM B/W 7/30/2012 MX-M314 2,734 - Sharp 31 PPM B/W 7/30/2012 MX-M264 618 - Sharp 26 PPM B/W 7/30/2012 MX-M314 4,517 - Sharp 31 PPM B/W 7/30/2012 MX-3110 632 632 Sharp 31 PPM Color 7/30/2012 MX-M314 7,973 - Sharp 31 PPM B/W 7/30/2012 MX-M503 18,889 - Sharp 50 PPM B/W 5/10/2017 MX-4141N - - Sharp 41 PPM Color 6/1/2016 MX3140N - - 31 CPM COLOR MFP 7/31/2012 MX-M503 21,096 - Sharp 50 PPM B/W 9/9/2014 MX-3140 11,109 18,143 Sharp 31 PPM Color 7/26/2012 MX-M314 7,587 - Sharp 31 PPM B/W 7/23/2012 MX-M453 14,693 - Sharp 45 PPM B/W 7/23/2012 MX-M264 6,365 - Sharp 26 PPM B/W 7/23/2012 MX-3110 4,123 4,123 Sharp 31 PPM Color 7/23/2012 MX-M314 5,816 - Sharp 31 PPM B/W 9/16/2016 MX3110N - - Sharp 31 PPM Color 7/23/2012 MX-M264 1,643 - Sharp 26 PPM B/W 2/16/2016 MX-5111 - - Sharp 51 PPM Color 7/30/2012 MX-M314 4,215 - Sharp 31 PPM B/W 7/25/2012 MX-M264 10,859 - Sharp 26 PPM B/W 7/25/2012 MX-M264 12,697 - Sharp 26 PPM B/W 7/25/2012 MX-M314 2,958 - Sharp 31 PPM B/W 10/17/2016 MX-4111N - - Sharp 41 PPM Color 7/23/2012 MX-M314 4,504 - Sharp 31 PPM B/W Totals 559,744 114,194 .. MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 17 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES February 22, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. PROCUREMENT CONTACT. Section 0200, Sub-section 4, Procurement Contact, has been modified as follows: 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: Jason Crouch 305 673 7000 x6694 jasoncrouchmiamibeachfl.qov Kristy Bada 305-673-7000 x6218 KristyBada@MiamiBeachFL.gov II. DUE DATE AND TIME FOR PROPOSALS. The deadline for the receipt of proposals is extended until 3:00 p.m., on Friday, March 22, 2019, at the following location: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. Ill. DEADLINE FOR QUESTIONS. The deadline for questions is extended until 5:00 p.m., on Friday, March 8, 2019, at the following location: IV. ATTACHMENTS. Exhibit A: Printer Inventory Exhibit B: Network Printers Print Data Exhibit C: MFP Install Inventory and Print Data Exhibit D: Multi-Functional Printers and Network Printers Specifications Exhibit E: Cost Pro•osal Form FAILURE TO SUBMIT, COST PROPOSAL FORM, IN ITS ENTIRETY AND FULLY EXECUTED BY THE DEADLINE ESTABLISHED FOR THE RECEIPT OF PROPOSALS WILL RESULT IN PROPOSAL BEING DEEMED NON-RESPONSIVE AND BEING REJECTED. d Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) V. REVISIONS. Section 0300 Proposal Submittal Instructions and Format, Subsection No. 6 Phase II Response Fomat has been revised as follows: TAB 1 Approach and Methodology of Technical Proposal The Technical Proposal shall document proposer's approach and methodology to understanding the City's needs, recommended implementation strategy, equipment, materials and delivery. The Technical Proposal shall be developed using narratives, tables, charts, and manufacturer's schematics, as appropriate. The technical proposal shall be in sufficient detail to allow the City to evaluate its compliance with the ITN requirements contained herein. At a minimum, include the following: 1. Minimum Requirements (Phase 2). Submit verifiable information documenting compliance with the Minimum Requirements in Appendix C1.2, Page 32, of the ITN. 2. Equipment / Software. Provide detailed technical documentation for all equipment and software proposed to be used. 3. Detailed Project Scope of Work and Deliverables. e -- - e• • -..:•••—•:. e• e 1I I •e i i •. • - . ... - -•...-• produc -- produce the desired results of the ITN in response to their assessment of the City's needs. ab. Describe the required project phases proposed to fully integrate the City, including a timeline approach by department, citywide and other stakeholder impacts anticipated by all phases of the project. bo. Describe the plan to deliver and integrate sustainable options (environmentally preferable products, design, and installation) into project implementation, particularly as identified by the ITN sustainability requirements. cd. Describe the proposed MPS implementation in order to achieve the City's program goals and needs. 4. Outcomes and Performance Standards. a. Identify measurable ways to improve the City's Total Cost of Ownership (TCO) in the following areas: i. Equipment consolidation ii. Equipment longevity and efficiency(Paper, toner and other supplies) iii. Current and future inventory considerations iv. Power consumption v. Print controls b. Describe the general approach to coordinating and sustaining project performance standards through project completion, describing how the proposer will measure project development, transitions, and ensuring successful communication and satisfaction with City of Miami Beach stakeholders. 5. Schedule. Provide a detailed project phasing plan and schedule, indicating the milestones timeline for each phase of the project, in terms of months from date of notice to proceed. 6. Quality Control and Risk Mitigation. a. Describe approach to effectively manage all aspects of project delivery, especially as it relates to suppliers, manufacturers' production schedules, transportation and related logistics. b. Describe potential risks and identify a risk mitigation plan. 2 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) 7. Service Level Agreement. Provide a service level agreement addressing the following areas, at a minimum: a. Maintenance (e.g., full coverage, parts, service calls, scheduled maintenance, and support, help desk support, diagnostics) b. Included Supplies c. Billable Supplies d. Minimum Service Response Times/Uptime Guarantee e. Availability of Service f. Service Loaner g. Replacement Guarantee h. Quarterly Reviews 8. Value-Added Services. Provide details on any other value-added service or functionality that Proposer has included in its proposal that sets the Proposer apart from its competition, including (but not limited to) innovation, streamlining, and sustainability factors. TAB 2 Operations and Maintenance Plan The purpose of the Operations and Maintenance Plan is to ensure the project is fully functional and performs optimally from installation through completion. Provide detailed responses as to how the optimal project performance will be maintained. Provide at a minimum: a. Monitoring and managing implementation schedules. b. Ongoing training and continuous improvement approach. c. Staffing plans to fully support the City of Miami Beach. o Account Representative o Technician(s) o Other dedicated support team members d. Preventive maintenance plan (procedures and schedules). e. Trouble shooting and corrective maintenance (repair requirements). f. Availability of parts and supplies. g. Response times to service and supplies orders. h. Performance monitoring and metrics, including periodic reports to the City. i. Proximity of local and regional suppliers, including standard lead time for orders. TAB 3 Guaranteed Maximum Price (To Be Submitted in a Sealed Envelope) Actual Cost Tender Form shall be provided to short-listed firms at the conclusion of Phase I Evaluation. FAILURE TO SUBMIT, COST PROPOSAL FORM, IN ITS ENTIRETY AND FULLY EXECUTED BY THE DEADLINE ESTABLISHED FOR THE RECEIPT OF PROPOSALS WILL RESULT IN PROPOSAL BEING DEEMED NON-RESPONSIVE AND BEING REJECTED. 3 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) VI. ANSWERS TO QUESTIONS RECEIVED. Q1: Current spend/costs for both MFP and Printers - total for service and supplies? Al: The costs of service and supplies for the MFPs is embedded in the current monthly rate. There is no cost for service for printers. The total cost for supplies is unknown because they are borne by each individual department. However, the City estimates approximately $40,000 in toner purchases over the last fiscal year (Oct 2017 — Sep 2018). 02: Is there a data collection tool currently running to collect monthly meters? A2: Monthly averages for MFP's are attached as Exhibit C and the monthly averages for the network printers are attached as exhibit B. Q3: Can you provide us with an average monthly volume for MFPs? A3: Monthly averages for MFP's are attached as Exhibit C. Q4: Would the City of Miami Beach accept a flat fee option? A4: Costs shall be submitted in accordance with the Cost Pro•osal Form, Exhibit E. FAILURE TO SUBMIT, COST PROPOSAL FORM, IN ITS ENTIRETY AND FULLY EXECUTED BY THE DEADLINE ESTABLISHED FOR THE RECEIPT OF PROPOSALS WILL RESULT IN PROPOSAL BEING DEEMED NON-RESPONSIVE AND BEING REJECTED. Q5: Any thermal printers onsite? For ID badges? A5: Thermal printers are not part of the scope of this project. Q6: Interested in Auto Toner Replenishment? A6: See Section X of the specifications in the ITN. Q7: Are you currently using OEM or Compatible toner. A7: The contractor shall be responsible for the toner, whether OEM or compatible, and the impact of the decision on the operation of the units. Q8: Can you send copies of current invoices to calculate volumes? A8: Refer to A2 and A3 above. Q9: Can your IT department send a report of ALL network devices and their locations due to the site visits were not completed? A9: Refer to Exhibit B. 4 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Q10: With the Multiple Vendor devices throughout the city, are you requiring one solution under one vendor? A10: The City is looking to implement a single solution across the City. However, The City Manager's recommendation may be citywide or as deemed by the City Manager to be in the best interest of the City. The City Manager's recommendation need not be consistent with the scoring results identified in the ITB and takes into consideration Miami Beach City Code Section 2-369. Q11: The City of Miami Beach uses Laser Fiche for their Document Management System. a) Therefore, please provide details on the package, version and desired workflow. b) Also, will metadata need to be imported with the scan? Al1: a) The City is currently using Version 9.1.1, no workflow is currently built-in. b) There is currently no metadata that will need to be imported. Q12: Does the organization have any documents or diagrams that would assist in understanding server environment and network infrastructure? Al2: No. The successful bidder shall coordinate with the City upon award. Q13: a) Do firewalls restrict traffic between locations? b) If so, can ports be open if required? A13: a) Firewalls are typically used for perimeter security and for compliance driven network segments. b) Yes, they typically can. Q14: Will all in-scope MFDs be co-located with an analog phone line? A14: No. Q15: Does the City of Miami Beach currently have a centralized fax server system (RightFax or similar) in the environment that this solution should utilize for the sending/receiving of faxes? A15: Yes, EskerFax is used at this time. Q16: If a centralized fax server (RightFax or similar) is in the environment, please advise of the following: a) What fax server is in place? (Manufacturer and version). b) Does the fax server use scan to email or scan to folder as part of the current workflow for faxing? c) What volumes of faxes are received/sent on a monthly and annual basis per device andby department? d) Do faxes sent originate as paper documents or as files that are faxed? e) Do you want inbound faxes to be routed to the recipient's workstation automatically using DID/DNIS routing? A16: a) Esker fax software. Dell serverMindows 2008 Server. b) Email. c) There is no metric to evaluate this. Faxes are all over an eFax system. d) Faxes originate as scanned documents or native electronic documents. e) Yes. S Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Q17: Which telephony platforms does your company use today for voice? i a A17: The City currently uses Siemens HiPath 4000 PBXs and is transitioning to Cisco Unified Communications. Q18: Which email platform is used today? A18: Exchange 2010, 2016 and Online. Q19: MFD General Requirements pg. 33-34: a) #2. Clarification on capable to Print to a Mailbox? b) #3. Secure Print option that is tied to an Active Directory user account accessible via the HID badge swipe or manually entering the ID and password. c) #4.Would the bypass tray be sufficient for envelope feeder? d) #22. Due to space limitations would the City accept inner finisher capable of 50 sheets stapling? A19: a) The current MFP solution offers a CloudPrint option that allows users to print to a "cloud" mailbox on the print server and lets users pull the job from any MFP in the City after logging into the device with an HID card or by typing credentials. b) The current MFP solution offers a CloudPrint option that allows users to print to a "cloud" mailbox on the print server and lets users pull the job from any MFP in the City after logging into the device with an HID card or by typing credentials. c) Yes. d) Yes. Q20: Would the city prefer to use a universal Print Queue? A20: The City is not familiar with a universal Print Queue. Provide details in your proposal. Q21: MPS General Requirements pg. 35: #7. Will the City provide current cost on printer cartridges based over a time period? 1 A21: See response to Q1. Q22: Sustainability Requirements pg. 40: a. #19. #Z. Vendor(s) must provide pick-up and delivery service of all jobs submitted. What are the jobs in question? A22: This requirement is in respect to the delivery and pick-up of all equipment, parts, consumables, as it relates to the management of products and services. Q23: Network: a) Does each office/facility have its own print server? I A23: No, print servers are centralized at the City's primary data center. Q24: Do all users print via the server or any direct IP? A24: The majority of printers print through the print server; however, there are some that print directly through IP. Q25: Does each facility have its own subnet? A25: Yes. 6 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) Q26: Is there any wireless access at any facility? r. A26: Wireless printing is not in scope. Q27: Printing: Is all printing via Windows print driver? A27: No, mostly drivers from the manufacturer. Universal print drivers for the HP printers and Sharp model specific drivers. Q28: Are there any Macs printing? A28: Yes. Q29: Is there any mainframe printing? AS/400? Citrix? A29: No. Q30: Is there a preference of PCL or PS driver? A30: PCL is preferred, however PS is acceptable. Q31: Scanning: What is the preferred scanning format? PDF? Searchable PDF? Word? A31: PDF is the preferred scanning type. Yes, PDFs need to be OCR'd. No, Word is not a format we are looking to scan in. Q32: Any need for encrypted/secure scanning? A32: The functionality would be an added value. That said, data should not be left on the device when it goes out of service or removed from the site for repair. Q33: What is the main scan destination? e-mail? Server/folder? 1 A33: Destination is a drive/folder. Q34: Any scanning into any systems, such as document management? A34: Currently only Laserfiche. Q35: Any scanning software currently in place? A35: Yes. Q36: Wireless: a) Is wireless printing needed? Required? b) Any need for guest printing (users no on network/domain? A36: a) Not at this time. b) No 7 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Q37: "During the Walk Thru on Monday, June 11 we visited 5 different'locations where we physically identified: (61) Sharp MFPs out of the 117 listed on Exhibit Hand (225) Desktop MFPs, Printers and Faxes. Can we safely assume the other 6 locations we did not visit have exactly the other (56) Sharp MFPs listed on Exhibit H? A37: Yes. Q38: Section C3, II, Item #22 on page 34 of the ITN mentions that all MFDs should be equipped with Saddle Stitch Booklet Makers. During our walk thru only a handful of units had saddle stitch booklet makers on them, which is not surprising as this is not a common application across offices in the Public Sector. Can you please confirm if in fact you want all units to be configured with this option as stated in the ITN, or if you have a particular number of departments you feel should include it? A38: Disregard, refer to printer specifications attached as Exhibit D. Q39: Addendum #7, page 2 A6 states "the City has an internal help desk. The proposer should provide a ticketing portal or process that City users can access and that IT can report against." Our support integration with your internal help desk can be customized in many different ways. Could you please provide additional information pertaining to your current and desired state as to how you would want the new vendor to work with your internal help desk? Can you provide a list of roles and responsibilities of the City's Internal Help Desk and the desired roles and responsibilities from the vendor selected? A39: The City's expectation is that print services are fully managed and that proactive printer maintenance be provided as part of the proposed product and services. The City's IT department uses Symantec's Service Desk module for its incident tracking/ticketing system. IT is open to proposer's integration options, as this is something that does not exist. We prefer that the proposer's ticketing system would I be capable of either sending a ticket to the City's system or provide similar data import that would allow us to track incidents, service calls and status. Q40: Can you please clarify the expected support schedule you are looking for from your vendor? It appears different sections are calling for different or conflicting schedules. For example: a) Item 12 on page 35 of the ITN requests support to be available Monday-Friday from 8:00-5:OOPM w 4 hour response time. This is a typical support schedule that a Public Sector City would request. b) Item 16 on page 38 of the ITN requests a 8:00-5:OOPM all 7 days with 3 hours of response time. A40: a) Normal Business Hours: Monday through Friday 8:00 AM to 5:00 PM I (excluding City holidays) response within three (3) hours of notification by the City. b) Weekend Coverage: Saturday through Sunday (including Monday on long holiday weekends), response time shall be within four (4) hours of notification by the City, and shall also be required for special events upon notification by the City. Exceptions to Weekend Coverage: A critical response time of two (2) hour shall apply on 8 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) weekends to include all Fire Houses, Emergency,Operations Center, Mayor's Office and Police Department Station and sub-stations, upon notification by the City. Q41: Appendix G: Page. 49: Actual Agreement was not provided at Phase II meeting. When will this be provided? A41: Agreement will be negotiated with successful bidder. Q42: Does the City have specific background check requirements that would be performed on vendor staff working on this engagement? If so, can you please provide? A42: The Contractor(s) shall conduct a full criminal background check at its own expense on each of its employees engaged in providing services under this RFP or any resulting Agreement prior to the commencement of said services. No Contractor(s) employee shall be eligible to perform services, pursuant to this RFP or resulting Agreement, if he or she: (1) has been convicted of or was placed in a pre- trial diversion program for any crime involving dishonesty or breach of trust; embezzlement; drug trafficking; forgery; burglary; robbery; theft; perjury; possession of stolen property; identity theft; fraud; money laundering; shoplifting; larceny; falsification of documents and/or (2) has been convicted of any sex, weapons, or violent crime including but not limited to homicide; attempted homicide; rape; child molestation; extortion; terrorism or terrorist threats; kidnapping; assault; battery; and illegal weapon possession, sale or use. The Contractor(s) shall defend, indemnify and hold the City, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys' fees) or claims for injury or , damages arising out of its failure to comply with this requirement. Q43: How long will the vendor have during the assessment presentation? A43: Please refer to section V. Revisions above. Q44: For the vendors that did not attend the site walk through visits, how will there responses be graded, and will they be eliminated from phase 2? A44: The site walk through was not mandatory. Q45: For the awarded vendor, is the city aware that another full assesment will be needed in order to properly assess the city's needs? • A45: Yes. Q46: Section 46 on page 13 of the ITN provides that Proposers may take exceptions but the City may reject same and hold the Proposer to the terms of the ITN. Section 30 on page 10 provides that should the Proposer not execute the contract resulting from ITN once approved by the City, the Proposer can be liable for damages and may be removed from the City's vendor list. Section 12 in Appendix D on page 43 looks to conflict with Sections 46/30 as it states that the City and selected Proposer will negotiate to arrive at a mutually agreeable Agreement. The issue is compounded as Appendix G on page 49 states the actual Agreement shall not be provided until the Phase II meeting, so under Sections 46/30 Proposer would have to agree to unknown terms. Will the City allow the selected Proposer 9 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) to negotiate the final Agreement, and if the parties cannot mutually agree, can the selected Proposer walk away without penalty°or debarment? Please advise. A46: In the event the awarded Proposer and the City are not be able to mutually agree on final terms and conditions,.then an impasse will be declared. As a result, no penalty or debarment will be applied to the Proposer. Q47: Will the city be able to provide a floor plan or layout of each facilities' workspace areas? A47: No. Q48: How do you account for total cost of ownership for your print related costs and budgets today? These costs include not only hardware but service, supplies, shipping, service parts or PM kits. The charges for moves and hard drive sanitation or removal can also be. accounted for. In your future state will all of these charges be divided out to budgets or cost centers or will they be all rolled up to one all- inclusive cost center? A48: To be determined during negotiations. Q49: Will you consider some form of vendor - gain sharing on year-over-year dollar savings on print related savings? A49: Do not understand question. Proposers should submit bids in accordance with Revised Cost Proposal Form, Exhibit E. Q50: In regard to Secure Printing. Is the requirement for the secure printing that the users will be able to pick up their jobs at any enabled multi-function device? This would be submitted through a universal print queue? A50: Yes. Q51: In regard to scanning. Is the city looking for a centrally managed scan platform that will 111' allow users to authenticate through AD .and receive permissions to scan to departmental and home directories based off of the user logged in and not through an address book configured for each individual machine? A51: Yes. Q52: For scanning would it be a requirement to be able to view an entire scan paths folders and subfolders which would allow the users to browse dynamically through the scan directory with permissions being granted by the authentication method provided when the user authenticates to the MFP? A52: The current solution scans to a scan folder within the user's home directory. Similar functionality would be expected. Q53: Is it a requirement for this scan software to be deployed centrally through a GUI and standardized throughout the City? 10 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) A53: Current scanning happens at the MFP and not at the client station. Q54: Will the City require billing by each department per PO as currently 26- 30 invoices are generated monthly? A54: Yes. Q55: What will the billing process be forall the printers placed through city? One combined invoice to IT or separated by department? A55: To be determined during negotiations. Q56: In order for the City to maximize the most cost competitive quotes from all vendors will the City enter another 5 year lease commitment? A56: The contract will have an initial term of five (5) years. The City, through its City Manager, will have the option to extend for one (1) additional five (5) year period subject to the availability of funds for succeeding fiscal years. Q57: Currently the City requires pass through billing in as both the monthly equipment expense and usage is billed through vendor and any questions are addressed directly to servicing company, will this remain as a requirement or may a third party bill the city such as a leasing source? A57: Either is acceptable, providing that the successful bidder is responsible for accuracy. Q58: With the Multiple Vendor devices throughout the city, are you requiring one solution under one vendor? Ex: All devices with a service agreement to include parts, labor and toner? A58: Yes, we are looking for a single solution that encompasses all service, parts, labor, toner and hardware. i Continued on the following page. 11 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranado(a�miamibeachfl.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: Kristy Bada 305-673-7490 kristybada(amiamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Singa;�ly, Al-x Den',1," P ‘=ment Director • worm., escesaudemaisramsnap 42 Addendum Na.17 ITN 2017-015-JC Managed Print Services(Phase II) . a c . ,, II Exhibit A: ,1 Printer Inventory ,1 ,, 1, 1. . . ,,o , 1, ,, II ,,. , K 13 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Segment INIC Vendor JVendorard Model 1688 Menden_Transportation SHARP CORPORATION Sharp•MX 3110N 1688 Menden_Transportation HEM E TT PACKARD HP Pnnter-Color LaserJet M452nw 1688 Meridian Transportaton HEWLETT PACKARD HP Pnnter Laserlet 200 color M251nw HP 120 1701 Mendtan_CJP_2ndFloor SHARP CORPORATION Sharp MX-3140N SHARP 60 1701 Menden CJP 2nd Floor HEWLETT PACKARD HP Pnnter hp desgn Ret 110plus nr(C7796E) UNKNOWN 20 1701 Meridian OP 2nd Floor HEWLETT PACKARD HP Pnnter H5000 CANON 1 1701 Merdian CIP 2nd_Floor SHARP CORPORATION Sharp-MX-4111N XEROX 2 1701 Menden Firelnspectors_2nd.Floor HEWLE TT PACKARD HP Pnnter LaserJet 500 color M551 LEXMARK 1 1701 Menden FNrelnspectors 2nd_Floor SLURP CORPORATION Sharp-MX-M453N 204 1701 Menden,Fnrelnspectors_2nd_Floor HEWLETT PACKARD ENTERPRISE HP Printer,4250 1701 Meridian FuNnspectors_2nd Floor HEWLETT PACKARD HP Printer-Laser let 600 M601 1701 Meridian Firelnspectors_2nd Floor HEWLETT PACKARD HP Printer-LaserJet 600 M601 1701 Menden_RCPA_Admmtstration,4th_Floor HEWLETT PACKARD HP Punter Color LaserJet M452nw 1701 Menden TV77 5M Floor XEROX CORPORATION Xerox 1701 Merdian_M7_5M_Floor SHARP CORPORATION Sharp-MX-3140N 1701 Meridian TV77 5th Floor HEWLETT PACKARD HP Printer-LaserJet M402n 555 17St CodeCor phance HEWLETT PACKARD HP Printer-LaserJet 400 M40Idne 555 175E CodeCor pliance SHARP CORPORATION. Sharp-MX-M465N 555175E CodeConiphance SHARP CORPORATION Sharp MX-M453N 55517St_CodeCompiance HEWLETT PACKARD HP Printer-LaserJet 600 M601 55517St_CodeCornpliance HEWLETT PACKARD HP Printer 55517St_RHDC SHARP CORPORATION Sharp-MX-M453N 555 17St_RHDC SHARP CORPORATION Sharp MX-M264N 555 17St RHDC SHARP CORPORATION Sharp-MX-M264N 555 175E RHDC HEWLETT PACKARD HP Pnnter-Color LaserJet M553 555 17StRHDC HEWLETT PACKARD HP Printer-LaserJet M402dne CH Btdget_3rd_Floor HEWLETT PACKARD HP Printer CH Budget 3rd Floor HEWLETT PACKARD HP Pnnter CH Bttdg t_3rd_Floor HEWLETT PACKARD HP Pnnter CH Btdget_3rd Floor SHARP CORPORATION Sharp CH Budget-.3rd_Floor HEWLETT PACKARD HP Printer CH_BwldingServices_2ndFloor HEWLETT PACKARD HP Printer CH_BuddingServices_2nd_Flaor SHARP CORPORATION Sharp 14 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) i CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp CH_BuildingServices_2nd_Floor HEWLETT PACKARD HP Printer CH_BuildingServices_2nd_Floor HEWLETT PACKARD HP Printer CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp CH_BuildingServices_2nd_Floor HEWLETT PACKARD HP Printer CH_BuildingServices_2nd_Floor HEWLETT PACKARD HP Printer CH_BuildingServices_2nd_Floor HEWLETT PACKARD HP Printer 1 CH_BuildingServices_2nd _Floor SHARP CORPORATION Sharp CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp. CH_BuildingServices_2nd_Floor SHARP CORPORATION 'Sharp CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp CH_BuildingServices_2nd_Floor SHARP CORPORATION Sharp CH CentralServices 1st Floor CANON INC. Canon CH CentralServices 1st Floor HEWLETT PACKARD HP Printer CH- CityClerk 1st Floor HEWLETT PACKARD HP Printer CH_CityClerk_1st Floor SHARP CORPORATION Sharp' CH CityClerk lst_Floor HEWLETT PACKARD HP Printer CH_CityClerk_.Sst_Floor HEWLETT PACKARD HP Printer CH_CityClerk_lst Floor HEWLETT PACKARD 1-1P-Printer CH_Finance_3rd_Floor SHARP CORPORATION Sharp. CH_Finance_3rd_Floor SHARP CORPORATION Sharp CH Finance.3rd FI'oor HEWLETT'PACKARD HP'Printer CH_Finance_3rd_Floor HEWLETT PACKARD HP Printer CH. Finance_3rd .Floor HEWLETT PACKARD HP-Printer CH Finance.3rd Floor HEWLETT PACKARD HP Printer CH_Finance_3rd_Floor HEWLETT PACKARD HP Printer CH_Finance.3rd_Floor HEWLETT PACKARD HP Printer CH Finance 3rd Floor HEWLETT PACKARD HPPrinter CH_Finance 3rd_ Floor HEWLETT PACKARD HP Printer CH_Finance_3rd_Floor HEWLETT PACKARD HP Printer CH_Finance_3rd_Floor HEWLETT PACKARD HP Printer CH_HumanResources_3rd_Floor HEWLETT PACKARD HP Printer CH_HumanResources3rd_Floor HEWLETT PACKARD HP Printer CH HumanResources3rd Floor HEWLETT PACKARD HP Printer CH_HumanResources_3rd_Floor HEWLETT PACKARD HP.Printer CH_HumanResources_3rd_Floor SHARP CORPORATION Sharp 15 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) CH_HumanResources_3rd_Floor SHARP CORPORATION Sharp CH_HumanResources_3rd_Floor HEWLETT PACKARD HP Printer CH HumanResources 3rd Floor HEWLETT PACKARD HP Printer CH_InternalAudit 3rd floor SHARP CORPORATION Sharp CH InternalAudit 3rd_floor HEWLETT PACKARD HP Printer CH Mayor&Commis.ion_4th_Floor HEWLETT PACKARD HP Printer CH_Mayor&COrnmission_4th_Floor HEWLETT PACKARD HP Printer CH_Mayor&Commission_4th_Floor SHARP CORPORATION Sharp CH_Mayor&Commission_4th_Floor HEWLETT PACKARD HP Printer I CHMayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CH_Mayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CHMayor&Commission_4th_Floor SHARP CORPORATION. Sharp I CH_Mayor&Commission_4th_Floor SHARP CORPORATION Sharp CHMayor&Commission_4th_Floor SHARP CORPORATION Sharp CH_Mayor&Commission_4th_Floor SHARP CORPORATION Sharp CH_Mayor&Commission_4th_Floor HEWLETT PACKARD ENTERPRISE HP Printer CHMayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CH_Mayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CHMayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CH_Mayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CH: Mayor&Commission_4th_Floor HEWLETT PACKARD HP Printer 6 CHMayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CH_Mayor&Commission_4th_Floor HEWLETT PACKARD HP Printer CH_Normandy Building HEWLETT PACKARD HP Printer CH_NormandyBuilding HEWLETT PACKARD HP Printer 1; CH Normandy Building SHARP CORPORATION Sharp • CH_ Pension 1st Floor HEWLETT PACKARD HP-Printer-Laserjet P3005 CH_Pension_ist Floor SHARP CORPORATION Sharp=MX-M453N CH _Pension_lst_Floor HEWLETT PACKARD HP Printer-.LaserJet P3015 CH Pension 1st Floor HEWLETT PACKARD HP Printer-LaserJet M402n CHPlanningDesighHistory_2'nd_Floor SHARP CORPORATION Sharp CH_PlanningDesignHistory._2nd.Floor HEWLETT PACKARD HP Printer 1 CH_PlanningDesignHistory_2nd_Floor HEWLETT PACKARD HP Printer CH_PlanningDesignHistory_2nd_Floor HEWLETT PACKARD HP Printer CH_PlanningDesignHistory_2nd_Floor SHARP CORPORATION Sharp CH PlanningDesignHistory_2nd_Floor HEWLETT PACKARD HP Printer CH_PlanningDesignHistory_2nd_Flloor SHARP CORPORATION Sharp 16 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) CH_PlanningDesignHistory_2nd_Floor HEWLETT PACKARD HP Printer CH_PlanningDesignHistory_2nd_Floor HEWLETT PACKARD HP Printer CH PubticWorks: 4th Floor • HEWLETT PACKARD HP Printer CH_PublicWorks_4th_Floor HEWLETT PACKARD HP Printer CH_PublicWorks 4th_Floor HEWLETT PACKARD HP Printer CH_PublicWorks_4th_Floor HEWLETT PACKARD HP Printer CH_PublicWorks 4th_Floor SHARP CORPORATION Sharp CH PublicWorks 4th_Floor XEROX CORPORATION Xerox. CH_PublicWorks_4th_Floor SHARP CORPORATION Sharp CH_PublicWorks_4th_Floor SHARP CORPORATION Sharp CH_PublicWorks_4th_Floor SHARP CORPORATION Sharp City Flail(CH) HEWLETT PACKARD HP Printer-Laserjet M401n City Hall(CH) HEWLETT PACKARD HP Printer-Laserjet M452dn City Hall(CH) HEWLETT PACKARD HP Printer-Laserjet M452dn . 2300 Pine Tree Drive: FireStation2. 1st Floor Unknown Vendor Unknown 2300 Pine Tree orive_FireStation2_1st_Floor Unknown Vendor Unknown 2300 Pine-Tree Drive_FireStation2_3rd_Fioor Unknown Vendor Unknown 2300 Pine Tree Drive FireStation2 3rd Floor Unknown Vendor Unknown 2300 Pine Tree Drive FireStation2.3rd_Floor Unknown Vendor Unknown 2300 Pine Tree;Drive_FireStation2_3rd_Floor Unknown Vendor Unknown '' 2300 Pine Tree Drive. FireStation2 3rd Floor Unknown Vendor Unknown 2300 Pine Tree.Drive_FireStatiOn2_3rd_Floor Unknown Vendor Unknown 2300 Pine Tree Drive Voice Unknown Vendor Unknown Fire_Beach_Patrol HEWLETT PACKARD HP Printer LaserJet M551 Fire_Beach_Patrol HEWLETT PACKARD HP Printer-Laserjet M452dn R Fire_Beach_Patrol SHARP CORPORATION Sharp-MX M314N. Fire. -Beach Patrol HEWLETT PACKARD HP Printer-H4050 II Fire r Net HEWLETT PACKARD HP Printer LaserJet M401n Fire.Station2_2nd_Floor Unknown Vendor Unknown Fire_Station2_MechShop Unknown Vendor Unknown Fire_Station2 MechShop Unknown Vendor Unknown Fire_Station2_MechShop HEWLETT PACKARD HP Printer l' Fire_Station2_MechShop Unknown Vendor Unknown V Fire_Station2_MechShop Unknown Vendor Unknown Fire_Station2_MechShop Unknown Vendor Unknown I� Fire_Station2_MechShOp Unknown Vendor• Unknown 17 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) Fire_Station2_MechShop Unknown Vendor Unknown Fire_Station2_MechShop Unknown Vendor Unknown Fire_Station2 JVIechShop Unknown Vendor Unknown Fire Station3 HEWLETT PACKARD HP Printer-LaserJet M604 Fire_Station4 HEWLETT PACKARD HP Printer-LaserJet M604 I Flamingo_Park_PAL HEWLETT PACKARD HP Printer Flamingo_Park PAL HEWLETT PACKARD HP Printer-LaserJet M553 Flamingo_Park_PAL HEWLETT PACKARD HP Printer-LaserJet M402ri Flamingo_Park_PAL SHARP CORPORATION Sharpe-MX 4141N Flamingo_Park_PAL HEWLETT PACKARD HP printer-LaserJet CP:35Z15 Flamingo_Park_PAL '- HEWLETT PACKARD HP'Printer-LaserJet M4521nw ii Flamingo_Park_PAL SHARP CORPORATION Sharp MX 3640N FLEET Maintenance SHARP CORPORATION Sharp-MX M264N FLEET_.Maintenance SHARP CORPORATION Sharp-MX M264N II FLEET Maintenance HEWLETT PACKARD HP Printer H4100 FLEET Maintenance HEWLETT PACKARD HP Printer-LaserJet M551 FLEET Maintenance HEWLETT PACKARD HP Printer-LaserJet M402n FLEET Sanitation SHARP.CORPORATION Sharp-MX MI314N FLEET Sanitation HEWLETT PACKARD HP Printer-LaserJet M651 Fire_Police_Pension_Office Building, XEROX CORPORATION Xerox:-WorkCentre:7855 Fire_Police_Pension_Office Building HEWLETT.PACKARQ HP Printer-LaserJet 3600 Fire_Police_Pension_Office Building HEWLETT PACKARD HP Printer:LaserJet M4014 1755 Meridian Ave:ACE 5th_ Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave ACE. 5th FIoor HEWLETT PACKARD HP Printer 1755 Meridian A.ve_ACE_5th_Floor SHARP CORPORATION Sharp 1755 Meridian Ave.ACE 5th_ FIoor HEWLETT PACKARD HP Printer 1755 Meridian Ave. ACE 5.th Floor HEWLETT.PACKARD HP Printer 1755 Meridian Ave. FinanceCashiers ist_Floor LEXMARK.INTERNATIONAL INC'.. Lexmark 1755 Meridian Ave. FinanceCashiers_1st Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_FinanceCashiers_lst_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_FirianceCashiers_istFIoor SHARP CORPORATION Sharp 1755Meridian Ave_FinanceCashiers_1st_Floor HEWLETT PACKARD HP Printer I' 1755 Meridian Ave_IT 4th_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave IT_4th_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave IT 4th_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave IT 4th_Floor HEWLETT PACKARD HP Printer 18 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) 1755 Meridian Ave IT_4th_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_IT 4th_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_IT 4th_Floor SHARP CORPORATION Sharp 1755 Meridian Ave_T APP_5th_Floor SHARP CORPORATION Sharp 1755 Meridian Ave_ParkingAdmin_2nd_Floor SHARP CORPORATION Sharp • 1755 Meridian Ave_ParkingAdmin_2nd_Floor SHARP CORPORATION Sharp 1755 Meridian Ave_ParkingAdmin_2nd_Floor SHARP CORPORATION Sharp 1755 Meridian Ave_ParkingAdmin_2nd_Floor HEWLETT PACKARD HP Printer ' 1755 Meridian.Ave_ParkingAdmin_2nd_Floor Unknown Vendor Unknown 1755 Meridian Ave_ParkingAdmin_2nd_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_ParkingCashiers•_1st Floor SHARP CORPORATION Sharp 1755 Meridian Ave_ParkingCashiers 1st Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_Procurernent_3rd_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave_Procurement_3rd_Floor SHARP CORPORATION. Sharp 1755 Meridian.Ave_Procurement 3rd_Floor SHARP CORPORATION Sharp 1755 Meridian Ave_Training_3rd_Floor SHARP CORPORATION Sharp 1755 Meridian Ave_Training_3rd_Floor HEWLETT PACKARD HP Printer 1755 Meridian Ave: Training_3rd_Floor FUJI-XEROX CO.LTD. Xerox 1755 Meridian Ave_Training_3rd_Floor SHARP CORPORATION Sharp Parking_17th_Street_Garage. SHARP CORPORATION Sharp-MX M264N Parking_42nd Street_Garage Dell D3110cn Parking_42nd_Street_Garage Unknown Vendor Sharp.-MX M264N Parking_42nd_Street_Garage Unknown Vendor Sharp-MX M264N Parks_MB_Golf Club SHARP CORPORATION Sharp-MX M264N =Parks_MBGolf Club SHARP CORPORATION Sharp-MX M314N Parks_Muss_Park Unknown Vendor Sharp-MX 5111N Pi Parks_Normandy_Pool HEWLETT PACKARD HP•Printer-Laserjet M452dn Parks_Normandy_Pool SHARP CORPORATION Sharp. MX M264N. Parks_NSYC SHARP CORPORATION Sharp-MX 3610N Parks_NSYC SHARP CORPORATION Sharp-MX M314N Parks_NSYC HEWLETT PACKARD HP Printer-Laserjet M451dw Parks_Park_Rangers Unknown Vendor Sharp-MX 5001.N Parks_Scout Rakow SHARP CORPORATION Sharp-1+04141N Parks_Scout Rakow SHARP CORPORATION Sharp-MX 4141N Parks_Scout_Rakow SHARP CORPORATION Sharp-MX M314N Parks_Scout Rakow HEWLETT PACKARD HP Printer-Laserjet M553 i PD_1.st_Floor SHARP CORPORATION Sharp PD1_Tst Floor SHARP CORPORATION Sharp PD, 1st Floor HEWLETT PACKARD. HP Printer • 19 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) PD_lst Floor SHARP CORPORATION Sharp PD_1st Floor HEWLETT PACKARD HP Printer PD_1st Floor HEWLETT PACKARD HP Printer PD_lst Floor SHARP CORPORATION Sharp PD_Ist Floor HEWLETT PACKARD HP Printer PD_1st_Floor HEWLETT PACKARD HP Printer PD_1st_Floor HEWLETT PACKARD HP Printer PD_ist_Floor HEWLETT PACKARD HP Printer PD_1st Floor HEWLETT PACKARD HP Printer PD 1st -Floor .SHARP ORPORATION Sharp PD. 1st Floor SHARP CORPORATION Sharp. PD_1st Floor HEWLETT PACKARD HP Printer PD_2nd_Floor SHARP CORPORATION Sharp PD_2nd_Floor .HEWLETT PACKARD HP Printer PD_2nd_Floor SHARP CORPORATION Sharp ', PD_2nd_Floor HEWLETT PACKARD HP Printer PD_2nd_Floor HEWLETT PACKARD HP Printer PD_2nd_Floor HEWLETT PACKARD HP Printer PD_2nd_Floor HEWLETT PACKARD HP Printer PD- 2nd_Flpor HEWLETT PACKARD HP-Printer PD: -2nd_Floor HEWLETT PACKARD HP-Printer PD 2nd Floor SHARP CORPORATION :Sharp PD: 2nd_Floor HEWLETT PACKARD HP Printer PD 3rd Floor HEWLETT PACKARD HP Printer PD_3rd_Floor HEWLETT PACKARD HP Printer PD_3rd_Floor HEWLETT PACKARD HPC Printer PD3rd_Floor SHARP CORPORATION Sharp PD_3rd_Floor HEWLETT PACKARD HP Printer r PD_3rd_Floor HEWLETT PACKARD HP Printer PD_3rd Floor :SHARP CORPORATION Sharp PD_3rd_Floor SHARP CORPORATION Sharp PD3rd_Floor HEWLETT PACKARD HP Printer PD_3rd_Floor HEWLETT PACKARD HP Printer PD: 3rd_Floor HEWLETT PACKARDHP Printer PD_3rd_Floor SHARP CORPORATION Sharp PD_3rd_Floor HEWLETT PACKARD HP Printer PD_3rd_Floor HEWLETT PACKARD HP Printer PD 3rd_Floor HEWLETT PACKARD HP Printer PD_4th_Floor HEWLETT PACKARD HP Printer Pb_4th_Floor HEWLETT PACKARD HP Printer PD 4th Floor HEWLETT PACKARD HP Printer 20 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) , 1 PD_4th_Floor HEWLETT PACKARD HP Printer PD_4th_Floor HEWLETT PACKARD HP Printer PD_4th_Floor HEWLETT PACKARD HP Printer l PD_4th_Floor SHARP CORPORATION Sharp PD_4th_Floor HEWLETT PACKARD HP Printer PD-4th Floor HEWLETT PACKARD HP Printer PD_4th_Floor HEWLETT PACKARD HP Printer PD_4th_Floor SHARP CORPORATION Sharp PD_4th_Floor HEWLETT PACKARD HP Printer PD Backgrounds_8th_Floor HEWLETT PACKARD HP Printer-LaserJet P3015 PD_Backgrounds_8th_Floor SHARP CORPORATION Sharp-MX 4141N PD:_CID_3rd Floor HEWLETT PACKARD HP Printer PD_CID_3rd_Floor HEWLETT PACKARD HP Printer I PD_CID_3rd_Flpor HEWLETT PACKARD HP Printer PD_CID_3rd_Floor HEWLETT PACKARD HP Printer PD_CommandStaff 4th_Floor SHARP CORPORATION Sharp PD: CrimeScene HEWLETT PACKARD HP Printer-Laserjet M452nw ' PD_CrimeScene SHARP CORPORATION Sharp-MX M314N PD_IA HEWLETT PACKARD HP Printer-Las-0.10555 17StO PD_IA SHARP CORPORATION Sharp-MX M453N PD_IT Support&Telecom_4th_Floor SHARP CORPORATION Sharp PD_IVIarine_PatroL1790_PurdyAve SHARP CORPORATION Sharp-MX M264N. PD_NESS ( SHARP CORPORATION Sharp-MX M314N PD_NESS HEWLETT PACKARD HP Printer-LaserJet M601 ' PD- NESS HEWLETT PACKARD HP Printer-LaserJet M551 PD=NESS SHARP CORPORATION Sharp-MX M314N PD_RSCD_7th_Floor HEWLETT PACKARD HP Printer-Laserjet M553 PD_TrainingUnit 2nd_Floor SHARP.CORPORATION Sharp 1833 Bay Road_Management HEWLETT PACKARD HP Printer-LaserJet M551 1833 Bay Road Management Unknown Vendor Sharp'-MX M264N 1833 Bay.Road_Management Unknown Vendor Sharp-MX M264N 1833 Bay Road_Parking_SignShop Unknown Vendor HP Printer-Laserjet M451dw 1833 Bay Road_Parking_SignShop Unknown Vendor HP Printer-Laserjet M451dw 1833 Bay Road_Parking_SignShop Unknown Vendor HP Printer-DesignletT1200 1833 Bay Road_Parking_SignShop Unknown Vendor HP Printer-LaserJetP3015 1833 Bay Road_Parking_SignShop Unknown Vendor Sharp-MX M314N 21 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) , Public Works Unknown Vendor Sharp-MX M264N Public Works Unknown.Vendor HP Printer-LaserJet M402n 1700 Convention Center Drive_PW Admin_Office Unknown Vendor Sharp-MX M3110N 1700 Convention Center Drive_PW Admin_Office Unknown Vendor Sharp-MX M314N 1700 Convention Center Drive_PW_Admin_Office Unknown Vendor HP Printer-LaserJet M601 1700 Convention Center Drive_PW Admin- Office Unknown Vendor HP Printer-LaserJet MFP M476dn 1700 Convention Center Drive_PW Admin Office Unknown Vendor Sharp-MX M3110N 1700 Convention Center Drive_PW_Admin_Office Unknown Vendor HP Printer-LaserJet 400 M401n 1700 Convention Center Drive_PW_Admin_Office Unknown Vendor HP Printer-LaserJet MFP M477fdn 1700 Convention Center Drive PW Admin Office Unknown Vendor HP Printer-LaserJet M551 Public WorksParks Maintaince HEWLETT PACKARD HP Printer-LaserJet M551 Public_WorksParks_Maintaince SHARP CORPORATION Sharp'-MX M314N SouthPointe_Park. Unknown Vendor HP Printer-Laserjet M553 SouthPointe_Park- Unknown Vendor HP Printer-Laserjet M45.1dw • 22 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) I. r • Exhibit B: Network Printers Print Data .1 . . . . 1 ,, . 23 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) 1 Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W HP LaserJet 600 M601 CNCCF1C06T 20 0% 100% SHARP MX-M314N 25089783 465 0% 100% SHARP MX=M503N 1501221X 7719 0% 100% HP LaserJet 600 M601 CNCCF6F04D • 283 0% 100% HP LaserJet 600 M601 CNCCF6F042 6 0% 100% HP LaserJet 400 M.401dn JPBDYO4583 784 0% 100% HP LaserJet P3010 Series VNBCCD129H. 224 0% 100% HP LaserJet 600 M601 CNBCD7J1BM '399 0% 100% SHARP MX-M314N 25030925 721 0% 100% HP LaserJet P4515 CNDYB57968 1651 0% 100% HP LaserJet 600 M601 CNDCG8W288 97 0% 100% SHARP MX-M20414 25027605 235 • 0% 100% HP LaserJet P3010 Series VNB3Y93576 553 0% 100% SHARP MX-M314N 25014802 2867 0% 100% SHARP MX-M314N 25089623 1988 0% 100% SHARP MX-M314N 25014322 903 0% 100% HP Color LaserJet M452nw VNB3N39758 300 87% 13% HP Color LaserJet M452dn VNB3M16930 144 73% 27% SHARP MX-M314N 25089693 1182 0% 100% HP LaserJet 500 color M551 CNCCF5QONZ 361 87% 13% HP Color LaserJet M750 CNFCL6V1ZR 848 74% 26% HP Color LaserJet M452dn VNB3M92422 2848 83% 17% HP Color LaserJet M452nw VNB3C41717 1247 85% 15% HP LaserJet 600 M601 CNBCD7J19N 592 0% 100% HP Color LaserJet M452dw VNB3D24075 248 83% 17% SHARP MX-M503N 1501201X 1098 0% 100% HP LaserJet 600 M601 CNCCFB7OBZ 1027 0% 100% SHARP MX73110N25025255 3645 40% '60% SHARP MX7M264N 25028415 264 0% 100% HP'LaserJet600'M601 CNDCGBHOBY 1737 0%, 100% HP•Color LaserJet M651 JPCCH2SORV 2607 77% 23% HP Color LaserJet M452dn VNB3M18366 438 68% 32% SHARP MX-M314N 25030815 335 0% 100% HP LaserJet 600 M601 CNCCF6F046 873 0% 100% HP Color LaserJet CP3525 CNCCC7K1LT 1012 79%. 21% HP`Color LaserJet CP3525 CNCCCC23G1 1908 82% 18% SHARP MX-3110N 25026415 11009 62% 38% SHARP MX-3110N 25024915 3582 13% 87% HP.Color LaserJet M553 JPCCL651HB 1136. 72% 28% HP.Color LaserJet M553 • JPBC18JOVK 2545 72% 28% • SHARP MX-M503N 1501190X 1031 0% 100% HP'Color LaserJet M452nw • VNB3N44686 596 93% 7% HP LaserJet 600 M601 CNDCGBHODM 825 0% 100% 24 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W HP Color LaserJet M553 JPBCK9M0KM 128 84% 16% HP LaserJet P4515 CNDYB57987 447 0% 100% HP Color LaserJet M452nw VNB3C33243 805 80% 20% HP LaserJet P4515 CNDY951817 2444 0% 100% SHARP MX-4141N 35077147 5546 17% 83% HP LaserJet P3010 Series VNB3Y93573 582 0% 100% HP LaserJet 500 color M551 CNDCH350KX 264 81% 19% SHARP MX-3110N 25026835 2393 46% 54% HP Color LaserJet M452nw VNB3N24925 922 72% 28% HP Color LaserJet M452nw VNB3N31019 56 85% 15% HP LaserJet 600 M601 CNCCF6F04B 2839 0% 100% SHARP MX-3110N; 15112689 1180 65% 35% HP LaserJet P4515 CNDY95.2062 41 0% 100% HP.Color LaserJet M553 JPBCKCV1VD. 1187 82% 18% HP LaserJet M608 CNBCL9BOZZ 3939 0% 100% HP LaserJet P3010 Series VNB3Y93574 860 0% 100% HP Color LaserJet M452dn VNB3M34376 80 79% 21% ii SHARP MX-M264N 25027785 117 0% 100% HP LaserJet M402n PHBHC38908 16 0% 100% HP LaserJet P3010 Series 'VNB4G06907 205 0% .100% SHARP MX-M453N .25011254 1764 0% 100% HP LaserJet P3005 CNJ1R76945 730 0% 100% HP LaserJet 500 color M551 CNCCDDN073 1761 76% 24% r HP LaserJet P3010 Series VNB3Y75858 321 0% 100% HP LaserJet M607 CNBCL4B044 2322 0% 100% HP LaserJet 600 M601 CNDCGBHODQ 14 0% 100% I SHARP MX-M503N 1501191X 5401 0% 100% HP Color LaserJet M553 JPBCJ971W9 598 74% 26% SHARP MX-M503N 1501252X 1873 0% 100% Canon iR-ADV C9075-A1 HJW50341 11872 80% 20% Canon iPR1125 LZR00503 10590 0% 100% 1 Canon iPR1125 LZR00507 43782 0% 100% HP LaserJet P3005 CND1R22872 282 0%. 100% HP Color LaserJet M452dw VNB3P31696 482 76% 24% C712 AK71027321 5619 100% 0% SHARP MX-3640N 35094.638 1700 36% .64% HP LaserJet P3010 Series VND3R07237 165 0% 100% SHARP MX-5111N 15024948 3384 68% 32% HP LaserJet 600 M601 CNDCGBHOD8 529 0% 100% HP LaserJet 400 M401n PHGDF03772 228 0% 100% HP LaserJet 500 color M551 JPDCG5L03G 4 76% 24% SHARP MX-4141N 35069645 4977 37% 63% SHARP MX-5111N 15023968 2626 34% 66% I 25 Addendum No. 17 • ITN 2017-015-JC Managed Print Services(Phase II) , Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W SHARP MX-M314N 25089523 3990 0% 100% SHARP MX-3110N 25025295 2421 42% 58% SHARP MX-M453N 25011274 4041 0% 100% SHARP MX-3110N 25024215 1643 70% 30% SHARP MX-M264N 25027675 1859 0% 100% SHARP MX-3140N 35080580 4998 75% 25% hp LaserJet 4250 USDXS07193 5 0% 100% HP LaserJet M402n PHBHC04698 317 0% 100% HP Color LaserJet M452dn VNB3X06436 136 77% 23% SHARP MX-M314N 25089293 4167 0% 100% SHARP MX-M314N 25014132 1851 0% 100% HP LaserJet 600 M601 CNDCGBHODC 209 0% 100% HP Color LaserJet M553 JPBCJDF2NW 2886 79% 21% HP LaserJet 600.M601 CNBCD311FQ 614 0% 100% HP LaserJet M604 CNDCK1ROVM 1517 0% 100% hp LaserJet 4250 CNRXS45473 313 0% 100% u HP Color LaserJet M553 JPBCJ1607X 2142 71% 29% HP LaserJet 500 color M551 CNDCG8W244 1609 64% 36% ,1 1 HP LaserJet P3010 Series VND3F73679 152 0% 100% 1 HP LaserJet M402n PHBHB06829 732 0% 100% HP Color LaserJet M452dn VNB3M49171 664 85% 15% HP LaserJet P3010 Series VND3F61056 1928 0% 100% SHARP MX-M314N 25031175 5256 0% 100% SHARP MX-M503N 1501251X 3735 0% 100% SHARP MX-M314N 25089563 1449 0% 100% HP LaserJet 600.M601 CNCCF1C07Z 598 0% 100% 1 hp color LaserJet4650 JPHAD29075 112 77% 23% SHARP MX-3140N 35065431 11928 32% 68% HP LaserJet 600 M601 CNCCF1C082 11 0% 100% HP Color LaserJet M452dn VNB3M98308 33 40% 60% HP Color LaserJet M452nw VNB3Y04381 128 74% 26% II HP LaserJet M402n PHBHL17554 516 0% 100% HP Color LaserJet M452dn VNB3X05235 199 72% 28% HP LaserJet P3010 Series VNB4G09430 467 0% 100% HP LaserJet 600 M602 CNCCG4W036 1843 0% 100% HP Color LaserJet M452dn VNB3M50921 192 75% 25% HP LaserJet 500 color M551 CNCCF51032 , 2589 76% 24% HP LaserJet 600 M601 CNCCG1D180 2430 0% 100% HP LaserJet Pro MFP M225dw CNB8J5TL8Y 262 0% 100% HP,ColorLaserJet MFP M178-M181 VNB3K01060 439 62% 38% HP Color LaserJet M452dn VNB3X24049 672 67% 33% HP Color LaserJet M452nw VNB3N25746 49 87% 13% HP Color LaserJet M651 JPCCH2SOS9 239 68% 32% 26 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W HP LaserJet 500 color M551 CNDCGB822X 1362 64% 36% HP Color LaserJet M452dn VNB3K01780 106 77% 23% HP LaserJet 600 M601 CNBCD4D1PZ 1088 0% 100% SHARP MX-M264N 25028425 701 0% 100% SHARP MX-3140N 3506735X 8664 47% 53% SHARP MX-M453N 25013344 932 0% 100% HP Color LaserJet M553 JPCCL7H1L8 1088 67% 33% HP Color LaserJet M452dn VNB3K01775 110 76% 24% SHARP MX-3140N 45105982 4649 69% 31% HP Color LaserJet.M553 CNBCH4G01B 288 61% 39% HP Color LaserJet M553 JPCCL5310L 1084 69% 31% SHARP MX=M453N 25013464 2428 0% 100% HP Color LaserJet M452dn VNB3M28512 883 76% 24% HP LaserJet 200 color M251nw VNB3C11686 288 66% 34% HP Color LaserJet M452dn VNB3B80350 156 64% 36% HP Color LaserJet M452dn VNB3M92638 486 70% 30% HP LaserJet 400 M401dne VNG4X09582 198 0% 100% HP LaserJet 400 M401n VND4B01375 422 0% 100% SHARP MX-M363N 1501785X 490 0% 100% j SHARP MX-M453N 25011934 5019 0% 100% SHARP MX-M264N 25068043 2131 0% 100% SHARP MX-3140N 2511380Y 4125 75% 25% HP Color LaserJet M750 CNFCL5Z02S 1191 83% 17% Xerox Phaser 7500DT RXD135923 0 83% 17% SHARP MX-5111N 1509669X 1472 75% 25% 1 , HP Color LaserJet M750 CNDCJ4W1C9 2474 83% 17% HP.Color LaserJet M553 JPCCL4HOLR 276 76% 24% II I. HP LaserJet 400 M401dn VNB3X19207 305 0% 100% SHARP MX-3110N 25025435 17209 53% 47% hp color LaserJet 5550 JPFC66M01Q 7 77% 23% HP LaserJet M608 CNBCKBS13C. 2768 0% 100% SHARP MX-M314N 25089613 2677 0%: 100% HP LaserJet M604 CNDCK2D0RH 24691 0% 100% HP LaserJet P4014 CNDX810574 248 0%' 100% Lexmark X204n 59239BM 3 0% 100% HP Color LaserJet M553 JPCCL4H22L 120 81% 19% i HP LaserJet 400 M4Oldne PHGFF13721 214 0% 100% SHARP MX-3110N 25025315. 3884 60% 40% ,! SHARP MX-M264N 25027515 9907 0% 100% SHARP MX-M264N 25079963 2 0% 100% Dell 3130cn Color Laser 933995430 353 70% 30% SHARP MX-M314N 25089773 1355 0% 100% SHARP MX-M503N 1501186X 4129 0% 100% 2T Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) i Network Printers Data Model Serial Number • Monthly average Percentage Color Percentage B/W HP Color LaserJet CP3525 CNCCC9V0Q9 11 75% 25% SHARP MX-4111N 1508554X 734 32% 68% HP LaserJet M604 CNDCJDG28V 2284 0% 100% SHARP MX-4111N 25212713 5561 43% 57% HP LaserJet P3010 Series ,VNBCB1M2LF 673 0% 100% HP LaserJet 4050 Series USBF004937 298 0% 100% SHARP MX-4111N 25099376 9225 68% 32% HP LaserJet 5000 Series JPB3100291 65 0%. 100% SHARP MX-3140N 45059640 6226 13% V% HP LaserJet 600 M601 CNCCF75010 853 0% 100% HP LaserJet 600 M601 CNDCH1C16V 683 0% 100% hp LaserJet 4250 CNGXD13349 .393 0% 100% SHARP MX-M453N 25013264 1000 0% 100% HP LaserJet 500 color M551 CNCCF5102W 494 92% 8% HP Color LaserJet M452nw VNB3N26753 114 67% 33% HP LaserJet M402n PHBHH12074 94 0% 100% SHARP MX-3140N 55006523 1600 59% 41% Xerox Phaser 7800DN ATO207322 194 84% 16% HP LaserJet 500 color M551 CNDCGCV1CZ -188435 83% 17% SHARP MX-M465N 45020253 2105 0% 100% HP LaserJet 400 M4Oldne VNG4X21426 108 0% 100% HP LaserJet M402dn PHB5H22824 459 0% 100% HP Color LaserJet M553 CNBCHB51N2 304 86% .14% SHARP MX-M264N 25028045 10123 0% 100% SHARP MX-M264N 25028035 2789 0% 100% SHARP MX-M453N '25012174 11010 0% 100% HP LaserJet M402n PHBHJ25046 745 0% 100% HP LaserJet 500 color M551 CNCCF5Q0P5 1747 72% 28% SHARP MX-M264N 25027755 1900 0% 100% SHARP MX-M264N 25027775 1202 0%, 100% HP Color LaserJet M651 JPCCH4N1C7 3010 75% 25% SHARP MX-M314N 25013702 3953 0% 100% HP Color LaserJet MFP M477fdn VNB815Q0W1 779 67% 33% HP LaserJet 400 M401n PHGDB65892 478 0% 100% SHARP MX-3110N 25026435 3704 64% 36% HP Color LaserJet MFP M476dn CNB8H7V8TY 1129 69% 31% HP LaserJet 600 M601 CNCCF1C06S 2431 . 0% 100% SHARP MX-M314N 25031255 3178 0% 100% SHARP MX-3110N 25059622 6776 59% 41% HP LaserJet M402n PHBHB62201 404 0% 100% SHARP MX-M264N 25067353 1283 0% 100% HP Color LaserJet M553 JPBCKCV1VM 1232 79% 21% HP LaserJet 400 M401n PHGDD49830 523 0% 100% • 28 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) 1 Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W HP Color LaserJet M553 JPBCJ1V03G 116 70% 30% HP LaserJet 400 color M451nw CNDG323958 775 62% 38% HP Color LaserJet 4700 JPTLD01905 533 83% 17% HP LaserJet 400 color M451dn CNDF398376 120 82% 18% SHARP MX-3110N 25024295 3195 55% 45% HP Color LaserJet CP3525 CNCCB4L1HF 286 78% 22% SHARP MX-M503N 1501226X 890 0% 100% HP LaserJet M604 CNDCK1ROTB 626 0% 100% HP LaserJet M604 CNDCJDG297 657 0% 100% SHARP MX-M264N 25067213 142 0% 100% SHARPMX-M264N 25066773 223 0% 100% HP LaserJet M402n PHBHB62206 337 0% 100% HP LaserJet 500 color M551 CNCCF5QOMZ 111 79% 21% SHARP MX-M314N 25030845 3239 0% 100% HP LaserJet P3010 Series VNBCB1M2TW 1.315 0% 100% HP DesignjetT1200 CNO1Q2H04X 137 0% 100% HP LaserJet 400 color M451nw CNDG154306 442 84% 16% l HP LaserJet 400 color M451nw CNDG156077 975 86% 14% I SHARP MX-M264N 25066763 8952 0% 100% HP Color LaserJet M553 CNBCH40139 243 52% 48% Dell Color Laser 3110cn 932143110 2 49% 51% SHARP MX-M264N 25027645 3783 0% 100% SHARP MX-M314N 25089533 1391 0% ' 100% HP LaserJet 500 color M551 CNDCGC20C8 475 82% 18% HP LaserJet 600 M601 CNDCGB5OZW 221 0% 100% SHARP MX-M314N 25013762 8 0% 100% HP LaserJet 400 M4Oldw VNB3D13435 71 0% 100% l HP Color LaserJet 3600 CNWHH10187 1254 97% 3% Xerox WorkCentre 7855 MX4499127 6042 18% 82% HP Color LaserJet M553 JPBCH7Q10V 698 29% 71% SHARP'MX-M314N 25030885 1315 0% 100% SHARP'MX-4141N 35077197 1100 7% 93% SHARP MX-4141N 35077077 4552 13% 87% '� SHARP MX-5001N 15009641 288 53% 47% SHARP MX-M314N 25089423 2135 0% 100% HP Color LaserJet M452dn VNB3M18367 40 83% 17% HP LaserJet 500 color M551 CNDCGB82ND 93 87% 13% SHARP MX-M314N 25089333 1363 0% 100% HP LaserJet 500 color M551 JPDCG7714Y 185 78% 22% SHARP MX-M264N 25068033 534 0% 100% HP Color LaserJet M452dn VNB3M77273 95 89% 11% SHARP MX-5111N 35001762 1214 52% 48% SHARP MX-M314N 25030875 1528 0% 100% 29 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) Network Printers Data Model Serial Number Monthly average Percentage Color Percentage B/W SHARP MX-M264N 25067523 193 0% 100% SHARP MX-M453N 25013724 746 0% 100% hp color LaserJet 5550 JPGC68005G 906 63% "37% SHARP MX-3640N 35053147 405 22% 78% HP'Color LaserJet M452nw VNB3Y08529 119 81% 19% HP Color LaserJetCP3525 CNCCBDJ1ON 19 73% 27% SHARP'MX-4141N 35076467 3577 31% 69% HP'LaserJet M402n PHBH157329 658 0% 100% HP Color LaserJet M553 JPBCJ1T1ZW 115 85% 15% SHARP MX=M264N 25066943 398 0% 100% • SHARP MX-M314N 25030855 753 0% 100% HP LaserJet 400 color M451dw CNDF516708 680 84%: 16% SHARP MX-3140N 45097773 6662. 67% 33% hp LaserJet 4250 CNRXK34437 4 0% 100% 1 HP Color LaserJet CP3525 CNCCB622FZ 229 79% 21% HPColorLaserJetCP3525. CNCC9390HP 144 82% 18% 1 HP LaserJet 400 color M451dw CNDF517109 68 87% 13% 1 HP LaserJet 400 color M451dw CNDF512411 114 86% 14% I HP Color LaserJet M553 JPBCJ6FOJM 98 77% 23% HP LaserJet 200•color M251nw VNB3B56660 263 78%' 22% HP Color LaserJet M452nw VNB3N39858 63 68% 32% ' , SHARP MX-3110N 25025305 5317 70% 30% SHARP MX-5001N 15009621 1958 55% 45% HP Color LaserJet MFP M277dw VNB8J1CFH6 44 81% 19% . i, SHARP MX-4111N 150.8508X 946 42% 58% HP Color LaserJet M553 CNBCH9Q04P 159 • 69% 31% HP Color LaserJet M452nw VNB3N25751 140 79%. 21% HP Color LaserJet M452dn VNB3B11473 12 65% 35% HP-Color LaserJet M553 JPBCK35OSB 86 53% 47% HP'LaserJet 400 color M451dw CNDF508434 236 78% 22% HP LaserJet 400 MFP M425dn CNF8GBHFQB 85 0% 100% SHARP MX-M264N 25079083 • 87 0% 100% . • II 30 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) • Exhibit C: Multi-Functional Printers (MFP's) Install Inventory and Print Data • • • , . . . 31 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) CMB Avg CMB Avg Install Date Item ID Color Item Desc Department Name Black Copies Copies 7/24/2012 MX-M314 3,386 - Sharp 31 PPM B/W CMB Bacs Museum 7/24/2012 MX-M314 5,596 - Sharp 31 PPM B/W CMB Bass Museum 7/24/2012 MX-M314 - - Sharp 31 PPM B/W CMB Bass Museum 7/15/2014 MX-3140 2,066 7,556 Sharp 31 PPM Color CMB Building Department 6/23/2014 MX-M453 9,800 - Sharp 45 PPM B/W CMB Bldg Dept Permit Counter 7/27/2012 MX-3110 1,505 3,393 Sharp 31 PPM Color CMB Bldg Dept Admin 2nd Fl. 2/4/2013 MX-M314 2,755 - Sharp 31 PPM B/W CMB Bldg Dept Residential 2/4/2013 MX-M314 7,904 - Sharp 31 PPM B/W CMB Bldg Dept Admin Plan 7/27/2012 MX-3110 8,797 5,231 Sharp 31 PPM Color CMB Bldg Dept Admin 3rd Fl. 7/30/2012 MX-M503 17,871 - Sharp 50 PPM B/W CMB Bldg Dept Permit Counter 7/27/2012 MX-M314 8,948 - Sharp 31 PPM B/W CMB Bldg Dept Records/Micro 7/27/2012 MX-M264 4,995 - Sharp 26 PPM B/W CMB Building Dept Plans Router 1/27/2016 MX-5111 - - Sharp 51 PPM Color CMB Bldg Dept E Plan Review 8/8/2016 MX-5001 - - Sharp 50 PPM Color CMB Building Dept North 7/30/2012 MX-M453 11,147 - Sharp 45 PPM B/W CMB Neighborhood Services- 7/15/2014 MX-M465 5,800 - Sharp 45 PPM B/W CMB Code Compliance 7/23/2012 MX-3110 6,637 16,223 Sharp 31 PPM Color CMB CIP Department 3rd Fl. 7/23/2012 MX-M503 7,159 - Sharp50 PPM B/W CMB CIP Department 3rd Fl. 3/10/2014 MX-3140 6,751 6,751 Sharp 31 PPM Color CMB City Attorney 4th Fl. 8/1/2012 MX-M453 9,916 - Sharp 45 PPM B/W CMB City Attorney 4th FI. 7/30/2012 MX-M503 13,806 - Sharp 50 PPM B/W CMB City Clerk 1st Fl. 8/1/2012 MX-M453 5,073 - Sharp 45 PPM B/W CMB City Manager 4th Fl. 5/18/2014 MX-3140 6,538 6,538 Sharp 31 PPM Color CMB City Manager 4th Fl. 5/6/2016 MX-3140N - - CMB Communications 1st Fl. 7/30/2012 MX-M453 7,803 - Sharp 45 PPM B/W CMB Community Service 1st FI. 5/10/2017 MX-3140N - - Sharp 36 PPM Color CMB Emergency Management 7/30/2012 MX-M453 3,151 - Sharp 45 PPM B/W CMB Employee 9/16/2016 MX-M363N - - Sharp 36 PPM Color CMB Environmental& 7/31/2012 MX-M314 7,656 - Sharp 31 PPM B/W CMB Finance 3rd Fl. 7/31/2012 MX-M503 17,626 - Sharp 50 PPM B/W CMB Finance 3rd Fl. 7/26/2012 MX-M314 2,481 - Sharp 31 PPM B/W CMB Ocean Rescue MX-M453 4,598 - Sharp 45 PPM B/W CMB Fire Prevention 2nd Fl. 7/26/2012 MX-3110 3,271 3,271 Sharp 31 PPM Color CMB Fire Rescue-Fire Station- 7/15/2014 MX-3140 3,926 7,696 Sharp 31 PPM Color CMB Fire Rescue-Office of 7/26/2012 MX-M503 6,476 - Sharp 50 PPM B/W CMB Fire Station HQ 7/26/2012 MX-M314 2,080 - Sharp 31 PPM B/W CMB Fire Station HQ 7/24/2012 MX-M264 4,729 - Sharp 26 PPM B/W CMB Fleet Management 7/24/2012 MX-M264 2,175 - Sharp 26 PPM B/W CMB Fleet Management 7/3/2014 MX-M503 15,325 - Sharp 50 PPM B/W CMB Human Resources 3rd Fl. 7/26/2012 MX-M503 19,367 - Sharp 50 PPM B/W CMB Human Resources Dept 3rd 9/15/2014 MX-M314 - - Sharp 31 PPM B/W CMB Human Resources Dept 3rd 3/10/2014 MX-M264 - - Sharp 26 PPM B/W CMB IT Department 4th Fl. 5/25/2012 MX-M264 1 - Sharp 26 PPM B/W CMB IT Department 4th Fl. 5/25/2012 MX-M314 2,090 - Sharp 31 PPM B/W CMB IT Department 4th Fl. 10/20/2016 MX-4111N - - Sharp 41 PPM Color CMB Information Tech Suite 10/20/2016 MX-4111N - - Sharp 41 PPM Color CMB Information Tech Suite 8/2/2012 MX-M264 2,526 - Sharp 26 PPM B/W CMB Mayor&Commission 7/31/2012 MX-M314 19,158 - Sharp 31 PPM B/W CMB OBPI Budget-Performance 2/4/2013 MX-3110 9,207 8,162 Sharp 31 PPM Color CMB Parking(Finance)1st Fl. 7/16/2012 MX-M314 4,664 - Sharp 31 PPM B/W CMB Parking-Cust Svc 1st Fl. 7/16/2012 MX-M264 6,552 - Sharp 26 PPM B/W CMB Parking-Back Office 2nd 7/16/2012 MX-3110 4,215 5,681 Sharp 31 PPM Color CMB Parking-Copy Room 2nd 10/4/2012 MX-M264 5,592 - Sharp 26 PPM B/W CMB Parking-Reception 2nd Fl. 7/18/2012 MX-M264 405 - Sharp 26 PPM B/W CMB Parking-Meter Techs 2nd 7/18/2012 MX-M264 2,361 - Sharp 26 PPM B/W CMB Parking-Sign Shop 1st Fl. 7/18/2012 MX-M264 455 - Sharp 26 PPM B/W CMB Parking Dept-Off-Street 7/18/2012 MX-M264 10,757 - Sharp 26 PPM B/W CMB Parking Enforcement 42nd 10/5/2015 MXM-363N - - Sharp 36 CPM CMB Parking Anchor Garage 7/19/2012 MX-M264 2,315 - Sharp 26 PPM B/W CMB Normandy Shores Goff Club 7/19/2012 MX-M264 251 - Sharp 26 PPM B/W CMB Normandy Shores Goff Club 7/18/2012 MX-M314 2,531 - Sharp 31 PPM B/W CMB Parks&Recreation Golf 7/18/2012 MX-M264 332 - Sharp 26 PPM B/W CMB Parks&Recreation Golf 7/18/2012 MX-M314 3,548 - Sharp 31 PPM B/W CMB Parks&Recreation 7/20/2012 MX-M314 6,843 - Sharp 31 PPM B/W CMB Parks&Recreation North 32 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) 7/13/2016 MX-3610N - Sharp 70 PPM Color CMB Parks&Recreation North 7/19/2012 MX-M314 4,960 Sharp 31 PPM B/W CMB Parks&Recreation Scott 7/19/2012 MX-M503 6,309 Sharp50 PPM B/W CMB Parks&Recreation Scott _12/21/2016 MX-4111N - - Sharp 41 PPM Color 7/18/2012 MX-3110 5,256 6,329 Sharp 31 PPM Color 7/15/2014 MX-M565 4,443 - Sharp 56 PPM B/W 7/19/2012 MX-M264 1,246 - Sharp 26 PPM B/W 8/9/2016 MX5001N - Sharp 50 PPM Color 11/23/2016 MX4141N - - Sharp 41 CPM Color 11/23/2016 MX4141N - - Sharp 41 CPM Color 2/4/2013 MX-M503 13,909 - Sharp 50 PPM B/W 7/31/2012 MX-M453 5,412 - Sharp 45 PPM B/W 3/17/2014 MX-3140 - Sharp 31 PPM B/W 7/30/2012 MX-M314 306 - Sharp 31 PPM B/W 7/30/2012 MX-M264 - - Sharp 26 PPM B/W 7/30/2012 MX-M264 - - Sharp 26 PPM B/W 7/30/2012 MX-M314 1,359 - Sharp 31 PPM B/W 7/30/2012 MX-M453 4,078 Sharp 45 PPM B/W 7/30/2012 MX-M503 1,821 - Sharp 50 PPM B/W 7/30/2012 MX-3110 969 1,779 Sharp 31 PPM Color 7/30/2012 MX-M314 9,253 - Sharp 31 PPM B/W 7/30/2012 MX-3110 2,003 2,003 Sharp 31 PPM Color 7/30/2012 MX-M264 1 - Sharp 26 PPM B/W 7/30/2012 MX-3110 1,970 1,454 Sharp 31 PPM Color 7/30/2012 MX-M314 734 - Sharp 31 PPM B/W 7/30/2012 MX-3110 5,615 9,229 Sharp 31 PPM Color 7/30/2012 MX-M314 667 - Sharp 31 PPM B/W 7/30/2012 MX-M314 8,141 - Sharp 31 PPM B/W 7/30/2012 MX-M503 7,347 - Sharp 50 PPM B/W 7/30/2012 MX-M314 2,734 - Sharp 31 PPM B/W 7/30/2012 MX-M264 618 - Sharp 26 PPM B/W 7/30/2012 MX-M314 4,517 - Sharp 31 PPM B/W 7/30/2012 MX-3110 632 632 Sharp 31 PPM Color 7/30/2012 MX-M314 7,973 - Sharp 31 PPM B/W 7/30/2012 MX-M503 18,889 - Sharp 50 PPM B/W 5/10/2017 MX-4141N - Sharp 41 PPM Color 6/1/2016 MX3140N - - 31 CPM COLOR MFP 7/31/2012 MX-M503 21,096 - Sharp 50 PPM B/W 9/9/2014 MX-3140 11,109 18,143 Sharp 31 PPM Color 7/26/2012 MX-M314 7,587 - Sharp 31 PPM B/W 7/23/2012 MX-M453 14,693 - Sharp 45 PPM B/W 7/23/2012 MX-M264 6,365 - Sharp 26 PPM B/W 7/23/2012 MX-3110 4,123 4,123 Sharp 31 PPM Color 7/23/2012 MX-M314 5,816 - Sharp 31 PPM B/W 9/16/2016 MX3110N - - Sharp 31 PPM Color 7/23/2012 MX-M264 1,643 - Sharp 26 PPM B/W 2/16/2016 MX-5111 - - Sharp 51 PPM Color 7/30/2012 MX-M314 4,215 - Sharp 31 PPM B/W 7/25/2012 MX-M264 10,859 - Sharp 26 PPM B/W 7/25/2012 MX-M264 12,697 - Sharp 26 PPM B/W 7/25/2012 MX-M314 2,958 Sharp 31 PPM B/W 10/17/2016 MX-4111N - - Sharp 41 PPM Color 7/23/2012 MX-M314 4,504 - Sharp 31 PPM B/W Totals 559,744 114,194 33 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) . . . - I I I 1, . . i Exhibit D : Multi-Functional Printers (MFP's) I and Network Printers Specifications , , . , 34 I Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) 1 Multi-Functional Printers (Group A) Color/Monochrome MFP (Model A): 1200x1200 DPI printing support for 5 % x8 1/2, 8 1/2 x 11, 8 1/2 x 14, and 11 x 17" paper minimum 150 sheet duplex single pass feeder minimum75ppm scanning in both color and monochrome minimum 256 bit data encryption and 7 time overwrite protection minimum print speeds of 41 ppm in color and 51 ppm in monochrome capacity for saddle-stitch or stacking finisher 3 hole punching and stapling capabilities on line paper capacity of 5600 sheets web browser management customizable touch screen display Monochrome MFP (Model B): 1200x1200 DPIrintin P 9 support for 5 1/2 x8 1/2, 8 '/2 x 11, 8 '/2 x 14, and 11 x 17" paper minimum 150 sheet duplex single pass feeder minimum75ppm scanning in monochrome minimum 256 bit data encryption and 7 time overwrite protection minimum print speeds 51 ppm in monochrome capacity for saddle-stitch or stacking finisher 3 hole punching-and stapling capabilities on line paper capacity of 5600 sheets web browser management customizable touch screen display 35 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase II) • Network Printers (Group B) it Color/Monochrome (Model A): laser printer 600x600 dpi 28ppm minimum 2 trays 10/100/1000T interface Monochrome (Model B): laser printer 1200x1200 dpi, 40ppm minimum 2 trays 10/100/1000T interface Compatible operating systems (Model Model A and Model B): Windows OS compatible with In-Box Driver: Windows XP SP3 all 32-bit editions (XP Home, XP Pro, etc), Windows Vista all 32-bit editions (Home Basic, Premium, Professional, etc.), Windows 7 all 32 & 64-bit editions, Windows 8/8.1 all 32 & 64-bit editions (excluding RT OS for Tablets), Windows 10 all 32 & 64-bit editions (excluding RT OS for Tablets); Windows OS compatible with Universal Print Driver (From .com): Windows XP SP3 32 & 64-bit editions (XP Home, XP Pro, etc.), Windows Vista all 32 & 64-bit editions (Home Basic, Premium, Professional, etc), Windows 7 all 32. & 64-bit editions, Windows 8/8.1 all 32 & 64-bit editions (excluding RT OS for Tablets.), Windows 10 all 32 & 64-bit editions (excluding RT OS for Tablets); Mac OS ( Print Drivers available from ..com and Apple Store): OS X 10.8 Mountain Lion, OS X 10.9 Mavericks, OS X 10.10 Yosemite; Mobile OS (In-OS drivers): iOS, Android, Windows 8/8.1/10 RT; Linux OS (In-OS LIP); Auto install: BOSS (3.0, 5.0), DEBIAN (6.0, 6.0.1, 6.0.2, 6.0.3, 6.0.4, 6.0.5, 6.0.6, 6.0.7, 6.0.8, 6.0.9, 6.0.10, `'7.0, 7.1, 7.2, 7.3, 7.4, 7.5, 7.6), FEDORA (17, 18, 19, 20), LINUX MINT (13, 14, 15, 16, 17), SUSE LINUX (12.2, 12.3, 13.1), UBUNTU (10.04, 11.10, 12.04,12.10, 13.04, 13.10, 14.04, 14.10); Manual install: MANDRIVA LINU,X (2010.0, 2011.0), MEPIS (6.0, 6.5, 7.0, .8.0), PCLINUXOS (2006.0, 2006, 2007.0, 2007, 2008.0, 2008, 2009.0, 2009), RED HAT (8.0, 9.0), RED HAT ENTERPRISE LINUX (5.0, 6.0, 7.0), SLACKWARE LINUX (9.0, 9.1, 10.0, 10.1, 10.2, 11, 12, 12.1), GOS (8.04.1), IGOS (1.0), LINPUS LINUX(9.4, 9.5), LINUX FROM SCRATCH (6); Other OS: UNIX [9] Print languages (Model A and Model B): PCL 5, PCL 6, postscript level 3 emulation, direct PDF (v 1.7) printing, URF, PCLM, PWG Media sizes supported (Model A and Model B): Tray 1: A4, A5, A6, B5 (JIS), Oficio, Oficio (216 x 340 mm), 16K (195 x 270 mm), 16K (184 x 260 mm), 16K (197 x 273 mm), Japanese Postcard, Double Japan Postcard Rotated, Envelope B5, Envelope C5, Envelope DL, Custom Size, AS-R, B6 (JIS); Tray 2 & Tray 3: A4, A5, A6, B5 (JIS), Oficio, Oficio (216 x 340 mm), 16K (195 x 270.mm), 16K (184 x 260 mm), 16K (197 x 273 mm), Custom Size, A5-R, B6 (JIS) 36 Addendum No. 17 ITN 2017-015-JC Managed Print Services(Phase H) Exhibit E : Cost Proposal Form FAILURE TO SUBMIT, COST PROPOSAL FORM, IN ITS ENTIRETY AND FULLY EXECUTED BY THE DEADLINE ESTABLISHED FOR THE RECEIPT OF PROPOSALS WILL RESULT IN PROPOSAL BEING DEEMED NON-RESPONSIVE AND BEING REJECTED. 37 I Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) 1 APPENDIX E COST PROPOSAL FORM Failure to submit, Cost Proposal Form, in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal bein• deemed non-responsive and bein• re'ected. Bidder affirms that the prices stated on the cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed non-responsive. All corrections on the Cost Proposal Form shall be initialed. Group A Multi-Functional Printers (MFP) All Annual Estimated Inclusive Extended Item Description Months Monthly Price No. (or equivalent) Qu(Amity* (B) Rate Per (D) Unit (AxBxC (C) = D) 1 Multi-Functional Printers Model A 36 12 2 Multi-Functional Printers Model B 81 12 Sub-Total Group A (Item 1&2): Group B Network Printers All Annual Estimated Inclusive Extended Item Description Months Monthly Price No. (or equivalent) Qu'A;ity* (B) Rate Per (D) Unit (AxBxC (C) = D) 1 Network Printers Model A 144 12 2 Network Printers Model B 146 12 Sub-Total Group B (Item 1&2): Sub-Total Group A (Item 1&2): -, Sub-Total Group B (Item 1&2): 'TOTAL BID PRICE 'Basis for point allocation. *Estimated quantities are for point calculation purposes only, this is not a guarantee. Bidder's Affirmation Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: 38 Addendum No. 17 ITN 2017-015-JC Managed Print Services (Phase II) MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3`d Floor,Miami Beach, Florida 33139,www.miamibeachil.gov, 305-673-7490 ADDENDUM NO. 16 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES August 16, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). 1. PHASE II KICK-OFF PRE-SUBMITTAL CONFERENCE. A Phase II Kick-Off Pre-submittal Conference will be held to provide information to short-listed proposers, as well as address any questions that may arise regarding the requirements for the Phase II submittal of proposals. The Phase II pre-submittal conference is scheduled for: Wednesday, August 29, 2018 at 2:00 PM City of Miami Beach, Procurement Department 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139. 2. THE DEADLINE FOR SUBMITTAL OF PHASE II PROPOSALS IS EXTENDED UNTIL FURTHER NOTICE. Following the Phase II Kick-off Pre-submittal Conference, an addendum will be released responding to any questions, providing the format for price proposals and establishing a revised due date for the submittal of proposals, Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranado(a�miamibeachfl.gov of the Cit Clerk's Office. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 iasoncrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Si c-\.ely, Al:'x D-rrrs a' • urement Director 1 Addendum No. 16 ITN 2o17-015-Jc MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 15 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES August 6, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. 1. PHASE II PROPOSAL DUE DATE AND TIME: The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, August 24, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays, for which the Proposer is solely responsible. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below,-with a copy to RafaelGranadoAmiamibeachfl.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 jasoncrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Si er-ly, A ex Der•• - . rement Director 1 Addendum No.15 ITN 2017-015-JC MIAMI BEACH Procurement Department, 1755 Meridian Avenue,3rd Floor, Miami Beach,Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 14 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES July 24, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. 1. PHASE II PROPOSAL DUE DATE AND TIME: The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, August 10, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays, for which the Proposer is solely responsible. ADDITIONAL QUESTIONS RECEIVED WILL BE ANSWERED IN A FORTHCOMING ADDENDUM. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranado c(D,miamibeachfl.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 'asoncrouch(a�miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Si c rely, )02_, Alex De Procure nt Director MI MI EACH Procurement Department, 1755 Meridian Avenue,3`d Floor,Miami Beach,Florida 33139,www.miamibeachfl,gov,305-673-7490 ADDENDUM NO. 13 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES July 16, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. 1. PHASE II PROPOSAL DUE DATE AND TIME: The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, July 27, 2018, at the following i location: City of Miami Beach, Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays, for which the Proposer is solely responsible. II. REMINDER: Proposers are reminded that the Cone of Silence is still in effect. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 jasoncrouch@u,miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. 1 erely, 1 PLA Alex r -nis Pro -ment Director • MIAMI BEACH Procurement Department, 1755 Meridian Avenue,3'd Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 12 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES July 6, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. 1. PHASE II PROPOSAL DUE DATE AND TIME: The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, July 20, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays, for which the Proposer is solely responsible. II. REMINDER: Proposers are reminded that the Cone of Silence is still in effect. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 jasoncrouch a@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. 7ce , ely, JV . x1 , is c e ent Director MIAMI BEACH City of Miami Beach,1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139,www.miamibeachfl.qov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 11 PHASE II, INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES May 29, 2018 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). 1. PHASE II RFP SOLICITATION TIMETABLE IS BELOW: Pre-Proposal Meeting April 18, 2018 at 2:00 PM Facilities Site Visits June 11, 2018 from 9:00 AM to 4:00 PM Deadline for Receipt of Questions July 2, 2018 by 5:00 PM Responses Due July 12, 2018 by 3:00 PM EST Evaluation Committee Review TBD Tentative Commission Approval TBD Authorizing Negotiations 2. FACILITIES SITE VISITS. Voluntary site visits of key facilities will be conducted on Monday, June 11, 2018 from 9:00 AM to 4:00 PM. Site visits will begin at Miami Beach City Hall, 1700 Convention Center Drive, Miami Beach, FL 33139. Please assemble in the 1St Floor breezeway, outside the main entrance. Additionally, at the conclusion of the City Hall site visit, the City will provide bus service transportation to and from all remaining sites for attendees. Please note, parking costs for the day will be the attendees' responsibility. Below is the schedule of locations and times: '0.ocatein .v „ ,_ ._ Site`Add ress _A:- . :TimeofSite Visit, , `>, , City Hall 1700 Convention Center 9:00 am- 9:45 am 1755 Offices 1755 Meridian Ave 9:50 am -10:20 am 777 Building 77717`h Street 10:30 am-10:50 am 1 ADDENDUM NO. 11 INVITATION TO NEGOTIATE(ITN)2017-015-JC MANAGED PRINT SERVICES 555 Building 555 17th Street 10:55 am-11:15 am MBPD Headquarters 1100 Washington Ave 11:25 am-12:00 pm Lunch Washington Ave 12:00 pm-12:45 pm North Shore Park Youth Center 501 72nd Street (NSPYC) 1:00 pm-1:20 pm Scott Rakow Youth Center(SRYC) 2700 Sheridan Ave 1:35 pm-1:55 pm MBFD Headquarters 2300 Pine Tree Drive 2:00 pm-2:20 pm Public Works Operations 451 Dade Blvd 2:25 pm-2:40 pm Property Management 1833 Bay Road 2:50 pm-3:15 pm Flamingo Park 999 11th Street 3:25 pm-3:45 pm Return to CMB Government Center 999 11th Street 3:25 pm-3:45 pm A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(a miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Sin -rely, Al-) Denis Pr(cure . Director 2 ADDENDUM NO. 11 INVITATION TO NEGOTIATE(ITN)2017-015-JC MANAGED PRINT SERVICES MAI BEACH City of Miami Beach,1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490 ADDENDUM NO. 10 ITN 2017-015-JC, Phase II Managed Print Services April 6, 2018 This Addendum to the above-referenced ITN is being issued to notify you that your proposal was approved to proceed with Phase II of Invitation to Negotiate (ITN) 2017-015-JC, for Managed Print Services, and to provide other clarifications and revisions issued by the City. The ITN is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). I. PHASE II CONFERENCE: A voluntary Phase II Pre-Proposal Conference is scheduled for 2:00 PM, on April 18, 2018, at the following location: City of Miami Beach Procurement Department(Conference Room) 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33.139 The purpose of the Phase II conference is to discuss and entertain questions from Proposers regarding Phase II of the project, including the assessment requirement. Proposers are strongly encouraged to attend in-person. Proposers interested in participating in the Pre- Proposal Conference via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936(Toll-free North America) (2) Enter the MEETING NUMBER: 5804578 Proposers who are interested in participating via telephone should send an e-mail to the contact Mr. Jason Crouch at JasonCrouch aOmiamibeachfl.gov expressing their intent to participate via telephone. II. ADDITION: PHASE II TIMETABLE HAS BEEN ADDED AS FOLLOWS: Phase II—Technical Proposals Pre-Proposal Conference (Voluntary) April 18, 2018 AT 2:00 PM, City Assessment Period/Site Visits TBD Evaluation Committee Review TBD Tentative Commission Approval Authorizing Negotiations TBD { III. REMINDER: Proposers are reminded that the Cone of Silence is still in effect. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado a(�miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 jasoncrouch anmiamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Potential proposers that have elected not to submit a response to the ITN are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s)for not submitting a proposal. Sink.ely Al:x D-'is Procurement Director MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3'd Floor,Miami Beach, Florida 33139,www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 9 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES November 9, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). I. ANSWERS TO QUESTIONS RECEIVED. Q1: The City of Miami Beach uses Laser Fiche for their Document Management System. I a) Please provide details on the package, version and desired workflow. Also, will metadata need to be imported with the scan? b) How many metadata fields will need to be included? c) Please describe methods the DMS provides (hot folder, SQL, etc) for import of scan & metadata. Al: These questions will be answered in Phase II. Q2: For faxing services: a) Will all in-scope MFDs be co-located with an analog phone line? b) Does the City of Miami Beach currently have a centralized fax server system (RightFax or similar) in the environment that this solution should utilize for the sending/receiving of faxes? A2: These questions will be answered in Phase II. Q3: If a centralized fax server(RightFax or similar) is in the environment, please advise of the following: a) What fax server is in place? (Manufacturer and version) b) Does the fax server use scan to email or scan to folder as part of the current workflow for faxing? c) What volumes of faxes are received/sent on a monthly and annual basis per device and by department? d) Do faxes sent originate as paper documents or as files that are faxed? e) Do you want inbound faxes to be routed to the recipient's workstation automatically using DID/DNIS routing? 1 ADDENDUM NO,9 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services f) Which telephony platforms does your company use today for voice? Do you use VoIP?What sys-tem? g) Which email platform is used today? A3: These questions will be answered in Phase II. Q4: Section 46 on page 13 of the ITN provides that Proposers may take exceptions but the City may reject same and hold the Proposer to the terms of the ITN. Section 30 on page 10 provides that should the Proposer not execute the contract resulting from ITN once approved by the City, the Proposer can be liable for damages and may be removed from the City's vendor list. Section 12 in Appendix D on page 43 looks to conflict with Sections 46/30 as it states that the City and selected Proposer will negotiate to arrive at a mutually agreeable Agreement. The issue is compounded as Appendix G on page 49 states the actual Agreement shall not be provided until the Phase II meeting, so under Sections 46/30 Proposer would have to agree to unknown terms. Will the City allow the selected Proposer to negotiate the final Agreement, and if the parties cannot mutually agree, can the selected Proposer walk away without penalty or debarment? A4: These questions will be answered in Phase IL Q5: Please confirm that all material requested from ITN Appendix C Minimum Requirements and Specifications, page 32, item C.1.2 through Appendix H MFD Install List (inclusive of Statement of Work, Appendix D Special Conditions, Appendix F Insurance Requirements) is currently NOT required for vendor Phase I response. A5: A response to Item C.1.2 of Appendix C, through Appendix H, is not required for Phase I submittals. Q6: Toner Replacement by technicians; is this just for the MFDs and not the printers? A6: Toner maintenance, to include toner replacement.by technicians, is required for all MFD devices, networked and local printers. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(a�miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Sin;;- ely, Ak:r D-nis Pr•curement Director 2 ADDENDUM NO.9 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMI BEACH Procurement Department, 1755 Meridian Avenue,3'd Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 8 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES November 3, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS. 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Monday, November 20, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention ,of the individual named below, with a copy to the City Clerk's Office at RafaelGranado anmiamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. crely, I: D' roc ent Director i A I) , Director 1 ADDENDUM NO.8 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3'd Floor, Miami Beach,Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 7 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES October 20, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). i I. MODIFICATIONS. i 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, November 10, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. II. ANSWERS TO QUESTIONS RECEIVED. 01: On page 3, management of all networked printers are in scope? How many printers are networked and can you provide a detailed list of such devices with monthly volumes? How many standalone printers are installed and can you provide a detailed list of such devices with monthly volumes? Al: All networked printers are in scope. Please refer to Exhibit H of the ITN for the MFD 0 install list and associated volume demand. Q2: For section C3 II, could you please detail what accessories/functions are desired on in- scope devices by each department: Stapling? Hole Punching? Fax Capability? What paper sizes? A2: Stapling: Yes, for all departments. Hole Punching: Yes, for all departments. Fax Capability: The City has an existing eFax solution, but is willing to consider alternative options. Paper sizes: 8.5x11 up through 11x17. Q3: Is there any type of Print Management Software in use at City of Miami Beach (WebJetAdmin, etc.)? 1 ADDENDUM NO.7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services A3: No. Q4: Can the City of Miami Beach provide the total number of end users the Managed Program will need to serve? Can this number be broken down by department? A4: The City has 2,200 network users. The number of users per department is not known at this time. Q5: Is there a desire to have Mobile Printing deployed within the scope of this ITN? A5: No, this is not required at this time. The City may consider this at a later date. Q6: Does the City of Miami Beach have a Help Desk that the awarded vendor will work with to ticket device issues? A6: The City has an internal help desk. The proposer should provide a ticketing portal or process that City users can access and that IT can report against. Q7: With respect to the City of Miami Beach users and how they are defined in Active Directory: a) Are all of these users defined in Active Directory? b) Are there any users that need to use the solution who are not defined in Active Directory? c) Does the organization use a single ID card (proximity, magstripe, or barcode) or FOB for building or system access that users use? If so, please answers to the following: d) ID card / FOB type (Manufacturer and Model)? e) Do all users at all locations use the same type of ID card or FOB technology? If not, please provide details. f) Are user ID cards / FOBs defined in Active Directory or in a Security System? If a Security System: g) Is this a centralized system or independent per location? h) What ability is there to export ID card / FOB data to a file? i) Do all users authenticate to Active Directory for computer and network access? j) If defined in a Security System, is there the ability to export user and proximity card data and import into the solution placed for this ITN? k) Do all locations utilize the same type ID card? If not please advise and denote differences. A7: a) Yes. b) No. c) Yes. d) HID, INDALA FIexISO Procard Part#FPIFOFFFCNA-000 Format 40134 FC#8. e) Yes. 2. ADDENDUM N0. 7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services f) The document scanning system that is used is integrated with AD. The cards are not defined in AD, but are within that system for authentication. The cards are also used with a door access control and garage access system. g) Centralized system. h) We believe that there is an import process from AD that was configured during the existing implementation. We are uncertain as to whether the data can be exported. These tasks were handled as an implementation task by the vendor of the current solution. i) Yes. j) The printing and document scanning systems are not part of a security system. If may be possible to export data from the door or garage access systems. k) Yes. Q8: Do all City of Miami Beach locations have connectivity to the City's Support Facilities network. A8: Yes. 1 Q9: With respect to print servers: a) How many print servers exist in the environment that will need to function with the solution? b) Are all print servers dedicated to print or do these systems have other functions (Domain controllers, File servers, Email server, etc.)? c) Are print servers centralized or distributed thru-out locations? d) Is it possible to build a new print server environment for the solution so that new MFDs and network printers added to the environment can be implemented without impacting the current print environment? A9: a) There are two production print servers. b) Print servers are dedicated to print. c) The servers are centralized. d) Yes, this is possible. 010: a) Does the City of Miami Beach leverage data centers? b) If so, how many data centers relate to this solution? c) If multiple centers are in the environment, what network connectivity is in place between data centers? d) Is the data-center that hosts the organizations servers centralized or regional? Please pro-vide locations and details. A10: a) Yes. b) One (1). c) N/A 3 ADDENDUM NO. 7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services d) The data center is housed at a colocation in Miami. Q11: What Server OS's are used by the organization (Please provide details): a) Windows Server 2003/2008 /2008R2/2012 /2012R2 b) UNIX/ Linux c) Other d) Are the organizations servers physical or virtual? If virtual, what platform: VMware, Microsoft Hyper-V, other(Vendor and Version)? e) Does the organization have specific server requirements involving virtualization technology (HA, FT, VMware Site Recovery Manager, etc...) that should be disclosed for Failover, Fault Tolerant, or Disaster Recovery? f) What Windows client OS's are used by the organization: Windows XP, Windows 7, other?Are these systems: 32bit, 64bit, both? g) What other desktop systems are used by the organization: Terminal Services, Virtual Desk-top, other? h) What print emulations (PCL, Postscript, IPDS, AFP, Other) are required within the environment for printing from all systems that are expected to generate print output? Please provide details. i) Does the organization have the ability to push printer drivers and software to all client computers systems (Windows and/or Mac's) whether using Group Policies, login scripts, or other methods? If so, please provide details. j) Please provide details about the network connectivity between locations as follows: 1. Network bandwidth between locations? 2. Estimated available bandwidth between locations? 3. What mission critical systems utilize this network connection now? k) Do firewalls restrict traffic between locations? If so, can ports be open if required? I) Does the organization have any documents or diagrams that would assist in understanding server environment and network infrastructure? All: a) 2008 R2, 2012, 2012 R2, 2016 b) N/A c) N/A d) Vmware v.6 e) The City deploys its Vmware server farm using industry best practices for HA, FT and DR. f) 7 32bit, 7 64bit, OSX, 10 32 bit, 10 64bit g) Vmware Horizon h) We currently use PCL and PostScript. i) Yes. Symantec Altiris and GPO. j) Details about the network connectivity between locations as follows: 1. 1 gigabyte and 10 gigabyte connectivity exists, depending on site requirements. 2. The City has between 10 megabyte and 10 gigabyte connectivity between sites, depending on site requirements and user count. 4 ADDENDUM NO.7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services 3. All services. k) Yes, to be discussed with IT during Phase II. I) If available, will be provided during Phase II. Q12: What VMware functionality (Site Recovery Manager, HA, FT, etc.) is available within the environment that can be incorporated into the solution to provide the HA/DR functionality? Al2: The City deploys its Vmware server farm using industry best practices for HA, FT and DR. Q13: What type of network connectivity services each location, and are any locations restricted by limited bandwidth or network outages? A13: The City has between 10 megabyte and 10 gigabyte connectivity between sites, depending on site requirements and user count. Low bandwidth sites (10 meg) have minimal user requirements. i 1 Q14: With respect to host system(s), is there any requirement to print from any of the following system(s)—if so please provide details: a) Citrix b) SAP c) UNIX/ Linux d) Mainframe e) Terminal Services f) Thin client systems g) Virtual Desktop systems A14: a) N/A b) N/A c) N/A d) N/A e) VMware Horizon/RDP f) VMware Horizon g) VMware Horizon Q15: With respect to tracking and reporting of copy/print activity: a) Is there any requirement to track activity back to cost centers- whether related to the individual, department, locations, etc.? b) Is there any requirement to export data so that it can be imported to a secondary system for accounting, reporting or chargeback purposes? 5 ADDENDUM NO.7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services A15: a) Yes. b) Yes. Q16: What is the City of Miami Beach current distribution method for deploying print drivers? A16: Drivers can be deployed through Group Policy Objects (GPO), Altiris or other scripting methods. Q17: Does the City of Miami Beach have specific background check requirements that would be performed on vendor staff working on this engagement? If so, can you provide? A17: Will be addressed in Phase II. Q18: Section VIII and XI #24 mentions trade-in and removal of existing equipment. For the existing equipment, can you please provide an overall completed list of devices broken down by in-scope location with: a) Devices broken down by location and building, floor, room b) Lease expiration date and remaining financial obligation per device (or if City of Miami Beach owns the units). Could you please provide us a breakdown of the units leased, and how much it would cost to return (or a return address) c) Installation date per device d) Last 12 months of volume per device (by BW and Color as appropriate) A18: a) This must be determined by each proposer during the onsite, citywide assessment. Additional location information is found in ITN Appendix H, MFD Install List. b) Will be provided during Phase II, if available. c) Please refer to ITN Appendix H, MFD Install List for devices installation date. d) Please refer to ITN Appendix H, MFD Install List. Q19: With respect to Weekend Coverage page 38, is this for the entire fleet of devices or for specific departments? A19: This applies to all City departments. Q20: Page 36 of the RFP, Section VI. Equipment and Parts: How many times has the City of Miami Beach had to relocate an MFD within a 3 year period? A20: The estimate is 100 times for MFD relocations. 6 ADDENDUM NO.7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(c�miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. SiA- e , A ex Deni . - -Ment Director I i 7 ADDENDUM NO.7 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 6 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES October 16, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, October 27, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. 1 ^eel rr �C • enis urement Director 1 ADDENDUM NO.6 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMIBEACH • Procurement Department, 1755 Meridian Avenue,3rd Floor,Miami Beach,Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 5 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES October 6, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, October 20, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadoCc�miamibeachfl.qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. le ely, as....._ /` //...)/c.nis Proc rement Director • 1 I ADDENDUM NO.5 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services • MIAMBEACH Procurement Department, 1755 Meridian Avenue, 3rd Floor,Miami Beach, Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 4 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES SEPTEMBER 20, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: I 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, October 13, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadoa,miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Pro sers are reminded to acknowledge receipt of this addendum as part of your ITN submission. inE12%. Fott Pr curement Director 1 I ADDENDUM NO.4 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMI BEACH Procurement Department, 1755 Meridian Avenue,3'd Floor,Miami Beach,Florida 33139,www.miamibeachfl.gov,305-673-7490 ADDENDUM NO. 3 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES • SEPTEMBER 7, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other,clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, September 29, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, j to the attention of the individual named below, with a copy to the City Cle'rk's Office at RafaelGranado( miamibeachfl.Qov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. lc r•rely, //).... ,,,(err!?D-i is ur: ent Director 1 ADDENDUM NO.3 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 2 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES SEPTEMBER 1, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, September 15, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch(a�miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Orely, 6 Alex Denis Procurement Director I ADDENDUM NO.2 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services MIAMIBEACH 3rd mibeachfl. ov 305-673-7490 Procurement Department, 1755 Meridian Avenue, Floor, Miami Beach,Florida 33139,www.m a g ADDENDUM NO. 1 (PHASE I) INVITATION TO NEGOTIATE (ITN) 2017-015-JC MANAGED PRINT SERVICES AUGUST 22, 2017 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of Phase I proposals is extended until 3:00 PM, on Friday, September 8, 2017, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. 2. DEADLINE FOR RECEIPT OF QUESTIONS DATE AND TIME. The deadline for the receipt of questions is extended until 5:00 PM, on Friday, September 1, 2017. 3. ITN SOLICITATION TIMETABLE REVISED BELOW: Phase I Anticipated Timetable ITN Issued JULY 27, 2017 Pre-Proposal Meeting AUGUST 14, 2017 at 10:00 AM Deadline for Receipt of Questions SEPTEMBER 1, 2017 AUJG-UST 18, 2017 at 5:00 PM Responses Due SEPTEMBER 8 AUGUST 28, 2017 at 3:00 PM Evaluation Committee Review TBD Proposer Presentations N/A A FORTHCOMING ADDENDUM WILL BE ISSUED WITH RESPONSES TO ANY ADDITIONAL QUESTIONS RECEIVED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department, to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadona miamibeachfl.gov. 1 I ADDENDUM NO. 1 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. c:rel , I pi/Hs A)X-- ro ,rement Director i II 1 i 1 I 1 I i 1 9 9 9 i r 1 a I 1 2 ADDENDUM NO. 1 Invitation to Negotiate(ITN)2017-015-JC Managed Print Services INVITATION TO NEGOTIATE (ITN 2017-015-JC Managed Print Services ITN ISSUANCE DATE: JULY 27, 2017 PHASE I RESPONSES DUE: AUGUST 28, 2017 @ 3:00 PM ISSUED BY: MIAMIBEACH JASON CROUCH, PROCUREMENT CONTRACTING OFFICER II DEPARTMENT OF PROCUREMENT MANAGEMENT 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139 305.673.7000 x6694 l jasoncrouch@miamibeachfl.gov TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 14 0400 PROPOSAL EVALUATION 19 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 22 APPENDIX B "NO PROPOSAL" FORM 29 APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 31 APPENDIX D SPECIAL CONDITIONS 42 APPENDIX E COST TENDER FORM 44 APPENDIX F INSURANCE REQUIREMENTS 47 APPENDIX G AGREEMENT 49 APPENDIX H MFD INSTALL LIST 50 2 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services SECTION 0200 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS 1. GENERAL. This Invitation to Negotiate (ITN) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Proposer(s) (the "contractor[s]") if this ITN results in an award. The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this ITN. Any prospective Proposer who has received this ITN by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this ITN. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City of Miami Beach is seeking proposals from qualified firm(s) to provide City departments with Managed Print Services (MPS), to assist the City in gaining control over printing output and costs, reducing paper, and converting paper-based processes (e.g., routing approvals) into automated, digital processes that streamline processes and improve productivity. The services required pursuant to this ITN may include (but not be limited to): • Provide multi-function network devices (copiers, scanners, fax machines) and network printers to meet the needs of departments; • Equip all equipment with rules based software that allows users to monitor, manage and optimize print output and reduce costs; • Provide for electronic routing and associated workflow for form creation and document approvals; • Provide exceptional help desk support, technical service, maintenance, toner supply replacement and other consumables (excluding paper); • Manage all network printers in the same/similar manner; • Conduct a thorough assessment to determine appropriate equipment for each functional area of the City; • Design a roadmap to printing costs while meeting the operational need; • Proactively identify and address potential printing problems and replenish supplies before stakeholders are negatively affected; • Assist the City in reducing environmental footprint through printing less paper, consuming less energy, generating fewer greenhouse gases and keeping waste out of landfills; • Assign dedicated account representatives as mutually agreed upon by the City and the contractor. 3 ) Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Proposals received pursuant to this ITN will be evaluated in a two-phased process (Phase I and Phase II) in accordance with Section 0400. I. Phase I will consider proposer qualifications only. Best qualified proposers may be authorized to continue onto Phase II. Following Phase I evaluation, the City Manager may authorize all firms to be eligible for Phase II or may submit a recommendation to the City Commission to short-list a number of best qualified firms. Following an authorization from the City to continue onto Phase II, short-listed firms shall complete an assessment of City needs relating to managed print services in order to prepare its technical proposals, in accordance with Section C3, Technical Specifications, Appendix C. The cost of the assessment shall be borne by the short-listed firms. II. Phase II will consider technical proposals (equipment/software, approach and methodology, maintenance and operations plan) and cost proposal. Following the City Commission's approval of the City Manager's recommendation, the Administration may negotiate with one or more selected proposer(s), including simultaneous negotiations if more than one proposer is approved by the City Commission. 3(a). PHASE I ANTICIPATED ITN TIMETABLE. The tentative schedule for this solicitation is as follows: ITN Issued JULY 27, 2017 Pre-Proposal Meeting AUGUST 14, 2017 at 10:00 AM Deadline for Receipt of Questions AUGUST 18, 2017 at 5:00 PM Responses Due AUGUST 28, 2017 @ 3:00 PM Evaluation Committee Review TBD Proposer Presentations N/A 3(b). PHASE II ANTICIPATED ITN TIMETABLE.The tentative schedule for this solicitation is as follows: ITN Issued TBD Pre-Proposal Meeting TBD Deadline for Receipt of Questions TBD Responses Due TBD Evaluation Committee Review TBD Proposer Presentations TBD Tentative Commission Approval Authorizing TBD Negotiations Contract Negotiations TBD 4 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: • Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000 x6694 jasoncrouch(a,miamibeachfl.gov The proposal title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than seven (7) calendar days prior to the date proposals are due as scheduled in Section 0200- 3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. Balance of Page Intentionally Left Blank 5 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or site visit(s) may be scheduled. A Pre-PROPOSAL conference will be held as scheduled in Anticipated ITN Timetable section above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue,3RD Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 5804578 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this ITN expressing their intent to participate via telephone. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre- submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase. Any prospective proposer who has received this ITN by any means other than through PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this ITN. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated ITN Timetable section. 7. CONE OF SILENCE. This ITN is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado a(�miamibeachfl.gov Balance of Page Intentionally Left Blank 6 1 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: http://web.miamibeachfl.qov/procurement/scroll.aspx?id=23510 • CONE OF SILENCE CITY CODE SECTION 2-486 • PROTEST PROCEDURES CITY CODE SECTION 2-371 • DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 • CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487 • CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES CITY CODE SECTION 2-488 • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS CITY CODE SECTION 2-373 • LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2-407 THROUGH 2-410 • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES CITY CODE SECTION 2-374 • FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS,FAVORS&SERVICES CITY CODE SECTION 2-449 9. PUBLIC ENTITY CRIME. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 10. COMPLAINCE WITH THE CITY'S LOBBYIST LAWS. This ITN is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their responses, in the event of such non-compliance. 11. DEBARMENT ORDINANCE: This ITN is subject to, and all proposers are expected to be or become familiar with, the City's Debarment Ordinance as codified in Sections 2-397 through 2-406 of the City Code. 12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This ITN is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their responses, in the event of such non-compliance. 13. CODE OF BUSINESS ETHICS. Pursuant to City Resolution No.2000-23879, the Proposer shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. 7 ) Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 14.AMERICANS WITH DISABILITIES ACT(ADA). Call 305-673-7490 to request material in accessible format; sign language interpreters (five (5) days in advance when possible), or information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673- 7000, Extension 2984. 15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Proposers through PublicPurchase. 16. PROTESTS. Proposers that are not selected may protest any recommendation for selection of award in accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2- 370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest not timely made pursuant to the requirements of the City's Bid Protest Ordinance shall be barred. 17. Omitted Intentionally 18. VETERAN BUSINESS ENTERPRISES_PR EFERENCE. Pursuant to City Code Section 2-374, the City shall give a preference to a responsive and responsible Proposer which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or contractual services for the lowest responsive proposal amount (or in this ITN, the highest proposal amount). Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest proposal pursuant to an ITN or oral or written request for quotation, and such proposals are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation may be citywide or by corridor(s), as deemed by the City Manager to be in the best interest of the City. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2)Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation,judgment, experience and efficiency of the Proposer. (4)The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 8 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer(s) in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 21. Postponement/Cancellation/Acceptance/Rejection. The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this ITN; postpone or cancel, at any time, this ITN process; or waive any irregularities in this ITN, or in any responses received as a result of this ITN. Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred twenty (120) calendar days after proposal opening date. A proposer may withdraw its proposal after expiration of one hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to the Department of Procurement Management prior to award of the contract by the City Commission. 22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 23. COSTS INCURRED BY PROPOSERS.All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City. 24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 24. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this proposal must be accompanied by a Material Safety Data Sheet(MSDS)which may be obtained from the manufacturer. 25. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a proposer's history of citations and/or violations of environmental regulations in investigating a proposer's responsibility, and further reserves the right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the City. Proposer shall submit with its proposal, a complete history of all citations and/or violations, notices and dispositions thereof. The non-submission of any such documentation shall be deemed to be an affirmation by the Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation or violation which proposer may receive after the proposal opening date and during the time of performance of any contract awarded to it. 9 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 26. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 27. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this ITN. Failure to do so will be at the Proposer's risk and may result in the Proposal being non-responsive. 28. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be consistent with Purchase Order format. 29. COPYRIGHT, PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 30. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. 31. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a material breach of this contract. Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the Proposer, or its officers, employees, contractors, and/or agents,for failure to comply with applicable laws. 32. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 33. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. 10 1 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 34. DEMONSTRATION OF COMPETENCY. The city may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) in making an award that is in the best interest of the City, including: A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract. B. Proposals will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this solicitation. C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this solicitation. D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require Proposer s to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. 35. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person, company or corporation, without the prior written consent of the City. 36. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and inspection fees required to complete the work and shall comply with all applicable laws. 37. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 38. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 39. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this solicitation; then B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then C. The solicitation; then D. The Proposer's proposal in response to the solicitation. 11 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 40. INDEMNIFICATION. The Proposer shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the contractor or its employees, agents, servants, partners, principals or subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. 41. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 42. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 43. OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this ITN (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance. 44. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. 12 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 45. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 46. EXCEPTIONS TO ITN. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this ITN, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to (as said term and/or condition was originally set forth on the ITN). 47. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 48. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers at any time during the ITN solicitation process, unless otherwise noted herein. 49. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ("items"), it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s) that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a Purchase Order(or Change Order if Purchase Order already exists). In some cases, the City may deem it necessary to add additional items through a formal amendment to the Contract, to be approved by the City Manager. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. Balance of Page Intentionally Left Blank 13 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. LATE BIDS. Proposals are to be received on or before the due date established herein for the receipt of Proposals. Any Proposal received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. Proposals that do not include the required information will be deemed non- responsive and will not be considered. 4. PHASE I RESPONSE FORMAT (QUALIFICATIONS). _Proposers should take caution to include all the information requested to be included in each Tab of its proposals. Proposals that do not include the requested information or that are not organized in the manner requested, may be deemed non-responsive and may not be considered. TAB 1 Cover Letter& Minimum Qualifications Requirements 1. Cover Page, Letter, and Table of Contents. The cover letter must indicate Prime Proposer and be signed by an authorized representative of the firm. 2. Appendix A. Provide Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. The Certification, Questionnaire & Requirements Affidavit (Appendix A) must be signed by the Prime Proposer. TAB 2 Qualifications of Prime Proposer 1. Minimum Requirements (Phase 1). Submit verifiable information documenting compliance with the Minimum Requirements in Appendix C1.1, Page 32, of the ITN. 2. Organizational Narrative and Chart. Submit an organizational narrative and chart indicating, at a minimum, the following: a. Company Information. Provide background information, including company history/organizational structure, years in business, primary products/services, number of employees, and any other information communicating organizational capabilities and experience. b. Organizational Leadership. Indicate proprietorship, principals, regional and area managers, and top administrative leadership. Describe to the extent any of these will be involved in the project, and those assigned directly to the City of Miami Beach. 3. Similar Experience and References. Provide a summary of at least five (5) projects, in progress or completed within the last five (5) years, in process or completed within the Projects, similar to the scope and size of this 14 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services ITN, which documents expertise, competence, capability, and capacity in, and record producing quality work on projects of comparable size and scope to the Project. For each project include: 4. Project name and location 5. Project description and scope 6. Project cost 7. Contract method 8. Company's role (prime contractor, sub-contractor, etc.) 9. The names of the key project managers highlighting any individuals who will be engaged on this project. 10. Industry Leadership. Submit any documentation, including awards and recognitions, that documents that the Proposer is an industry leader in managed print services/document management. 11. Financial Capacity. Each proposer shall, upon request of the City, arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the Procurement Contact named herein. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https:l/supplierportal.dnb.com/webapp/wcslstores/servlet/SupplierPortal?storeld=11696 For assistance with any portion of the SQR submittal process, contact Dun &Bradstreet at 800-424-2495. TAB 3 Qualifications of Key Project Personnel and Sub-contractors 1. Qualifications of Key Project Personnel. For each key project personnel included in the organizational chart provide role in the project, job descriptions, years of experience, area of expertise, resumes, and two (2) prior client references for which that individual has had responsibility within the last five (5) years. Individual member(s) of the team should provide copies of any related industry certifications and license(s). The information shall include: Key Project Personnel (at a minimum) shall include: a. Primary Project Manager and/or Regional Operations Manager b. Secondary Project Manager and/or District Sales/Operations Manager c. Operations Manager(s) d. Service and Maintenance Manager(s) 2. Sub-Contractors. Submit a detailed list of all major sub-contractors proposed to be utilized on the project. For each sub-contractor submit a list of key personnel and references for the firm. Note: After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years and Dun and Bradstreet reports). Balance of Page Intentionally Left Blank 15 1 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 5. SHORT-LISTING. The City may short-list a number of best qualified proposers (at the discretion of the City) to be considered for Phase II — Technical Proposals. Proposers that are not short-listed will receive no further consideration. If all responsive proposals received are determined by City Manager to be qualified for Phase II, Phase II may proceed without interruption or additional approvals following Phase I. Otherwise, the City Manager may submit a recommendation to the City Commission to short-list one or more proposers at the conclusion of the Phase I evaluation. Following City Manager or City Commission approval of short-listed proposers pursuant to Phase I of the ITN, the short-listed proposers will be allotted approximately 30 days to conduct assessments and prepare Phase II submittals for the Project. a. Following Phase I short-listing and prior to receipt of proposals pursuant to Phase II, the City may issue further information and clarifications via Addenda to the short-listed proposers, including (but not limited to) any amendments to the aforementioned reports, cost tender form, form of contract, and other informational items or requirements necessary for the short-listed proposers to submit its Phase II proposals. b. Additionally, the City may conduct a pre-submittal conference with short-listed proposer to facilitate project understanding and consider any project specific questions from the short-listed proposers. 6. PHASE II RESPONSE FORMAT (TECHNICAL PROPOSALS). Proposers should take caution to include all the information requested to be included in each Tab of its proposals. Proposals that do not include the requested information or that are not organized in the manner requested, may be deemed non-responsive and may not be considered. TAB 1 Approach and Methodology of Technical Proposal The Technical Proposal shall document proposer's approach and methodology to understanding the City's needs, recommended implementation strategy, equipment, materials and delivery. The Technical Proposal shall be developed using narratives, tables, charts, and manufacturer's schematics, as appropriate. The technical proposal shall be in sufficient detail to allow the City to evaluate its compliance with the ITN requirements contained herein. At a minimum, include the following: 1. Minimum Requirements (Phase 2). Submit verifiable information documenting compliance with the Minimum Requirements in Appendix C1.2, Page 32, of the ITN. 2. Equipment I Software. Provide detailed technical documentation for all equipment and software proposed to be used. 3. Detailed Project Scope of Work and Deliverables. a. Describe the approach and results of the City's requested needs assessment, including what was discovered, include specific recommendations for MFD and MFP, and how the proposer will efficiently produce the desired results of the ITN in response to their assessment of the City's needs. b. Describe the required project phases proposed to fully integrate the City, including a timeline approach by department, citywide and other stakeholder impacts anticipated by all phases of the project. c. Describe the plan to deliver and integrate sustainable options (environmentally preferable products, design, and installation) into project implementation, particularly as identified by the ITN sustainability requirements. d. Describe the proposed MPS implementation in order to achieve the City's program goals and needs. 4. Outcomes and Performance Standards. a. Identify measurable ways to improve the City's Total Cost of Ownership (TCO) in the following areas: i. Equipment consolidation ii. Equipment longevity and efficiency (Paper, toner and other supplies) iii. Current and future inventory considerations 16 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services iv. Power consumption v. Print controls b. Describe the general approach to coordinating and sustaining project performance standards through project completion, describing how the proposer will measure project development, transitions, and ensuring successful communication and satisfaction with City of Miami Beach stakeholders. 5. Schedule. Provide a detailed project phasing plan and schedule, indicating the milestones timeline for each phase of the project, in terms of months from date of notice to proceed. 6. Quality Control and Risk Mitigation. a. Describe approach to effectively manage all aspects of project delivery, especially as it relates to suppliers, manufacturers' production schedules, transportation and related logistics. b. Describe potential risks and identify a risk mitigation plan. 7. Service Level Agreement. Provide a service level agreement addressing the following areas, at a minimum: a. Maintenance (e.g., full coverage, parts, service calls, scheduled maintenance, and support, help desk support, diagnostics) b. Included Supplies c. Billable Supplies d. Minimum Service Response Times/Uptime Guarantee e. Availability of Service f. Service Loaner g. Replacement Guarantee h. Quarterly Reviews 8. Value-Added Services. Provide details on any other value-added service or functionality that Proposer has included in its proposal that sets the Proposer apart from its competition, including (but not limited to) innovation, streamlining, and sustainability factors. TAB 2 Operations and Maintenance Plan The purpose of the Operations and Maintenance Plan is to ensure the project is fully functional and performs optimally from installation through completion. Provide detailed responses as to how the optimal project performance will be maintained. Provide at a minimum: a. Monitoring and managing implementation schedules. b. Ongoing training and continuous improvement approach. c. Staffing plans to fully support the City of Miami Beach. d. Preventive maintenance plan (procedures and schedules). e. Trouble shooting and corrective maintenance (repair requirements). f. Availability of parts and supplies. g. Response times to service and supplies orders. h. Performance monitoring and metrics, including periodic reports to the City. i. Proximity of local and regional suppliers, including standard lead time for orders. 17 1 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services TAB 3 Guaranteed Maximum Price (To Be Submitted in a Sealed Envelope) Actual Cost Tender Form shall be provided to short-listed firms at the conclusion of Phase I Evaluation. Balance of Page Intentionally Left Blank 18 1 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services SECTION 0400 PROPOSAL EVALUATION PHASE I EVALUATION PROCESS 1. Two Step Evaluation. The evaluation of responsive proposals in Phase 1 will proceed in a two-step process. The first step (Step 1) will consist of the qualitative criteria listed below to be considered by the Evaluation Committee. The second step (Step 2) will consist of quantitative criteria established below to be added to the first step scores by the Procurement Department. 2. Step 1 Evaluation (100 Points). An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. The evaluation of proposals will proceed in a two-step process as noted below. It is important to note that the Evaluation Committee will score the qualitative portions of the proposals only. In doing so, the Evaluation Committee may: • review and score all proposals received, with or without conducting interview sessions; or • review all proposals received and short-list one or more Proposers to be further considered during subsequent interview session(s) (using the same criteria). Proposers will be evaluated on the following Weighted Criteria: Criteria Description Points Qualifications of Prime Proposer 50 Qualifications of Ke Pro'ect Personnel 50 Maximum Points 100 3. Step 2 Evaluation (5 Points). Following the results of Step 1 Evaluation Qualitative criteria, the proposers may receive additional points to be added by the Procurement Department to those points earned in Step 1, as follows. • Veterans and State-Certified Service-Disabled Veteran Business Enterprise (5 points) Balance of Pape Intentionally Left Blank 19 l Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 4. Determination of Phase I Ranking. Numeric scores assigned in Phase I, Steps 1 and 2, will be converted to rankings in accordance with the following example: Proposer Proposer Proposer A B C Step 1 Points 82 76 80 Step 2 Points 0 5 0 Committee Total 82 81 80 Member 1 Rank 1 2 3 Step 1 Points 90 86 72 Step 2 Points 0 5 0 Committee Total 90 1 72 Member 2 Rank 2 1 3 Step 1 Points 78 74 80 Step 2 Points 0 5 0 Committee Total 78 79 80 Member 2 Rank 3 2 1 Low Aggregate Score 6 5 7 Phase I Ranking 2 1 3 5. Short-listing. The City may short-list a number of best qualified proposers (at the discretion of the City) to be considered for Phase II — Technical Proposals. Proposers that are not short-listed will receive no further consideration. If all responsive proposals received are determined by City Manager to be qualified for Phase II, Phase II may proceed without interruption or additional approvals following Phase I. Otherwise, the City Manager may submit a recommendation to the City Commission to short-list one or more proposers at the conclusion of the Phase I evaluation. Following City Manager or City Commission approval of short-listed proposers pursuant to Phase I of the ITN, the short-listed proposers will be allotted approximately 30 days to conduct assessments and prepare Phase II submittals for the Project. a. Following Phase I short-listing and prior to receipt of proposals pursuant to Phase II, the City may issue further information and clarifications via Addenda to the short-listed proposers, including (but not limited to) any amendments to the aforementioned reports, cost tender form, form of contract, and other informational items or requirements necessary for the short-listed proposers to submit its Phase II proposals. b. Additionally, the City may conduct a pre-submittal conference with short-listed proposer to facilitate project understanding and consider any project specific questions from the short-listed proposers. 20 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services PHASE II EVALUATION PROCESS The Phase II evaluation process shall be completed by a Technical Review Committee, appointed by the City Manager,who may be different than the Evaluation Committee,who shall meet to evaluate each short-listed response and technical package in accordance with the criteria established below. In doing so, the Evaluation Committee will: a. Interview short-listed proposers, if deemed necessary. b. Receive input from a Technical Review by City Staff, and other City advisors. c. Score proposers utilizing the Evaluation Criteria. Proposers will be evaluated on the following criteria (100 maximum possible points): Criteria Description Points Approach and Methodology of Technical Proposal 35 Operations and Maintenance Plan 35 Cost Profosal* 30 Maximum Points 100 *Sealed Cost Proposals will be opened by the Procurement Department, reviewed for responsiveness and revealed at the conclusion of the review of Technical Proposals by the Evaluation Committee. Each proposed GMP shall be scored as follows: Sample Objective Formula for Cost Example Maximum Formula for Calculating Points Lump Allowable Points (lowest cost I cost of proposal Vendor Sum (Points noted are for being evaluated X maximum Total Points Price illustrative purposes allowable points=awarded points) Awarded only.Actual points Round to are noted above.) Vendor A $100.00 20 $1001$100 X 20=20 20 Vendor B $150.00 20 $1001$150X20=13 13 Vendor C $200.00 20 $100/$200 X 20= 10 10 Final Ranking is presented to the City Manager for further due diligence and recommendation to the City Commission. Final Ranking does not constitute an award recommendation until such time as the City Manager has made his recommendation to the City Commission, which may be different than final ranking results. 21 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX A C BMIAMI Proposal Certification , Questionnaire & Requirements Affidavit ITN 2017-077-JC Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 22 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Solicitation No: Solicitation Title: ITN 2017-015-JC Managed Print Services Procurement Contact: Tel: Email: JASON CROUCH 305-673-7000 X6694 jasoncrouch@miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: No of Years in Business: No of Years in Business Locally: OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE: ZIP CODE: TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal information,applicable licensure, resumes of relevant individuals, client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. 23 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose, in their Proposal,the name(s)of any officer,director,agent,or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension, Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non- erformance by an ublic sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Department of Procurement Management with its proposal/response or within five(5)days upon receipt of request. The Code shall, at a minimum, require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at www.miamibeachfl.gov/procurement/. 24 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 7. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, Proposers shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below: • Commencing with City fiscal year 2012-13(October 1,2012),the hourly living rate will be$11.28/hr with health benefits,and$12.92/hr without benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution, elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal, under which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is available at www.miamibeachfl.gov/procurement/. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to domestic partners of employees? YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. 25 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 9. Public Entity Crimes.Section 287.133(2)(a), Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals, proposals,or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor,or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Non-Discrimination. Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code, including the blacklisting, divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color, national origin,religion,sex, intersexuality,gender identity,sexual orientation, marital or familial status,age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices, and standards that are consistent with the City's Fair Chance Ordinance, set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement,in addition to any damages that may be available at law and in equity. Balance of Page Intentionally Left Blank 26 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 13. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City")for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation, express or implied,as to its content, its accuracy, or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement 27 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposers Authorized Representative: Title of Proposer's Authorized Representative: Signature of Proposers Authorized Representative: Date State of FLORIDA ) On this day of ,20_,personally appeared before me who County of ) stated that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of Florida My Commission Expires: 28 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX B trA MIAMI BEACH " N o Proposal " Form ITN 2017-015-JC Manaced Print Services PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 Note: It is important for those vendors who have received notification of this solicitation but have decided not to respond, to complete and submit the attached "Statement of No Proposal." The "Statement of No Proposal" provides the City with information on how to improve the solicitation process. Failure to submit a "Statement of No Proposal" may result in not being notified of future solicitations by the City. 29 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Statement of No Proposal WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW: Workload does not allow us to proposal _Insufficient time to respond Specifications unclear or too restrictive Unable to meet specifications _Unable to meet service requirements _Unable to meet insurance requirements _Do not offer this product/service _OTHER. (Please specify) We do_ do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ATTN: Jason Crouch PROPOSAL#2017-015-JC 1755 Meridian Ave, 3rd Floor MIAMI BEACH, FL 33139 30 1 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX C MIAMI BEACH Minimum Requirements & Specifications ITN 2017-015-JC Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 31 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Cl. • Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit, with its proposal, the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to include the required submittals with its proposal or fail to comply with minimum requirements shall be deemed non-responsive and shall not have its proposal considered. FOR PHASE I (QUALIFICATIONS) ONLY 1. Proposer shall have a minimum of five (5) years' continuous experience providing managed print solution services and equipment to County, City, governmental organizations, public entities, and/or institutions of higher education, with a minimum of 1,500 employees each. Submittal requirements: The proposer shall provide two (2) client references for the past five (5) years for which the proposer has provided managed print solution services for governmental and/or commercial accounts. For each client reference submitted, the following information is required: 1) Client's Name and Year(s) Contracted; 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email, 6) Narrative on Scope of Services provided, 7) Number of Employees. FOR PHASE II (TECHNICAL PROPOSALS) ONLY 2. The proposer must be authorized by the manufacturer to sell and service all devices and software proposed under this ITN. In addition, the contractor(s) must be certified as an authorized warranty delivery partner for each manufacturer. Submittal requirements: The proposer shall provide a letter(s) of authorization and/or certification from the original equipment manufacturer(s) (OEM), which identifies the proposer as duly authorized to provide sales, services, and warranty on the specified manufacturer's product line. C2. Statement of Work Required. The City of Miami Beach is seeking qualified vendor(s) to provide City departments with Managed Print Services (MPS), to include but not limited to, supplying and managing a new fleet of leased Multi-Function Devices (MFD), managing City-owned networked and local printers, in order to provide document management, electronic form creation, volume reporting, rules-based printing, related software installation, configuration, proximity swiping capabilities, and customer service. Furthermore, the City intends for the successful vendor(s) to deliver, install, integrate, maintain, service, train, repair, inspect, supply and manage consumables, label devices, and provide asset inventory control for all of the City's networked and non-networked fleet. Additionally, the vendor(s) shall provide to the City of Miami Beach Multi-Function Devices (MFD), of the most current manufacturer's models, and shall include delivery, integration, installation, configuration, training, service, maintenance, software, toners and related consumables. All devices and equipment must be new and currently in production, and no refurbished or newly remanufactured devices or equipment shall be accepted. 32 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Prior to proposal submittal, and to be included in said proposal, proposers shall provide a comprehensive, and independent citywide needs assessment of user-groups, analyzing their business processes, with an emphasis on digitizing forms, signatory approvals and creating intelligent workflows. The overall objective for this engagement is to create efficiencies that will simultaneously yield both a print and copier management solution which meets all of the City's current needs, as well as providing a layer of intelligence that will align with the City's "Green" initiatives for environmental sustainability, while also lowering the total cost of ownership (TOO), carbon footprint and peripheral waste. C3. Technical Specifications. I. Assessment Phase During Phase II, the City shall require all proposers to perform an onsite, independent, and comprehensive assessment of printing, copying, scanning and faxing habits of the City's user community using known, low resource consuming and zero risk print collection applications. The City will allow onsite assessments to take place, with prior arrangement and authorization by City staff, and prior to proposal submission deadline, as identified within the timetable of the ITN. Assessments may not begin until such time as the Phase II is issued by the City, and shall be completed prior to the deadline for receipt of proposals. Pursuant to the assessment, the proposer shall identify measurable ways to improve the City's Total Cost of Ownership (TOO), and include in their proposal submission, the following minimum areas: a) Equipment consolidation b) Equipment longevity and efficiency(Paper, toner and other supplies) c) Power consumption II. MFD General Requirements The following information is for the minimum MFD requirements: 1. MFD shall have the same user interface across all models proposed. Different brands will not be accepted. 2. MFD shall be able to print to a mailbox and able to store at least 100 users for each MFD supplied by vendor(s). 3. MFD shall have a secure print option that is tied to an Active Directory user account accessible via the HID badge swipe or by manually entering the user ID and password. 4. MFD shall have the option to add envelope feeders supplied as a separate tray. 5. MFD shall have a web interface available for the management of all features. 6. MFD must be able to scan to the City network shares and/or email addresses. 7. MFD must have the ability to transmit copy counts electronically to the awarded vendor(s). 8. MFD main menu screen, buttons, and background should have the ability to be customized to suit any environment. 9. MFD shall be equipped with hard drive data erase feature. This feature will include the ability to configure the MFD to perform a secure data wipe at the conclusion of each print job. 33 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 10. MFD and printers shall have all preventative maintenance included in with pricing. 11. MFD should be equipped with USB ports for walk-up printing. 12. All MFD shall be able to copy, fax, print, and scan. 13. Digital copiers shall use plain cut sheet bond paper in at least three sizes: 8 1/2" x 11" and 81/2"x 14" and 11"x 17". 14. MFD shall be able to scan 11"x 17"sheets of paper. 15. MFD shall not utilize any supplies which pose safety hazard(s) to personnel or facilities. Any supplies that require special handling and/or storage are considered to pose a hazard. Furnished digital copiers shall not contain any asbestos or polychlorinated biphenyls (PCBs). 16. MFD prints must be facedown exit for added security. 17. One (1) copy of the operator's manual shall be furnished with each MFD supplied. 18. MFD must have the ability to print monthly reports listing print and copy usage of printer/copier by individual, group, or department. 19. MFD shall have the option to scan documents to email and network shares and the option to choose the type of file you want the document scanned into—PDF, TIFF, etc. 20. If any MFD requires a universal power supply it will be supplied at the vendor(s)'s expense. 21. In the event an MFD reaches the end of its life during this contract the contractor will provide the City a like unit as a replacement to fulfill the terms of the contract. 22. MFD shall be equipped with the following stapler mode options: corner (upper left and upper right), no less than 100 sheets [20 bond] double (left, right, and top), and saddle staple (no less than 25 sheets [20 lb. bond]) Saddle staple unit must also fold booklets. 23. Digital color MFD shall have capability of printing on paper weights from 16-lb. bond to 110-lb. cover (approximately 300 gsm) in at least five sizes: 5.5" x 8.5", 8.5" x 11", 8.5" x 14", 11"x 17", and 12"x18". 24. MFD shall include a three-hole puncher unit option. III. MPS General Requirements The following items are the minimum MPS requirements, and the MPS program shall include the following: 1. The expectation is that a printer/MFD management software will control all features of the printing and MFD settings and reporting. 2. Web interfaces available for management of all features. Each division/department should have a trained division/department lead to monitor and update these settings via the web interface. 3. Training must be provided to each City department/division by location as needed once the contract is executed and new devices are moved into each area. 4. Training for IT enterprise level needs, and driver configuration/reporting/dept. ID, etc. 5. Each department must have training on proper toner cartridge replacement procedures for all models of MFD provided. 6. Proposer shall be responsible for the delivery and inventory levels of consumables. Consumables will be delivered to each department where MFDs are located. 34 I Invitation to Negotiate (ITN) 201 7-01 5-JC Managed Print Services 7. Vendor(s) shall be able to provide the City with reports on cost savings with MPS implementation. 8. The Proposer must review with each department the printing needs for each area before equipment is ordered to help right-size MFD devices and current printers deployed. 9. Consolidation of printer fleet is the goal of the MPS and should be appropriately addressed in the submitted proposal. 10. Vendor(s)will be responsible for assisting the City's IT Department for installing and setting up software. 11. Vendor(s) shall provide high level training to the IT staff on the functionality of software. 12. Support for all hardware-related issues must be available Monday—Friday, 8 a.m.-5 p.m., with a four-hour(4) minimum service response time. IV. Document Management and Form Creation The City anticipates between 30 and 50 paper forms to be digitized for the use of all 2,000 City employees. Examples of Departments with specific needs include, but are not limited to: a) Procurement b) Finance c) Mayor's Office d) City Attorney's Office e) City Manager's Office f) Information Technology g) Fleet h) Property Management i) City Clerk j) Parking The specific form will include interdepartmental requests with minimum two-phased digital signature approval workflows using our Microsoft Active Directory (LDAP) Domain as the central secure authentication method. This initial number of documents would likely grow after implementation, therefore the City would like to be proposed a rack rate for the forms creation after the initial engagement. The City currently uses Laser Fiche as the primary document management system. The awarded vendor(s) will be tasked to assist us in continuing to grow this investment and leverage the native form creation tools provided by Laser Fiche. Likewise, the City requires integration of these documents into our existing hosted Microsoft SharePoint solution. Please note, the awarded vendor(s) is required to use industry standard formats such as XML, HTML, and PDF. No proprietary file types, plug-ins or protocols will be accepted. V. Fleet Software Management The vendor(s) shall provide a software system for management of the fleet. This shall be included in the service agreement within the proposal submitted. It is our expectations to monitor the equipment internally for uptime and pending service requests. The application or "Dashboard" should provide visibility to current and historical issues for each device along with serial number, IP address, toner levels, copy/print counts and error codes. It is expected that the vendor(s)' support 371 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services team is viewing the same information and should be able to address maintenance issues pro- actively and collaboratively. VI. Equipment and Parts All equipment must be new and unused, satisfactorily meeting industry standards. The City of Miami Beach reserves the right to reject and require the return, at the vendor(s)' expense, of any and all components which are defective or fail to comply with the specifications of this ITN, including those deemed to have recurring or chronic issues. Vendor(s) shall use all OEM parts. Used parts will not be accepted except as an emergency repair to maintain uptime or unless otherwise specified in the ITN, and shall be promptly replaced once OEM part(s) become available. Parts shall be available for replacement within one (1) business day of initial diagnosis. It is also expected that all equipment moves be performed within one (1) business day, following notification by the City of Miami Beach. All equipment moves/relocations shall be at no charge. This includes removal, re-install, testing, and training. Add-ons and changes will be delivered within one (1) week of the order being placed by a City division or department. VII. Training The vendor(s) shall develop and conduct on site Operational Training session(s) and Maintenance Training session(s) to allow the City's personnel to become knowledgeable with the solution and the operation and maintenance of the equipment in conjunction with the time of deployment. These times and dates will be decided based on the logical rollout of equipment. VIII. Transition and Logistics The vendor(s) will be responsible for the removal and proper disposal of the existing equipment. In addition, the vendor(s) will be expected to house all new and used equipment in an offsite staging area. At no time will the City provide temporary housing or storage of uninstalled equipment. Please be advised that the City will not take delivery of any equipment unless it is scheduled for installation on the same day. IX. Maintenance Services and Support The following points are the minimum maintenance/service requirements: 1. The vendor(s) must demonstrate, in detail, how they will achieve a proactive equipment support workflow. 2. The vendor(s) should have a verifiable first time fix rate of greater than 90%. This means in over 90% of all service calls, the tech was able to fix the printer in the first visit. 3. The vendor(s) shall have a program in place for those situations where it takes an extended amount of time to complete a repair, and shall identify such program in their proposal. 4. Proposer must perform full-service support for all copiers/printers supplied in response to the ITN. 36 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 5. Proposer must provide full-time 24-hour, ongoing telephone support for those questions that require immediate response. This phone access must be available to the City at no additional charge for as long as the proposer is maintaining the equipment. 6. Proposer must perform all preventative maintenance services on all devices at the manufacturer's suggested intervals, at no additional cost to the City. 7. Proposer must use all Original Equipment Manufacturer (OEM) parts, including toner. Non OEM or used parts will not be to repair any MFD or printer accepted except as an emergency repair to maintain uptime, and shall be immediately replaced with OEM parts upon availability. 8. All service technicians must be certified to service the equipment proposed factory trained by the OEM, and be permanently on staff with successful proposer (no brokers or subcontractors). 9. Proposer must provide quarterly electronic (Excel) service reports to the City to include at a minimum: a) Equipment ID No., Serial No., Make, Model, and meter reading. b) Date and time of issue resolution. c) End user error report. d) Services performed and parts used. e) Regular preventative maintenance services performed. f) Copies between calls on all equipment. g) Average service response time. 10. Consumable supplies shall be delivered within 24 hours (8 a.m. to 5 p.m., Monday through Friday) of order, regardless of City division or department location. 11. Service logs shall be documented by the service technician and stored on each machine. 12. When device repair is unable to be completed within 48 hours, vendor(s) shall place a device with similar printing capabilities as the printer under repair, or keep a spare model on-site for such situations, and shall notify the user-department of the repair plan. 13. The vendor(s) shall be equipped with all parts and consumables necessary for repair of the City's fleet in order to maintain required on-site response times. 14. Vendor(s) shall provide the following reports in both electronic and paper format. Theses shall be provided at least quarterly, and upon request: a) Volume Trends b) Device Utilization c) Device Aging d) Problematic Devices 15. The City requires a dedicated support team to service and maintain the full fleet of MFD and production printing system machines. 37 , Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 16. On-site response time for maintenance, repairs, and support shall occur within the following days and times: • Normal Business Hours: Monday through Friday 8:00 AM to 5:00 PM (excluding City holidays) response within three (3) hours of notification by the City. • Weekend Coverage: Saturday through Sunday (including Monday on long holiday weekends), response time shall be within four(4) hours of notification by the City, and shall also be required for special events upon notification by the City. • Exceptions to Weekend Coverage: A critical response time of two (2) hour shall apply on weekends to include all Fire Houses, Emergency Operations Center, Mayor's Office and Police Department Station and sub-stations, upon notification by the City. X. Toner Service 1. Toner should be delivered proactively to each site as needed so that there is never a need to request additional cartridges. 2. The vendor(s) must maintain (no more than) two cartridges of each model (and color) at all times for both sites. 3. The City expects toner to be replaced regularly by the technician to reduce or eliminate completely, the need for City staff interaction with this process. XI. Sustainability Requirements 1. All MFD supplied will be new, U.L. listed, ENERGY STAR compliant and EPEAT registered (Gold, Silver or Bronze). Demonstrator MFD are considered used and should be noted as such for the purpose of this proposal. In addition, all MFD supplied at the time of initial installation will be current models of modern technology using dry toner, and in current production. 2. All MFD shall have ozone emissions that meet the Underwriters Laboratories UL867 Standard of June 22, 2007. 3. Vendor(s) must follow EPA's recommendations for environmentally preferable devices including but not limited to recommendations that devices be designed to: 4. Eliminate or minimize emissions of ozone, dust, and volatile organic chemicals (VOCs) such as styrene; 5. Use an organic photoreceptor or avoid the use of hazardous materials such as arsenic, cadmium or selenium; 6. Not use wet processing technology; 7. Contain materials made with recycled content; and/or 8. Include the remanufacturing and reuse of parts. 9. All MFD must have a Disk Sanitization Feature installed on the MFD that will allow the office to delete/erase any stored image on the MFD's hard drive. 10. Proposals are to include complete descriptive literature showing specifications of equipment offered. Literature must contain information on electrical and space requirements, as well as 38 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services provide the dimensions of the MFD with and without optional features. Measurements must include their maximum widths, with optional features and paper cassettes attached. 11. MFD must be capable of effectively handling 100% Post-Consumer Waste (PCW) paper in volume and produce clean, acceptable images using a minimum of 30% post-consumer waste recycled paper made for xerographic purposes, as well as TreeFrog Multipurpose Sugarcane Paper. 12. Vendor(s) shall discuss the maximum recycled content paper available for each print job with each designated Department Representative and encourage the use of 100% postconsumer recycled-content process chlorine free paper and/or Green Seal Certified paper when feasible, affordable, available and when it will perform the needs of the print job. www.greenseal.org/ 13. MFD must be capable of using recycled toner cartridges. 14. MFD cartridges must be capable of using soy or other vegetable based inks 15. Equipment must have the default print settings must be set to auto duplexing and Mono (B/W). 16. Equipment must have print server set to auto-delete jobs if they are not printed out within 54 hours. 17. Each MFD provided by the vendor(s) shall be expected to perform the intended functions, to operate satisfactorily and to produce acceptable copy/print/scan quality for a minimum of 96% of the time during normal business hours between 7:30 a.m. and 5:00 p.m. Monday through Friday, excluding recognized holidays, averaged over consecutive three month periods. 18. Any MFD or feature that does not meet the 96% measurement for any three (3) month periods shall be replaced with a new MFD. Such replacements will be at no-charge. This performance guarantee shall apply for the entire lease period beginning with the delivery/acceptance date of the equipment. Failure to meet the 96% uptime standard as required will cause the City to take a service credit and withhold that amount from invoices owed the vendor(s). 19. The vendor(s)will provide a comprehensive package that includes the following: a) Brand new MFD b) All firmware/software necessary to operate the MFD, including upgrades and technical support c) Setup scanning ability for color and black/white PDF, JPG, and TIFF to existing Windows Server shared folders d) Configure user department codes for prints/copies/scans e) Delivery, installation/configuration and testing f) User manuals and quick reference user guides g) A maintenance agreement covering all parts and labor for preventive and remedial maintenance, as well as part/component upgrades as released/recommended by the manufacturer h) All consumable supplies except paper i) Configurable print/copy job presets j) Easy user friendly menu interface k) Must be compatible with Windows Server 2003, 2008, and 2012 (32 bit and 64 bit) I) Must be compatible with Windows XP, Vista, Seven, Eight(32 bit and 64 bit) 39 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services m) Must be compatible with Apple OSX 10.5 and later n) Must be able to setup'and integrate with Active Directory o) Download/furnish from manufacturer, the very latest 32 bit and 64 bit drivers for each device p) Setup drivers on 32 bit and 64 bit print servers q) Must provide access to MFD graphical user interface for administrator duties r) Must allow administrators ability to perform adds, moves, changes to MFD user(s)/user group(s) s) Allow administrators ability to configure security settings t) Provide diagnostic tools for administrators to perform maintenance and troubleshooting u) Must allow administrators ability to perform copy/print meter read reports v) Must provide long term warranty for all system hardware w) Provide long term maintenance agreement x) Provide user and administrator training y) Provide service for toner collection/recycling z) Vendor(s) must provide pick-up and delivery service for all jobs submitted 20. Vendor(s) are encouraged to offer packaging which minimizes or eliminates the use of disposable containers; is made from recycled content; contains a minimum of 25% by weight of post-consumer materials; and/or meets or exceeds the minimum post-consumer content level for respective packaging in the U.S. Environmental Protection Agency Comprehensive Procurement Guidelines. 21. Price must include ongoing vendor(s) or manufacturer-managed recycling service for all toner cartridges, imaging units, waste toner bottles, developer, and drums for the duration of the time the equipment is owned/leased by the City. The recycling service shall comprise one of the following options and all recycled items shall be processed in the U.S. at a 'Responsible Recycling ("R2") Standard for Electronics Recyclers' or'e-Stewards Standard for Responsible Recycling and Reuse of Electronic Equipment' ("e-Stewards") certified recycler or recycling facility. 22. The City shall be provided with prepaid mailing labels and packaging for all used toner cartridges, imaging units, waste toner bottles, developer, and drums to be mailed back to the vendor(s), manufacturer, or designated recycling facility for recycling; OR 23. The vendor(s) shall provide the City with recycling collection containers for all toner cartridges, imaging units, waste toner bottles, developer, and drums. Upon request by the City, the vendor(s) shall pick-up the filled recycling containers for recycling. The vendor(s) shall provide the City with a recycling coordinator contact name, phone, and email address. The vendor(s)'s recycling coordinator shall be responsible for receiving and processing recycling pick-up requests by the City within three business days. 24. Trade-In and Removal of Existing Equipment: 40 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services As part of the trade-in and removal service, the vendor(s) shall provide the City with the following information: a)Date of removal; b)Description of equipment being removed, including estimated weight; c)Description of what is done with the removed equipment (by type of component if applicable). Examples possible equipment end-of-life options include remanufacturing for resale, donation, recycling, or disposal; d)Name and location of remanufacturing/recycling/donation vendor(s) and facility handling the removed equipment; e)All recycled equipment shall be processed in the U.S. through an e-Stewards or R2 certified recycling service providers or facilities. 25. Report& Data tracking: The vendor(s) shall provide the City with either a monthly report or other tracking mechanism that provides the City with data on: a)the quantity (number per type of product) of toner cartridges, imaging units, waste toner bottles, developer, and drums that are recycled through the recycling service offered by the vendor(s) or manufacturer during a specific timeframe; b)the number of copies and/or paper usage by equipment and location; c)energy usage; d)results acquired from the Environmental Defense Fund Paper Calculator http://www.edf.orq/papercalculator/ 26. The Proposer(s) will explain in the proposal how waste from the production and shipping of printed materials will be minimized. 41 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX D MIAMIBEACH Special Conditions ITN 2017-015-JC Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 42 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 1. TERM OF CONTRACT. The contract will have an initial term of three (3)years. 2. OPTIONS TO RENEW. The City, through its City Manager, will have the option to extend for two (2) additional one (1) year periods subject to the availability of funds for succeeding fiscal years. 3. EXAMINATION OF FACILITIES. Not applicable 4. INDEMNIFICATION. Provider shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Provider or its employees, agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may issue thereon. Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 5. PERFORMANCE BOND. Not applicable 6. REQUIRED CERTIFICATIONS. Not applicable 7. SHIPPING TERMS. Not applicable 8. DELIVERY REQUIREMENTS. Not applicable 9.WARRANTY REQUIREMENTS. Not applicable 10. BACKGROUND CHECKS. Not Applicable 11. SUB-CONSULTANTS. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of Consultant. 12. NEGOTIATIONS. Upon approval of selection by the City Commission, negotiations between the City and the selected Proposer(s)will take place to arrive at a mutually acceptable Agreement, including final scope of services, deliverables and cost of services. 43 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX E IS0 MIAMI BEACH Cost Tender Form Actual Cost Tender Form shall be provided to short-listed firms at the conclusion of Phase I Evaluation. ITN 2017-015-JC Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 44 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Section 1 —Certification The undersigned, as Proposer, hereby declares that the only persons interested in this proposal as principal are named herein and that no person other than herein mentioned has any interest in this proposal or in the Contract to be entered into; that this proposal is made without connection with any other person, firm, or parties making a proposal; and that it is, in all respects, made fairly and in good faith without collusion or fraud. The Proposer further declares that it has examined the site of the Work and informed itself fully of all conditions pertaining to the place where the Work is to be done; that it has examined the Contract Documents and all addenda thereto furnished before the opening of the proposals, as acknowledged below; and that it has satisfied itself about the Work to be performed; and all other required information with the proposal; and that this proposal is submitted voluntarily and willingly. The Proposer agrees, if this proposal is accepted, to contract with the City, a political subdivision of the State of Florida, pursuant to the terms and conditions of the Contract Documents and to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation, and all labor necessary to construct and complete within the time limits specified the Work covered by the Contract Documents for the Project entitled: INVITATION TO NEGOTIATE (ITN) No. 2017-015-JC MANAGED PRINT SERVICES The Proposer also agrees to furnish the required Performance Bond and Payment Bond or alternative form of security, if permitted by the City, each for not less than the total proposal price plus alternates, if any, provided in the ITN Price Form in Section 00408 and to furnish the required Certificate(s) of Insurance. In the event of arithmetical errors between the division totals and the total base proposal in the ITN Price Form, the Proposer agrees that the total base proposal shall govern. In the event of a discrepancy between the numerical total base proposal and the written total base proposal, the written total base proposal shall govern. In absence of totals submitted for any division cost, the City shall interpret as no proposal for the division, which may disqualify the Proposer. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Signature of Proposer's Authorized Representative: Date: State of FLORIDA ) On this day of , 20_, personally appeared before me who stated that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of Florida 45 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Section 2—GUARANTEED MAXIMUM PRICE (GMP) -SAMPLE Actual Cost Tender Form shall be provided to short-listed firms at the conclusion of Phase I Evaluation. ANY LETTERS, ATTACHMENTS, OR ADDITIONAL INFORMATION TO BE CONSIDERED PART OF THE PROPOSAL MUST BE SUBMITTED IN DUPLICATE. WRITTEN TOTAL: PROPOSER(Print): ADDRESS: CITY/STATE: ZIP: FEDERAL I.D.#: NAME/TITLE OF REPRESENTATIVE (Print): SIGNED: (I certify that I am authorized to execute this proposal and commit the proposing firm) 46 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX F MIAMI BEACH Insurance Requirements ITN 2017-015-JC Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 47 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services MIAMIBEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements" of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence -owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: Builders Risk completed value $ .00 Liquor Liability $ .00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty(30) days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. 48 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX G I MIAMI BEACH Agreement Actual Agreement shall be provided at Phase II meeting. ITN 2017-077-JC Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue; 3rd Floor Miami Beach, Florida 33139 49 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services APPENDIX H eA MIAMIBEACH MFD Install List ITN 2017-077-JC Manaced Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue; 3rd Floor Miami Beach, Florida 33139 50 Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services City of Miami Beach MFD Install List CMB Avg CMB Avg Install Date Item ID Color Item Desc Department Name Black Copies Copies 7/24/2012 MX-M314 3,386 - Sharp 31 PPM B/W CMB Bass Museum 7/24/2012 MX-M314 5,596 - Sharp 31 PPM B/W CMB Bass Museum 7/24/2012 MX-M314 - - Sharp 31 PPM B/W CMB Bass Museum 7/15/2014 MX-3140 2,066 7,556 Sharp 31 PPM Color CMB Building Department 6/23/2014 MX-M453 9,800 - Sharp 45 PPM B/W CMB Bldg Dept Permit Counter 7/27/2012 MX-3110 1,505 3,393 Sharp 31 PPM Color CMB Bldg Dept Admin 2nd Fl. 2/4/2013 MX-M314 2,755 - Sharp 31 PPM B/W CMB Bldg Dept Residential 2/4/2013 _ MX-M314 7,904 - Sharp 31 PPM B/W CMB B Dept Admin Plan 7/27/2012 MX-3110 8,797 5,231 Sharp 31 PPM Color CMB Bldg Dept Admin 3rd Fl. 7/30/2012 MX-M503 17,871 - Sharp 50 PPM B/W CMB Bldg Dept Permit Counter 7/27/2012 MX-M314 8,948 - Sharp 31 PPM B/W CMB Bldg Dept Records/Micro 7/27/2012 MX-M264 4,995 - Sharp 26 PPM B/W CMB Building Dept Plans Router 1/27/2016 MX-5111 - - Sharp 51 PPM Color CMB Bldg Dept E Plan Review 8/8/2016 MX-5001 - - Sharp 50 PPM Color CMB Building Dept North 7/30/2012 MX-M453 11,147 - Sharp 45 PPM B/W CMB Neighborhood Services- 7/15/2014 MX-M465 5,800 - Sharp 45 PPM B/W CMB Code Compliance 7/23/2012 MX-3110 6,637 16,223 Sharp 31 PPM Color CMB CIP Department 3rd Fl. 7/23/2012 MX-M503 7,159 - Sharp 50 PPM B/W CMB CIP Department 3rd Fl. 3/10/2014 MX-3140 6,751 6,751 Sharp 31 PPM Color CMB City Attorney 4th Fl. 8/1/2012 MX-M453 9,916 - Sharp 45 PPM B/W CMB City Attorney 4th Fl. 7/30/2012 MX-M503 13,806 - Sharp 50 PPM B/W CMB City Clerk 1st Fl. 8/1/2012 MX-M453 5,073 - Sharp 45 PPM B/W CMB City Manager 4th Fl. 5/18/2014 MX-3140 6,538 6,538 Sharp 31 PPM Color CMB City Manager 4th Fl. 5/6/2016 MX-3140N - - CMB Communications 1st Fl. 7/30/2012 MX-M453 7,803 - Sharp 45 PPM B/W CMB Community Service 1st Fl. 5/10/2017 MX-3140N - - Sharp 36 PPM Color CMB Emergency Management 7/30/2012 MX-M453 3,151 - Sharp 45 PPM B/W CMB Employee 9/16/2016 MX-M363N - - Sharp 36 PPM Color CMB Environmental& 7/31/2012 MX-M314 7,656 - Sharp 31 PPM B/W CMB Finance 3rd Fl. 7/31/2012 MX-M503 17,626 - Sharp 50 PPM B/W CMB Finance 3rd Fl. 7/26/2012 MX-M314 2,481 - Sharp 31 PPM B/W CMB Ocean Rescue MX-M453 4,598 - Sharp 45 PPM B/W CMB Fire Prevention 2nd Fl. 7/26/2012 MX-3110 3,271 3,271 Sharp 31 PPM Color CMB Fire Rescue-Fire Station- 7/15/2014 MX-3140 3,926 7,696 Sharp 31 PPM Color CMB Fire Rescue-Office of 7/26/2012 MX-M503 6,476 - Sharp 50 PPM B/W CMB Fire Station HQ 7/26/2012 MX-M314 2,080 - Sharp 31 PPM B/W CMB Fire Station HQ 7/24/2012 MX-M264 4,729 - Sharp 26 PPM B/W CMB Fleet Management 7/24/2012 MX-M264 2,175 - Sharp 26 PPM B/W CMB Fleet Management 7/3/2014 MX-M503 15,325 - Sharp 50 PPM B/W CMB Human Resources 3rd Fl. 7/26/2012 MX-M503 19,367 - Sharp 50 PPM B/W CMB Human Resources Dept 3rd 9/15/2014 MX-M314 - - Sharp 31 PPM B/W CMB Human Resources Dept 3rd 3/10/2014 MX-M264 - - Sharp 26 PPM B/W CMB IT Department 4th Fl. 5/25/2012 MX-M264 1 - Sharp 26 PPM B/W CMB IT Department 4th Fl. 5/25/2012 MX-M314 2,090 - Sharp 31 PPM B/W CMB IT Department 4th Fl. 10/20/2016 MX-4111N - - Sharp 41 PPM Color CMB Information Tech Suite 10/20/2016 MX-4111N - - Sharp 41 PPM Color CMB Information Tech Suite 8/2/2012 MX-M264 2,526 - Sharp 26 PPM B/W CMB Mayor&Commission 7/31/2012 MX-M314 19,158 - Sharp 31 PPM B/W CMB OBPI Budget-Performance 2/4/2013 MX-3110 9,207 8,162 Sharp 31 PPM Color CMB Parking(Finance)1st Fl. 7/16/2012 MX-M314 4,664 - Sharp 31 PPM B/W CMB Parking-Cust Svc 1st Fl. 7/16/2012 MX-M264 6,552 - Sharp 26 PPM B/W CMB Parking-Back Office 2nd 7/16/2012 MX-3110 4,215 5,681 Sharp 31 PPM Color CMB Parking-Copy Room 2nd 10/4/2012 MX-M264 5,592 - Sharp 26 PPM B/W CMB Parking-Reception 2nd Fl. 7/18/2012 MX-M264 405 - Sharp 26 PPM B/W CMB Parking-Meter Techs 2nd 7/18/2012 MX-M264 2,361 - Sharp 26 PPM B/W CMB Parking-Sign Shop 1st Fl. 7/18/2012 MX-M264 455 - Sharp 26 PPM B/W CMB Parking Dept-Off-Street 7/18/2012 MX-M264 10,757 - Sharp 26 PPM B/W CMB Parkin Enforcement 42nd 10/5/2015 MXM-363N - - Sharp 36 CPM CMB ming Anchor Garage 7/19/2012 MX-M264 2,315 - Sharp 26 PPM B/W CMB Normandy Shores Golf Club 7/19/2012 MX-M264 251 - Sharp 26 PPM B/W CMB Normandy Shores Golf Club 7/18/2012 MX-M314 2,531 - Sharp 31 PPM B/W CMB Parks&Recreation Golf 7/18/2012 MX-M264 332 - Sharp 26 PPM B/W CMB Parks&Recreation Golf 7/18/2012 MX-M314 3,548 - Sharp 31 PPM B/W CMB Parks&Recreation 7/23/2012 MX-M314 6,343 i - sharp 31 PPM B/W CMB Parks&Recreation North City of Miami Beach MFD Install List 7/13/2016 MX-3610N - - Sharp 70 PPM Color CMB Parks& Recreation North 7/19/2012 MX-M314 4,960 - Sharp 31 PPM B/W CMB Parks& Recreation Scott 7/19/2012 MX-M503 6,309 - Sharp 50 PPM B/W CMB Parks& Recreation Scott 12/21/2016 MX-4111N - - Sharp 41 PPM Color 7/18/2012 MX-3110 5,256 6,329 Sharp 31 PPM Color 7/15/2014 MX-M565 4,443 - Sharp 56 PPM B/W 7/19/2012 MX-M264 1,246 - Sharp 26 PPM B/W 8/9/2016 MX5001N - - Sharp 50 PPM Color 11/23/2016 MX4141N - - Sharp 41 CPM Color 11/23/2016 MX4141N - - Sharp 41 CPM Color 2/4/2013 MX-M503 13,909 - Sharp 50 PPM B/W 7/31/2012 MX-M453 5,412 - Sharp 45 PPM B/W 3/17/2014 MX-3140 - - Sharp 31 PPM B/W 7/30/2012 MX-M314 306 - Sharp 31 PPM B/W 7/30/2012 MX-M264 - - Sharp 26 PPM B/W 7/30/2012 MX-M264 - - Sharp 26 PPM B/W 7/30/2012 MX-M314 1,359 - Sharp 31 PPM B/W 7/30/2012 MX-M453 4,078 - Sharp 45 PPM B/W 7/30/2012 MX-M503 1,821 - Sharp 50 PPM B/W 7/30/2012 MX-3110 969 1,779 Sharp 31 PPM Color 7/30/2012 MX-M314 9,253 - Sharp 31 PPM B/W 7/30/2012 MX-3110 2,003 2,003 Sharp 31 PPM Color 7/30/2012 MX-M264 1 - Sharp 26 PPM B/W 7/30/2012 MX-3110 1,970 1,454 Sharp 31 PPM Color 7/30/2012 MX-M314 734 - Sharp 31 PPM B/W 7/30/2012 MX-3110 5,615 9,229 Sharp 31 PPM Color 7/30/2012 MX-M314 667 - Sharp 31 PPM B/W 7/30/2012 MX-M314 8,141 - Sharp 31 PPM B/W 7/30/2012 MX-M503 7,347 - Sharp 50 PPM B/W 7/30/2012 MX-M314 2,734 - Sharp 31 PPM B/W 7/30/2012 MX-M264 618 - Sharp 26 PPM B/W 7/30/2012 MX-M314 4,517 - Sharp 31 PPM B/W 7/30/2012 MX-3110 632 632 Sharp 31 PPM Color 7/30/2012 MX-M314 7,973 - Sharp 31 PPM B/W 7/30/2012 MX-M503 18,889 - Sharp 50 PPM B/W 5/10/2017 MX-4141N - - Sharp 41 PPM Color 6/1/2016 MX3140N - - 31 CPM COLOR MFP 7/31/2012 MX-M503 21,096 - Sharp 50 PPM B/W 9/9/2014 MX-3140 11,109 18,143 Sharp 31 PPM Color 7/26/2012 MX-M314 7,587 - Sharp 31 PPM B/W 7/23/2012 MX-M453 14,693 - Sharp 45 PPM B/W 7/23/2012 MX-M264 6,365 - Sharp 26 PPM B/W 7/23/2012 MX-3110 4,123 4,123 Sharp 31 PPM Color 7/23/2012 MX-M314 5,816 - Sharp 31 PPM B/W 9/16/2016 MX3110N - - Sharp 31 PPM Color 7/23/2012 MX-M264 1,643 - Sharp 26 PPM B/W 2/16/2016 MX-5111 - - Sharp 51 PPM Color 7/30/2012 MX-M314 4,215 - Sharp 31 PPM B/W 7/25/2012 MX-M264 10,859 - Sharp 26 PPM B/W 7/25/2012 MX-M264 12,697 - Sharp 26 PPM B/W 7/25/2012 MX-M314 2,958 - Sharp 31 PPM B/W 10/17/2016 MX-4111N - - Sharp 41 PPM Color 7/23/2012 MX-M314 4,504 - Sharp 31 PPM B/W Totals 559,744 114,194 ATTACHMENT C CONSULTANTS RESPONSE TO THE ITN (PHASE I & II) I , Florida Department of State DIVISION OF CORPORATIONS Drvt.tuf r of , i org 'o rj frroklj an o//fdtd Suitt al Florida t,rwLlas Department of State / Division of Corporations / Search Records / Detail By Document Number/ Detail by Entity Name Foreign Profit Corporation CANON SOLUTIONS AMERICA, INC. Filing Information Document Number F03000005271 FEI/EIN Number 13-2677004 Date Filed 10/24/2003 State NY Status ACTIVE Last Event NAME CHANGE AMENDMENT Event Date Filed 01/18/2013 Event Effective Date NONE Principal Address 300 COMMERCE SQUARE BLVD BURLINGTON, NJ 08016 Changed: 04/23/2014 Mailing Address 300 COMMERCE SQUARE BLVD ATTN:TAX DEPARTMENT BURLINGTON, NJ 08016 Changed: 04/23/2014 Registered Agent Name&Address CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301-2525 Name Changed: 02/01/2011 Address Changed: 02/01/2011 Officer/Director Detail Name&Address Title Chairman&CEO&Director YOROKU,ADACHI ONE CANON PARK MELVILLE, NY 11747 Title Senior VP BRUSCHI, CHARLES ONE CANON PARK MELVILLE, NY 11747 Title Executive VP MCGINN,ARTHUR ONE CANON PARK MELVILLE, NY 11747 Title Treasurer&Director SHIMONO, YOSHINORI ONE CANON PARK MELVILLE, NY 11747 Title Director LIEBMAN, SEYMOUR ONE CANON PARK MELVILLE, NY 11747 Title Secretary HIMELSTEIN, STEVEN ONE CANON PARK MELVILLE, NY 11747 Title President KOWALCZUK, PETER ONE CANON PARK MELVILLE, NY 11747 Title Executive VP MCMAHON, FRANCIS ONE CANON PARK MELVILLE, NY 11747 Title VC, Director YOSHIDA, SHINICHI ONE CANON PARK MELVILLE, NY 11747 Title Senior VP NISHIYAMA, NOBUYUKI ONE CANON PARK MELVILLE, NY 11747 Annual Reports Report Year Filed Date 2017 04/19/2017 2018 04/04/2018 2019 04/03/2019 Document Images 04/03/2019—ANNUAL REPORT View image in PDF format 04/04/2018—ANNUAL REPORT View image in PDF format 04/19/2017—ANNUAL REPORT View image in PDF format 04/22/2016—ANNUAL REPORT View image in PDF format 04/21/2015—ANNUAL REPORT View image in PDF format 04/23/2014—ANNUAL REPORT View image in PDF format 04/29/2013—ANNUAL REPORT View image in PDF format 01/18/2013—Name Change View image in PDF format 01/04/Z012—ANNUAL REPORT View image in PDF format 02/17/2011--ANNUAL REPORT View image in PDF format 02/01/2011—Rea.Aaent Chanae View image in PDF format 10/29/2010—REINSTATEMENT View image in PDF format 01/29/2009—ANNUAL REPORT View image in PDF format 04/25/2008—ANNUAL REPORT View image in PDF format 03/12/2008—Name Change View image in PDF format • 05/03/2007—ANNUAL REPORT View image in PDF format 04/18/2006—ANNUAL REPORT View image in PDF format 03/07/2005—ANNUAL REPORT View image in PDF format 03/15/2004—ANNUAL REPORT View image in PDF format 10/24/2003—Foreign Profit View image in PDF format Flonda Department of State,Cotton or Corporations PHASE I PROPOSAL A •N h ilk 1111 , J 1 - 3, 41Irr" 41Ork . * "..X.r I ,itta_ ,.. ... it 'o ELECTRONIC COPY r .. The City of Miami Beach i November 20, 2017 - Prepared by Lawrence King Major Account Executive Canon Solutions America,Inc. P: 305-231-1092 E: lking@csa.canon.com INVITATION TO NEGOTIATE(ITN) 2017-015-JC MANAGED PRINT SERVICES Canon Q CANON SEE IMPOSSIBLE CANON SOLUTIONS AMERICA Tab 1 - Cover Letter and Minimum Qualifications Requirements Canon Solutions America, Inc. Tab 1 Cover Letter and Minimum Qualifications Requirements Canon CANON SOLUTIONS AMERICA Canon Canon Solutions America, Inc. One Canon Park Melville, NY 11747 CANON SOLUTIONS AMERICA Phone: 800.815.4000 www.csa.canon.com November 20,2017 Jason Crouch Procurement Contracting Officer II City of Miami Beach Procurement Department 1755 Meridian Ave.,3'Floor Miami Beach,FL 33139 Dear Jason Crouch: On behalf of Canon Solutions America, Inc., I would like to thank you for allowing us to respond to your Invitation to Negotiate 2017-015-JC Managed Print Services. I believe that you will find our company,products,and services to be of considerable value to your organization. Furthermore, we wish to express our commitment to provide City of Miami Beach with the highest level of customer satisfaction. I am pleased to delegate Lawrence King, Major Account Executive of Canon Solutions America as the main contact for the City.The contact information for Larry is as follows: Larry King Major Account Executive Canon Solutions America,Inc. 7975 NW 154`"Street,Suite 350,Miami Lakes,FL 33016 Office: 305-231-1092,Email: lking@csa.canon.com Enclosed please find our proposal in response to your request.Canon Solutions America is the Prime Proposer. Please do not hesitate to contact Larry directly with any questions or concerns. Sincerely, ,c7-17 Peter Kowalczuk Executive Vice President and General Manager A Canon U.S.A. Company Table of Contents Canon Solutions America, Inc. Table of Contents City of Miami Beach Invitation to Negotiate 2017-015-JC Managed Print Services Cover Letter and Minimum Qualifications Requirements Tab 1 Cover Letter Table of Contents Appendix A:Proposal Certification,Questionnaire,and Requirements Affidavit Canon Code of Business Ethics Qualifications of Prime Proposer Tab 2 Minimum Requirements(Phase I)Appendix C1.1 Canon Solutions America,Inc.Certificate of Merger Organizational Narrative and Chart Company Information Brief History Organizational Chart Principal's List Experience Green Initiatives Canon Financial Services,Inc.Overview Certificate of Liability Insurance Original Equipment Manufacturer's Certification Letter Letter of Assignment Similar Experience and References *PROPRIETARY AND CONFIDENTIAL* References*PROPRIETARY AND CONFIDENTIAL* Industry Leadership Awards and Recognition Financial Capacity Qualifications of Key Project Personnel and Subcontractors Tab 3 Account Team Overview*PROPRIETARY AND CONFIDENTIAL* Subcontractors Standard Review of RFP Terms and Conditions Tab 4 Lease Agreement and Municipal Rider Maintenance Agreement and Addendum Managed Print Services Agreement MPS Customer Expectation Document Software Acquisition Agreement Canon CANON SOLUTIONS AMERICA APPENDIX A MIAMIBEACH Proposal Certification , Questionnaire & Requirements Affidavit ITN 2017-077-JO Managed Print Services PROCUREMENT DEPARTMENT 1755 Meridian Avenue 3rd Floor Miami Beach, Florida 33139 22 ' Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Solicitation No: Solicitation Title: ITN 2017-015-JC Managed Print Services Procurement Contact: Tel: Emaa: JASON CROUCH 305-673-7000 X6694 jasoncrouch@miamibeachfl.gov PROPOSAL CERTIFICATION,QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME Canon Solutions America,Inc. No of Years in Business: No of Years in Business Locally: 46 1997 (Miami) OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: Canon Business Solutions, Inc. FIRM PRIMARY ADDRESS;HEADQUARTERS): One Canon Park CITY: Melville STATE: ZIP CODE. N.Y. 11747 TELEPHONE NO: 1-800-815-4000 TOLL FREE NC.: 1-800-815-4000 FAX NO.: N/A FIRM LOCAL ADDRESS 7975 NW 154th Street,Suite 350 CITY. Miami Lakes STATE: ZIP CODE: FI 33016 PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT Lawrence King,Major Account Executive ACCOUNT REP TELEPHONE NO: 305-231-1092 ACCOUNT REP TOLL FREE NO.: 1-844-443-4636 ACCOUNT REP EMAIL lking@csa.canon.com FEDERAL TAX IDENTIFICATION NO.. 13-2677004 The City reserves the right to seek additional information from Proposer or other source(s),including but not United to:any firm or principal information,applicable licensure,resumes of relevant individuals,client information, financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. 23 I Invitation to Negotiate (ITN) 2017-015-IC Managed Print Services 1 Veteran Owned Business.Is Proposer claiming a veteran owned business status? YES j r J NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2 Conflict Of Interest.Ail Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns,either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s)of any officer,director, agent,or immediate family member (spouse,parent,sibling, and child)who is also an empioyee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly, an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3 References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed wcrk similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non- erformance by an ublic sector agency? YES NO * SUBMITTAL REQUIREMENT: If answer to above is'YES,"Proposer shall submit a statement detailing the reasons that led to action(s). 5 Vendor Campaign Contributions. Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Prcposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names cf all individuals or entities(including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879,each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Ccde to the Department of Procurement Management with its proposallresponse or within five(5)days upon receipt of request.The Code shall,at a minimum,require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at www.miamibeachfl.govlprocurementf. *Canon Solutions America, Inc.has not been debarred,suspended,or convicted of any legal violation pertaining to customer transactions. Due to our size and scope as a nationwide business,in the ordinary course of business we are occasionally involved in contract disputes.However,we are not involved in any dispute that would impair or adversely affect our ability to perform under any agreement resulting from this proposal. 24 f Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 7 living Wage.Pursuant to Section 2-408 of the Miami Beach City Code,as same may be amended from time to time, Proposers shall be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below a Commencing with City fiscal year 2012-13(October 1,2012),the hourly living rate will be$11.281hr with health benefits,and$12.92/hr without benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft.Lauderdale,issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal,under which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance, as amended, Further information on the Living Wage requirement is available at www.miamibeachfl.gov/procurement/. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document,Proposer agrees to the living wage requirement. 8 Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals, to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? X j YES G NO B. Does your company provide or offer access to any benefits to employees with(same cr opposite sex)domestic partners'cr to domestic partners of employees? X YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note:some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for I Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health X I X Sick Leave X X _ Family Medical Leave X X Bereavement Leave X X If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. 25 I'Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 9 Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals,proposals,or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity,and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting,divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement.Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices,and standards that are consistent with the City's Fair Chance Ordinance,set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance'), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position,and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause cf the agreement,in addition to any damages that may be available at law and in equity. Balance of Page Intentionally Left Blank 26 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services 13 Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 R Ir Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 k Addendum 4 Addendum 9 Addendum 14 1 •— Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach(the"City")for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion,the City may withdraw the solicitation either before or after receiving proposals,may accept or reject proposals,and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicants affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipients own risk.Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied,as to its content,its accuracy,or its completeness.No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice.Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses,At that time,all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement 27 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern.The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. PROPCSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statements Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation,and any released Addendd"and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws;all responses,data and information contained in this proposal, inclusive of the Proposal Certification,Questionnaire and Requirements Affidavit are true and accurate. *subject to our proposal or response. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Peter Kowaiezuk Executive Vice President and General Manager Signature of Proposer's Authorized Representative: Date: NQ\J \ .e` 151aDl1 New York 1 State of Ft-0FilDA- ) On this I z day of,N 0 • _,2011 personally appeared before me Perer Kr,woicauk who County of Su i+0I.K ) stated that{s4he is thel'.xeL rrrvc 1 rcr Presrdcnt and General Manager of`""""' Solutions "" ;''a' orporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of F4oci a. New York My Commission Expires: Skint k Q i ac LG1. PAMELA MlitRW>`IO NOTARY PUBLIC,State,of New York No. 01MA5C45376 Qualified in Suffolk County Commission Expires Juno 19, 201 28 I Invitation to Negotiate (ITN) 2017-015-JC Managed Print Services Guidance for • Employee Code of Conduct Ethical Behavior: .,„ I ________ — __- kat=itme►... r.T".�..�..— ""T"r .. --- --reg 1�. T.—„'_TT�T_'T^ .mom �- . .. t- --- _ _ T ,�. !" �r .�. �■■ ``"_-_�__1111111 • Zir . d �.:. � �.r.�:S �: MINIM 1 IL*ii _ji___R f�. '4 x1.4..1 ars .mit.A # , ! !� --1 •.t :✓S :t. ...7,• 111111.* :, -1".""r".."". -----1 fid t.timill III& • I 11 ' , i .' ..t.' r r i lk - ...1- —.. a I j Ilt lei rrrtarr - -- ' i can on 1 L ,,f „,;„;.,- 1 4, Mi `. '4, F w -h f. ;_ • .0, s � < > $ b `mok � '{�, C Jff `" r ,,,,,,-,7, .:5, . y .5 '-' '' y � fi � .' >i2,1,-`:a3w � ea°i:-z-.* . . / ! : . - JJ .- ...... I .„, I• i, d r4. lirbiamact -,\ 111111111111111111111111114 t ,...... VI I"—— We ca re a o u o u r e m o ees we - . • r ca e a ou our usi Hesspa rtners we } care about our end - users . . . , i. 0 ,,_, III2 Guidance for Ethical Behavior in ...... � w yY 11 , ,...jt.- ** :ilea ie...‘ AtektA. xri 71:::NeleAtth 16,.11001111,4,. , : r.,. u t ���.; i , ,.tit a ii i t h. .. v 4 . i� E.itti ..Sti1 Slott t t ri 4tiii .. "`orbs , , t : _ . :4141*-r ' -tom`; .. itoriri r + '* " .4* , '. 0 .71iiiii : IN . 1L t 1 o ' fle,k ti ,,,. 1 iiiii- 1111111111111 K Y O S E I : OUR C O R P O RATE PHILOSOPHY Canon's guiding principle is our corporate Canon has a long and unwavering tradition of protecting and and philosophy of kyosei— "all people, Phrou throughout our manufactureserving the world we ing share.nd sales operations,CanoAt all our office n maintains g g regardless of race, religion, or culture, a deep commitment to social and environmental responsibility. We harmoniously living and working call this "kyosei." This is our corporate philosophy, and it unites all Canon companies and employees together in a dedicated together into the future." commitment to preserving our surroundings for future generations. 1 3 Guidance for Ethical Behavior Message from Joe Adachi, . Asking Questions and Chairman and CEO 5 Raising Concerns 21 • Getting the Right Answer 22 Introduction: Our Code 6 • Reporting Violations 22 • What it Means for You 8 • Canon Americas Compliance Hotline 22 • Canon San-Ji Spirit 9 • Disciplinary/Corrective Action 23 Contents • Using the Code 10 • Confidentiality and Protection from Retaliation 23 • Canon Americas Compliance and Disclosure Committee 10 Canon's Corporate Values 24 Your Responsibilities 11 • You and the Government 12 • You and Canon 13 • You and Other Canon Employees 15 • You and Our Customers 17 • You and Our Competitors 18 • You and Our Suppliers, Contractors, Partners, and Affiliates 19 • You and the Community 20 Can on ■ 4 Guidance for Ethical Behavior ■ Message from Joe Adachi te Chairman and CEO ► %oar. At Canon, we take great pride in our reputation as a The Guidance for Ethical Behavior: Employee Code of company that provides the highest quality goods and Conduct(Code) helps us discern right from wrong when services while maintaining a strong commitment to conducting business at Canon, presenting an ethical society and the environment. One reason for this reputation and behavioral framework to guide us in dealing with the is our dedication to conducting business with the utmost difficult challenges and choices we often face. It must serve level of integrity. The development of Canon's standing as as the cornerstone of our business ethic,guiding our actions an ethical company did not occur by chance, nor did it and shaping our attitudes in the workplace as we represent develop overnight. It is the result of our continuous effort Canon, both around the office and around the world. Please to conduct business in an honest, fair, ethical and take a few moments to review the guidance and consider how 11111111111111111.1111111 accountable manner; an embodiment of Canon's it applies to you,your staff and your business unit. "San-Ji Spirit". I would like to thank you for your continued dedication to our Our values and standards are the basis of our success. core values,to following this Code and to fulfilling our purpose. Maintaining the highest level of business integrity at Canon is dependent upon the actions of us all. Canon employees need to be certain that they are always conducting business in accordance with applicable laws, regulations, and policies,as well as in a manner consistent with the Canon corporate values of communication, fairness, integrity and Joe Adachi mutual respect. Chairman and CEO, Canon U.S.A., Inc. 5 Guidance for Ethical Behavior • t l • t• ..' INTRODUCTION ,.. Our Code .. . . . ,, . ...., ,,„ ..., ,,„ ....... • vip , ... ..... , , , ...„k . ......... . ,... s ,.. . ..s . . . . ..„.,. ..... „ ... 1 4- ..-4.. .4 t , ) AI%Iiiik. .,:. • ri i,.,..? . r-4. • .... , „ f...! A,, t . ' *••• , 17" ..;.r Lowni . : .. • . . —... . . ., ;Apo+ . . . ''• . ...•. , . . . b i ' II illA : i NE•in m NE e a•p to- ..ro im sm I me N ir r i r m r . . . . . 6 Guidance for Ethical Behavior Our Code applies to all of us Refer to the Code and ask questions The Guidance for Ethical Behavior: Employee Code of Conduct(Code)forms Please read the Code and refer to it often. It isn't something you read one time the basis of Canon's Compliance Program. It is designed to help us fulfill our and forget about. It's your guide for making good business decisions of which we professional responsibilities. We each make decisions in the course of our jobs can all be proud. Familiarize yourself with the principles,the laws and policies that have economic, legal and ethical implications for ourselves and for Canon, and procedures that apply to you in your role at Canon. You must also take all and we are each responsible for making the right choices.All Canon employees, required ethics and compliance courses in a thoughtful and timely manner. Of including officers and directors,and employees of Canon subsidiaries and affiliates, course, our Code and policies can't address every possible situation, so it is must follow our Code.This includes all business units in government regulated up to you to use good judgment and seek help whenever you have questions and non-government regulated industries.We also expect all of our suppliers, or aren't sure about the right course of action. Talk to your manager or contact consultants,agents and others doing business with Canon or acting on our behalf Human Resources, the Legal Division or the Compliance and Privacy Office, if to hold themselves to equally high standards.Simply abiding by the Code is NOT you still have questions. enough. We must also keep in mind our responsibilities towards each other and our communities,customers,suppliers and other partners. Our Employee Code is a global Code The Canon family of companies create a global presence,with employees that service customers all over the world.We comply with the laws of the U.S.and other countries where we do business.The standards and guidance outlined below • applies to all Canon Americas employees.While we embrace diversity and respect • cultural differences, if a local custom or business practice violates our Code,we Canon Canada,Inc. ( must follow the Code. If something permitted or required by our Code violates local �, ti �. Canon U.S.A.,Inc. law,we must follow the law. In those rare circumstances where it appears that local Canon Latin America,Inc. law may conflict with U.S. law,contact the Legal Division or the Compliance and Canon Solutions America,Inc. Privacy Office for guidance. Canon Software America,Inc. Canon Information and Imaging Solutions,Inc. Canon Business Process Services,Inc. Canon Financial Services,Inc Onyx Graphics.Inc. Canon U.S.U.SLife Sciences,Inc 0111Vii, 161\ Canon Mexicana,S.de R.L.de C.V. CanonVirginia,Inc Canon Environmental Canon Panama,SA Technologies,Inc. Canon Information Technology Services,Inc Canon Do Brasil Industna a Comoro*Limitade -- Virtual Imaging Inc. Canon Chile,S A Canon Argentina.SA ■ 7 Guidance for Ethical Behavior ■ What it Means for You • -'-----'.'.`1 1 1 1''1""""i 1 i N I i 1 1 k.ITN...,,.„...i.....,.._."---"----'--------.....*------""------------7"---"----"--------------------"--"'"----- .z-- INoo, s p , ..........._____. ,, .. . 1..... _ . , i. W .. _ y :,..,., L . 1 .. t 414 r ... ;, ..... s` ,, ,. , Always obey the law and Never compromise Just say, "No" Make good choices Select business Speak up Canon's policies on integrity partners carefully , It's not only OK to refuse Use our values and ethical If you suspect someone But that's just the Turn down business if to follow directions that principles Choose those who share -a team member,leader, , minimum. Strive to you can't do it legally and you know are illegal or as decision filters. our values and high business partner or customer live up to our values and ethically. Don't let the unethical, it's required. When you aren't sure standards for legal and -is acting illegally or ethical principles as well. pressure to succeed No Canon leader has of the right course, ethical business practices. unethically, help us maintain make you do things you the authority to make ask for help. Don't let anyone damage our values and culture by know are wrong. you violate the law, our our reputation and our reporting it immediately. Code, policies or ethical brand by acting principles. illegally or unethically Similarly,should you ever in Canon's name. have concerns about your own behavior,as it relates to Canon's policies and values,discuss them with • your manager,or contact Human Resources,the Legal Division,or the Compliance and Privacy Office.Admitting mistakes and being proactive in preventing or correcting them is the responsible thing to do. 1111 8 Guidance for Ethical Behavior ■ r ..'.0 Canon San Ji Spirit e. r Ji-hatsu(Self-Motivation): t CANON "San-Ji" S irit�` Compliance rest P Take the initiative and be proactive in everything you do. Ji-1 atlas(Se1f-Motrvatrun Would your actions 1.Tao the,•,• . , _, ; Ji-chi(Self-Management): r: m evcrytftbn9 you d0 =, violate any laws of rules? Conduct yourself responsibly and be accountable for allour actions. P. = !rave you feeling guilty? ally our chi(Self-Management) ,I,nrself resowstbly end 0 disappoint your family, friends Of Ji-kaku(Self-Awareness):Understand be a:cour•ahle for tU of your att•or• co-wwkerQ the situation you v find yourself in and your role in Ji•kaku(Self-Awareness) 1 J embarrass you if reported publicly - that situation. In the news? 7 cause trouble for the community? Our commitment under our commitment Cadet thr'Sane*sort 1 harm die Canon Brandi the"San-Ji"Spirit: >We must observe and act in • We most *Wove and act in eccordance with AappMcabJe leers sad rents , rt,�•,•, accordance with all applicable • • We Faust always conduct ourselves M a fact ?OW drs.yrartd:IxriA,antr•m,K>asre nr Mild laws and rules. honest and ethkai mwm r, tf-- : *;elateCwpesuv 0faat ‘. .,..nce0tt#se well >We must always conduct ourselves Caillt'kllin a fair,honest,and ethical manner. ti If you are ever unsure of what to do,ask yourself these • cause trouble for the community? questions. Would your actions: • harm the Canon Brand? ■ violate any laws or rules? When in doubt,consult with your manager, Human ri,, • leave you feeling guilty? Resources, the Legal Division, the Compliance and Privacy •i. disappoint your family,friends, or coworkers? Office,or call the Compliance Hotline at 1-(866)-9COMPLY or • embarrass you if reported publicly in the news? - 1-866-926-6759. s' r, 9 Guidance for Ethical Behavior Using the Code Canon Americas Compliance The Canon Corporate Values Communication, Fairness, and Disclosure Committee Key Definitions Integrity, Mutual Respect should act as a compass Canon U.S.A., Inc. has established a Compliance and for every employee. If each of us demonstrates the Disclosure Committee. This group: As you go through this Code,you'll Values consistently, together we will build and maintain is encounter some of these terms. an ethical culture in our individual departments and • Monitors compliance with the law, government throw hout the com regulations, business policies and practices for the Canon Harassment:Creation of an unpleasant g pany. Americas Group or hostile situation,especially by Canon's Code provides practical guidance for putting the • Provides guidance regarding business practice issues uninvited and unwelcomed verbal or Canon values into practice, including in some areas where • Oversees the system for raising questions and reporting physical conduct. there are important company or legal restrictions.We view it as concerns, ensuring questions are answered and concerns Discrimination: Prejudiced or the foundation of the Canon family ethical business practices are investigated and addressed as appropriate prejudicial outlook,action,or worldwide.Within this guide,you'll also see references to The Compliance and Disclosure Committee is also responsible treatment. additional Canon policies that provide more specific direction. No for making sure that the business of the Canon Americas Disparage:To discredit,denigrate, or single document can cover all circumstances or anticipate every companies is conducted in accordance with the behavioral situation. If you face a situation that's not explicitly covered by principles outlined in this guide.belittle someone. the Code or another policy,apply the general Code philosophy Felony:A grave crime that usually and ask yourself which ethical standards apply. If you still have Compliance and Disclosure Committee involves an imposition of a more questions,consult with your manager, Human Resources,the serious punishment,as opposed to Legal Division,the Compliance and Privacy Office,or call the Yoroku Adachi, Chairman and Chief Executive Officer, a misdemeanor,or lesser violation of Compliance Hotline at 1-(866)-9COMPLY or 1-866-926-6759. Canon U.S.A., Inc. an applicable law or regulation. Yuichi lshizuka,President and Chief Operating Officer, If you witness or learn about a Code violation or perceive Canon U.S.A., Inc., Executive Vice President, Imaging Integrity: Firm adherence to a something you believe to be a violation, you must report it. Technologies&Communications Group, Canon U.S.A., Inc. code of especially moral or Doing this helps us live up to our values. We'll cover reporting ethical values. concerns in more detail in a later section. Seymour Liebman,Executive Vice President, Chief Administrative Officer, and General Counsel, Canon U.S.A., Inc. Joseph Warren,Executive Vice President, Human Resources FDivision, Canon U.S.A., Inc. Kunihiko Tedo,Senior Vice President, Finance and Accounting Division, Chief Financial Officer and Treasurer, Canon U.S.A., Inc. Junichi Yoshitake,Senior Vice President, Business Imaging Solutions Group, Canon U.S.A., Inc. Please note, subsidiary companies may have their own compliance committee to cover local issues. 10 Guidance for Ethical Behavior a S' t P + .r 9 s - r T Pr i _ II . ... i c „,._ .. l ,......,,,t..., t2 . 1 1 ; .i. { .. , _ ... ___ c .. .-.r ,....r.r. . ,,,,,,,,,,,, . b . . leil 1 .1 11 Guidance for Ethical Behavior a' L t ONE IMPORTANT RESTRICTION The Guidance for Ethical Behavior: Employee Code of Conduct This means: IN YOUR WORK WITH THE is like the constitution of a country, establishing standards GOVERNMENT:You are prohibited and principles that must guide our conduct. • You have a responsibility to know and follow the � e laws and Canon policies that apply in the regions from bribing government officials, ' • Beyond the guidance in this Code,the Corporate Compliance or jurisdictions where you work. This is specifically whether on your own or through an agent or other third party.This Program and the Canon Americas Policies provide important if you are an employee of a highly regulated t` is true even if other companies additional details as to how the principles in the Code industry, such as Healthcare and Life Sciences. are paying bribes to obtain or to are to be implemented. If you ever face a situation where c there are conflicting or inconsistent policies, look to the ■ You must know these well enough to watch for potential facilitate business, dangers and risks. Don't be afraid to raise concerns or Corporate Compliance Program and the Canon Americas Remember, Canon prohibits bribery Policies for guidance. If you still have questions, consult ask questions if something doesn't seem right. of any kind. This applies in every with your manager, Human Resources,the Legal Division, � ■ You can be held personally responsible for violations of country where a Canon company the Compliance and Privacy Office,or call the Compliance the law or Canon policy. In some cases, civil or criminal does business, regardless of local Hotline at 1-(866)-9COMPLY or 1-866-926-6759. penalties may apply. I common practices within the country. The laws, rules and regulations affecting our businesses • Canon can be held liable for the actions of its change from time to time,so the compliance materialsi. employees. Always consider whether your actions and policies are periodically reviewed and updated. Make are ethical and in keeping with our policies and internal sure you review the Code, as well as the other Compliance standards. Program policies and Canon Americas policies, procedures .1;1' j / 4 and guidelines to make sure that you are familiar with current expectations. Related Policies 0 • Government Contracts • Government Inquiries and Interviews of Employees You and the Government • Government Relations- Dealing with Government i It Canon complies with the laws of the United States and Employees the laws of the countries in which a Canon company does • Anti-Boycott Law and Regulation ■ Foreign Corrupt Practices Act ii business. You must always follow the applicable laws, g p 3 regulations, rules,and regulatory orders of these jurisdictions. • U.S. Law Compliance for Foreign Affiliates/Agents I • Security Trade Control M - ii 11 12 Guidance for Ethical Behavior ■ You and Canon Every Canon employee has an obligation to enhance and protect Canon's assets.That means you must be vigilant to protect Canon's physical property,as well as intangible assets,such as intellectual property,confidential information,financial records and trade secrets.You must also use Company computers and networks appropriately. • Canon employees should devote their full energies to an agent of Canon, unless you have been specifically their work. Employees who engage in other business authorized to speak on the company's behalf. activities during non—working hours should be sure that those activities do not interfere with or conflict with • There are a number of situations where an employee's their work at Canon. personal interests conflict, actually or in appearance, with Canon's interests or the employee's loyalty to Canon. • Help protect Canon's assets from theft and misuse. This Such situations can interfere with your ability to make includes everything from properly reporting expenses to judgments solely in Canon's best interests. Always avoid protecting access to buildings and networks. Use Canon situations that could result in even the appearance assets only for their appropriate business purposes. Do of a conflict. If you have a question about a situation not use them or give them to someone else to use for you're involved in, consult the Conflict of Interest Policy non-Canon business. and then ask your supervisor, the Legal Division or the Compliance and Privacy office for guidance. • Use electronic communication technology responsibly, including e-mail, the Internet, and social media. • Employees should avoid any outside financial interest that might influence decisions or actions of the company such ► Avoid excessive personal use of e-mail and the Internet as: at work. To the extent permitted by law, because these use Canon networks,you should not expect that your ► A personal or family interest in an enterprise that has communications are private. Canon reserves the right business relations with Canon. to review e-mails or Internet use as necessary. ► An investment in another business that competes ► E-mail sent from your Canon e-mail account should be directly with Canon. professional and should never contain objectionable • content. • It's important to protect our confidential information. This includes all information, whether scientific, technical, ► Use social media appropriately and responsibly. If you business, financial, or otherwise, concerning Canon, that participate in social media, know and follow Canon we treat as confidential or is not generally available in guidelines for mentioning Canon.This also applies to the marketplace. This information must not be divulged, certain aspects of your personal use of social media sites. except in accordance with established Canon policy and applicable laws. ► Avoid representing yourself, in public or in writing, as 1 3 Guidance for Ethical Behavior ■ • & it • All information that is disclosed to the public must If we are subject to an internal or external audit, you be accurate. Disclosure of such information must should cooperate fully. Q: I was on the official Canon only be made by Canon personnel, who are Facebook page, and I noticed that authorized to do so. Fraud (including wrongful or • Know and follow all Canon contracting practices and someone had posted comments criminal deception) and intentional misstatements financial controls. that were very critical of Canon. Several of their statements were of any kind are strictly prohibited. • If you are convicted of a felony,you must report it to factually incorrect. Can I write • Confidential information must not be used for any Human Resources. This is true whether or not the a post that explains why they're employee's personal gain. You also can't allow a third offense was related to the provisions in the Code. wrong? party to use or obtain such information. This is true regardless of the information or the manner in which Related policies A: No.Unless you are officially the information is obtained. • authorized to speak for Canon Conflict of Interest Policy (most employees are not), please • ■ Social Media Policy Never trade stocks or securities based on information • Corporate Disclosure Policy do not respond to negative about Canon's business—or any other business— ■ Insider Trading Policy comments on Facebook or that is not publicly known. • Intellectual Property of Others anywhere else. If you believe something damaging or inaccurate • Never discuss non-public information about Canon's • Drugs and Alcohol Policy about Canon is being said, you can business with family, friends or other outsiders, so that • Compliance Program Discipline report it to the Social Media Team at they may trade. • Compliance Program Education and Certification • Reporting and Investigating Violations socialcomputing@cusa.canon.com, • Always report transactions honestly and truthfully, • Employee Retirement Income Security Act f but do not provide your own in keeping with applicable laws, regulations, and • response. You also shouldn't Background Verification of Employees accounting best practices. Canon is required by law • Exit Interviews comment on social media about to keep books and records that accurately and fairly • our competitors or any of their Accurate Books and Records reflect the business and results of operations. • Legal Documents—Receipt by Employees activities, or reveal information about Canon's business activities. • Never falsely report a transaction or certify records, • Company Property—Use by Employees vouchers, or bills that you know are incorrect. If you • Records Management and Retention • become aware of false or misleading information in our accounting or other records, report it immediately. ■ 14 Guidance for Ethical Behavior ■ -----11111111111111111111111. You and Other Canon. Employees . Personal Characteristics Every Canon employee deserves honest and respectful treatment.We are each expected At Canon,we welcome the variety to contribute to a positive and professional environment. of viewpoints that our employees contribute.When hiring or making any other employment-related decisions, :3 we consider the skills and talents • • Every Canon employee has a right to a work environment • Employees have a right to work in a safe environment. free of harassment or discrimination because of sex, It is Canon's policy to take steps to help ensure that our that each candidate brings. Certain sexual orientation, race, creed, national origin, religion, workplace is safe and that working conditions comply Personal characteristics are irrelevant to age, disability, veteran status.To meet this commitment, with all applicable laws and regulations. Every employee our decisions, including: e we must all treat each other with courtesy, fairness and is responsible for helping to ensure the safety of the >race,ethnicity,color,or national origin .. respect for the dignity of the other person. Canon workplace through personal action. These actions >religion include having Canon employee identification with you >age • Canon policy prohibits sexual harassment and other at all times, wearing appropriate protective equipment, >sex types of harassment, as well as discrimination. Canon's avoiding actions that may be unsafe and taking training >disability ,fpolicy,without regard to the existence of such laws, is related to workplace safety. If you become aware of >marital status ,c-; that that discrimination or harassment against any person by unsafe conditions, report them immediately to General >veteran status another will not be tolerated. We recruit, hire, promote, Affairs or other appropriate division. >sexual orientation and discipline without regard to protected characteristics like age, race, religion, ethnicity, or national background. • Violence in the workplace is absolutely prohibited. If Additionally, the company will provide reasonable someone behaves in a threatening manner, or if you accommodation to an employee with a disability, so that believe that someone is planning to take violent actions, ` the employee can fulfill his/her job duties. report it immediately to Security or your local Human _' Resources Representative. 1 • Security, data protection and information privacy are :aicentral to our culture and operations. Locking our ) `I s _. vehicles,alarming our facilities and encrypting sensitive `.t. information are just a few ways we maintain security. '' al1 5 Guidance for Ethical Behavior • Security extends beyond physically protecting Related policies KEEP OUR information. It includes the protection of our personal • Whistle Blowers Policy INFORMATION health and safety at work by: • NonDiscrimination SAFE d ► Providing a safe and healthy work environment • Sexual Harassment and Other Prohibited Harassment The avenge cost per secuifty for ourselves and our coworkers. • Occupational Safety and Health breach is"MAST • Compliance Program Implementation ► Protecting the physical security of our facilities and Interpretation and their contents. ► Maintaining the security of customer information ,,.. boys 4.411 .„, and personal information about employees in our to—.saw am kat Wa*NMiw lathe M Yti zt row wtse.aw■W■ak wow. possession. owl•••• ...111••••... """"`"" ••••• •• •"""` ► Keeping confidential and proprietary company .j information out of the wrong hands. ► Following all relevant laws and policies regarding the protection of personal information. ► Promptly reporting any incident that might impact Canon's security or your own health and safety, such as the loss of your Canon identification badge, laptop, Blackberry/smartphone, or any other electronic mobile communication or storage device. 16 Guidance for Ethical Behavior ■ You and Our Customers If your job puts you in contact with customers or potential customers,it is critical for you to remember that to these people,you are Canon. • When dealing with customers, you represent not only • Know and follow Canon's policy on appropriate gifts, Canon, but all other Canon employees as well. Canon entertainment, and hospitality. Canon competes on the What's in the hux..... and its employees have provided services for many merits of its products and services and does not offer Could it be a Conflict ��I Ini. years and have built up brand loyalty over that time. customers or potential customers anything of value, Brand loyalty is one of our most important assets, and such as gifts or entertainment, as an attempt to gain an • Canon employees must act to preserve and enhance unfair business advantage. • • • Canon's positive reputation. •• • We have a responsibility to safeguard any private • • • • You must not misrepresent Canon products or or confidential information that is entrusted to us. i • • ' •. services. Where silence about a fact could be This includes confidential information that belongs A giagirbe Nivea al ll misleading to a customer,you must clearly disclose to suppliers and other business partners,as well as other Intentions important or material information. Stretching or hiding private or personal data about our customers. the truth is unethical and is not good business. ted.,.. 114.6.,Idiom'thing tot,..er.%tin.: • If you collect, store,work with, or manage personal Related policies information about Canon's customers or business • Conflict of Interest Policy partners, you are responsible for safeguarding this • Intellectual Property of Others information in keeping with Canon requirements. • Interference with Business Relationships • Failure to follow our policies related to protecting • Government Contracts information can lead to disciplinary action and • Government Inquiries and Interviews of Employees sometimes legal action, both civil lawsuits and criminal • Government Relations- prosecutions, against the company and the individuals Dealing with Government Employees responsible for the failure to comply with Canon • Antitrust Law and Competitive Practices policies and the law. ■ 17 Guidance for Ethical Behavior Q&A You and Our Competitors Q: I recently participated in an Canon competes vigorously,effectively,and fairly, in compliance with all laws and regulations.We industry benchmarking exercise. require high standards of ethical conduct in all relationships and interactions with our competitors. May I contact a member of that working group to ask about further clarification on a point she raised about raw material costs? • Canon must and will comply with all applicable antitrust • Avoid discussions with competitors that involve laws and requirements relating to unfair competition. competitive issues, such as trade secrets, price, or A: You should speak with the Failure to do so can lead to serious legal consequences, issues that affect price, like changes in the cost of raw Legal Division before contacting both for the company and the individual involved, materials. Because the antitrust and trade regulation anyone at a competing company including potential criminal liability. laws are complex, it's best not to engage in direct or to collect information. In many indirect discussions with actual or potential competitors • Competing fairly means competing based on the value cases,competitors are not allowed about competitive issues without prior legal review. This by law to share information of the services we offer to our customers. It is the is true even when the situation involves a joint venture, high quality of what Canon offers that succeeds in the about competitive topics. While trade association meeting, or other legitimate activity. benchmarking exercises tend to marketplace—not collusion with competitors, misuse be tightly controlled to ensure of competitive information, or misrepresentation of our • The Corporate Compliance Program and the Canon adherence to the law,you might products or our competitors' products. Americas Policies provide details as to how employees not be able to ensure the sameshould deal with particular situations.Whenever in doubt • Never make false, misleading, or disparaging remarks about the legality of any action,employees should consult for your casual conversation. about individuals or organizations or their products with the Canon Legal Division before taking that action. For this reason, almost any and services. conversation with a competitor can be problematic, if not dangerous. • If someone offers you non-public or sensitive Related policies So before you contact this person, information about a competitor, don't accept it. • Antitrust Law and Competitive Practices seek advice from the Legal Division. Never actively seek out confidential information • Interference with Business Relationships or trade secrets that belong to a competitor. • Always protect sensitive and proprietary Canon information from unauthorized disclosure outside of the company including to Canon affiliates where such disclosure would unfairly disadvantage competitors. 18 Guidance for Ethical Behavior ■ • You and Our Suppliers, Contractors, Partners, and Affiliates Our suppliers,contractors,partners and affiliates make significant contributions to our success.To Q: I need to hire a supplier, and create an environment in which they have an incentive to work with Canon,they must be confident my brother-in-law is the primary salesperson at a company that that they will be treated fairly. has submitted a bid. Would it be appropriate for me to interact • At Canon,we purchase supplies based on quality,service, • Remember, we can be held liable for any actions an with him in this way, or should and price,following applicable legal requirements. agent, contractor, consultant or other third party takes remove myself from the decision on our behalf. If the law or Canon policy prevents us • Never ask for or accept gifts, entertainment, hospitality making process? from a certain action, we are also prohibited from hiring or anything of value that could compromise or a third party to do it. A: You're right to recognize that it appear to compromise your judgment in a business could cause problems if you have relationship. Never promise a business advantage in • Pay attention to export restrictions, especially to a family connection to one of the exchange for a personal benefit. prohibited countries, individuals, and organizations. companies you are evaluating. You Never export to an individual or country in violation • Under no circumstances should any Canon employee should disclose this relationship. We of our policies or legal prohibitions. attempt to coerce suppliers into purchasing our products. will then evaluate the situation and For more details on the types of actions that constitute decide on the course of action that • Distributors and affiliates should be treated fairly best unfair treatment of suppliers, contractors, partners, protects both you and Canon. compared to one another. Never share information and affiliates, employees should refer to the Corporate unevenly, or take actions that could be considered Compliance Program and the Canon Americas Policies. favoritism toward a particular company. • Consultants and agents retained by Canon must follow Related policies: the guidance provided in this Code and all applicable • Conflict of Interest Corporate Legal and Compliance Policies in the course • Foreign Corrupt Practices Act(FCPA) of their work on behalf of Canon. This includes our • Antitrust Law and Competitive Practices prohibitions against bribery and corruption. • U.S. Law Compliance for Foreign Affiliates/Agents • It is part of your responsibility,as a Canon employee, • Procurement to make sure that our agents behave appropriately. • Security Trade Control Consultants and agents shall not be retained or otherwise permitted to do anything illegal or improper. • 1 9 Guidance for Ethical Behavior ■ ,.e.--` ,, You and the Community 4 r , ', Canon is committed to being a responsible corporate citizen in the worldwide communities where we operate.We think about the footprint our products and activities have on the environment. - ,i_ 'dir4,, 411 G VI I I, • Preserving and protecting the air,water, and land is • Never use your position within Canon to solicit v.:." one of the most important obligations Canon has to our � � p g political contributions from other employees. You may c i ►°' �' world and to our community. Every Canon employee make your own contributions, but these will not be must assist in these efforts.Within Canon,we support reimbursed by Canon. �t�, recycling. .. i -II/1 I • You may always support political parties and Ilrl -4 '""f '� r . , • We must all know and follow applicable environmental candidates, but you should do so on your own time and 4 � +►� ' 0 laws and Canon practices and procedures. You should with your own resources. If you are visiting or doing ''��"" r I be particularly aware of any environmental reporting business on Canon's behalf in a country other than your 110.7 . ► 4 t requirements specific to your role. If you have questions home country, you should avoid participating in any 46-, le _' or concerns on the environmental impact of our political activities associated with that country. operations, you should consult the relevant Corporate Compliance Program and the Canon Americas Policies. Related policies • Canon encourages employees to be good citizens and • Environmental Laws and Regulations Policy to fully participate in the political process. In return, • Conflict of Interest employees who participate in partisan political activities must make every effort to ensure that they do not create the impression that they speak or act on behalf of Canon. • Never make a political contribution on Canon's behalf. U.S. state and federal law, like the laws and regulations in most countries, prohibit Canon from contributing to political candidates, political parties, or party officials, except through the means of approved vehicles such as Political Action Committees. III20 Guidance for Ethical Behavior ■ a I „,„„ . . ,. .......,.. .•-- '-7,"..,.4,,,1-.,-.'''.'' lilri aft . .. ''',1''''; ' .1.:::::.:'. p `f t T. _. taillit- . .m ' 4. "IIIAII. , , , .,„ ,, .� es: , ' lr .a Omni, wwnr f ,, . ,"---- t,V;IAL . • ' * . .Jo k y Y _ Asking Questions and Raising Concerns _________ 21 Guidance for Ethical Behavior S. t. } Y s r' .t t Canon Americas EVERY CANON EMPLOYEE is responsible for demonstrating high ethical standards in their daily work, .. Compliance Hotline which includes following the principles and guidelines outlined in the Code, L . — Corporate Compliance Program and the Canon Americas Policies.Managers especially have a re- ik Phone: sponsibility to consistently demonstrate these standards,and to hire,retain,and promote employ- fi 1-866-9COMPLY or(1-866-926-6759) ees who make ethical conduct a priority. i. Compliance Hotline Website: 1; https://secure.ethicspoint.cuin/Irn/en/ Getting the Right Answer Reporting Violations report_custom.asp?clientid=16295 There may be times when you review the Code, Corporate All Canon employees are required to properly report all $. E-mail: Compliance Program and the Canon Americas Policies known or suspected violations of the law or company I•. compliance©cusa.canon.com : and still have questions about the right course of action in policies and procedures. The Canon Compliance Hotline is " a given situation. Not every situation will be addressed in a resource for you to report your concerns. In addition to these documents,and it's important to get the right advice being able to report concerns by phone, you can also report .. if you're unsure what to do or how the Code applies. concerns securely via the internet. Canon has contracted 5 with a well-recognized company to provide this service. The Start by reaching out to your manager. If you don't find the answers you need there, consult another compliance people staffing the hotline are not affiliated with Canon, which allows employees the ability to file anonymous resource. These include: reports. You may report matters anonymously and be • other members of senior management assured that those reports will be treated confidentially, to y • Human Resources ythe extent possible. Concerns reported to the Hotline are ■ the Legal Division investigated, and feedback is available to the reporter. lit ik • the Compliance and Privacy Office The Canon Compliance Hotline is available to you 24 • the Compliance Hotline at hours a day, seven days a week. The Compliance Hotline 1 (866) 9COMPLY or 1-866-926-6759 phone number is: 1-(866)-9COMPLY (1-866-926-6759). You will not be penalized for asking questions in good faith. Reports can be made in English, French, Spanish or The laws and regulations we have to follow are complex and Portuguese. You may access the Hotline website directly at not always obvious. We expect to receive questions,which https://secure.ethicspoint.com/Irn/en/report custom. t i is why there are resources to help. asp?clientid=16295 or by accessing the link to the Compliance Program/Hotine located on your local company intranet homepage. I 22 Guidance for Ethical Behavior ■ s‹. Y'. i4 In addition to the Canon Compliance Hotline, you can Confidentiality and Protection rely on your supervisors and managers,as well as your from Retaliation Speak Up! Human Resource representative, to proactively work with you to resolve issues and concerns. Your supervisors and Canon will not tolerate retaliation against an employee, P.��I ., io Reporting Concerns • managers are accountable for creating a supportive work who in good faith, seeks advice, raises a concern, or ' s environment and positive associate experience, which also reports actual or suspected misconduct. It is absolutely forbidden for any employee to punish or conduct reprisals • starts with you. fRs against another employee who has conscientiously HUMAN reported perceived or actual violations in good faith. RESOURCES Related Policies: Canon encourages its employees to make good faith 0/4 • Whistle-Blowers Policy reports of both possible and actual violations. • COMPLIANCE 3 • Reporting and Investigating Violations To the maximum extent possible, we will maintain the cor.LUNCE confidentiality of those individuals who report known MowNE Disciplinary/Corrective Action +mM.9COMPLY or suspected violations of the law or of the Code. This Canon reserves the right to take disciplinary/corrective includes both the confidentiality of the person making the Cgrrinphlartre action in response to Code violations, up to and including report, as well as,the person about whom the report is termination of employment. Disciplinary action may also made. To the extent that you make a report, are involved 1 Canon �:.: ... .� be taken against managers or officers who knew about the in any investigations, or learn about any investigations, improper conduct and either encouraged it or allowed it to please honor this commitment to confidentiality. continue. Canon may seek restitution from any employee for losses resulting from that employee's violations. Participation in Investigations it Canon has a responsibility to report all alleged criminal You are expected to cooperate in any investigation violations to the proper authorities. We may refer matters including, but not limited to, providing any documentation to law enforcement authorities for possible investigation or other information that you may have related to the issue and prosecution. Corrective action provides us the or concern under review. opportunity to transform inappropriate behavior and, instead, promote an ethical culture for all employees. • 23 Guidance for Ethical Behavior Canon's Corporate Values , .40# 0 Ft A ' FIs II , rail .iiiki.,. a COMMUNICATION FAIRNESS MUTUAL RESPECT INTEGRITY I proactively seek out both / I recognize and reward / I recognize and understand / I don't make excuses and I positive and negative people based on their the differences among hold myself accountable for information regarding my performance. people. my actions. business. ► I listen to employees / I believe everyone has / I do the right thing,even / I have honest conversations and give them a voice in something to bring to when no one is looking. and share knowledge with decisions that affect them. the table. others. / I know my strengths ► I always enforce company / I listen to the concerns and weaknesses,adapt / I say what I mean and I standards. of others. to change and grow mean what I say. accordingly. r Canon Tab 2 - Qualifications of Prime Proposer Canon Solutions America, Inc. Tab 2 Qualifications of Prime Proposer canon CANON SOLUTIONS AMERICA . Minimum Requirements (Phase I) Appendix C1.1 *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Minimum Requirements (Phase I) Appendix C1 .1 Caren Filed Date Filed:01/07/2013 Business ID: William M.Gardner Secretary of State STATE OF NEW YORK DEPARTMENT OF STATE I hereby certify that the annexed copy has been compared with the original document in the custody of the Secretary of State and that the same is a true copy of said original. WITNESS my hand and official seal of the ........ •. Department of State,at the City of Albany,on • O� NE W .. January 3,2013. til i✓f AIrttakI •• ®: • • • V fir•• '• • ,may � � DanieI E. Shapiro S • •'•�?'<tiENT Off•.•' First Deputy Secretary of State ..........• Rev.06/07 State of New Hampshire Mergers-Corporations 5 Page(s) I1111!II1111111111IIII III IIIIIIIIIIIIIII II JI I II III 71300731025 gt1,OOO .CZ21. •inolag pagpion pupi aql;o Ion=r uuuad,y.K 000 pun soust5ew1 ooO3o uopelodlooa!;o suopolpsunf anpoadsaa otpJo mei otl,i, 1 £861't,.igT^1 uo uonelodioo u2lalo;a se ssaulsnq;osstre.p o1 pot,maty;o a1' s OLPul 1,1110g1ny 103 uollaollddy uu palg'yN 00 pug 100Z'cz din f uo uouviodloa u8►a1o,;r se ssaulsnq lossueal of xio,i,coaly3o ale1S ogl ut t(luotpny Jo3 uopsogddy us mg sopsl2ewl 000 'L . •oul stuo4Xs ssau!sng•aoO sum palelodioau!Alleul2llo sum'V'Is aaO 431gm Japtm owuu ay,L 'Z861'61 krenaga3 s!a1r1S 30 Ansp.toaS aJemelaa 21.11'Pim Pig 0.10m uopwodaoou!30 alrogplao s,•y11 zoo go!gm uodn aiup aq.L •uonulodloo 3JemalaI a s!•y'K zoo '9 • .0t4'swals/is aoWO samog Aauud sum palwodloou!Xpuul2po sum sopsl2uu'1 no Haulm Jopun awaa 24 j• '(00Z‘EZ,ilanYg3,1 s!alelSJo,i1e1a'oas a1Bmalaq aril tptm palg sem aollrlodloou!3o alrogplao s,sopsl2atul zoo go!gm uodn asap aq.L •uollriodioo alrmrl°Q r s!sops!Erwl zoo 'c •out'smalsAs Jo1rino18O uuyiodoalalnl sem palrtodlooui rillruy2po sem suognlos ssaulsnq uour0 gopot Japan auteu ou. 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The merger of Oce Imagistics and Oce N.A.into Canon Business Solutions has • been authorized by the written consents of the board of directors and sole shareholder of each of pee Imagistics and Oce N.A.in accordance with the laws of the jurisdictions of incorporation of • Oce Imagistics and Oce NA.. 10. The merger of Oce Imagistics and Oce N.A.into Canon Business Solutions has been authorized by the written consents of Canon Business Solutions'board of directors and sole shareholder in accordance with Sections 615 and 708,respectively,of the NYBCL. No written noticeis,reguired by Section 0.1,5•. 11. The certificate of incorporation of Canon Business Solutions as now in effect shall be the certificate of incorporation of the Surviving Corporation,except that Article I thereof,relating to the name of the corporation,is hereby amended and changed to read as follows: "The name of the corporation is Canon Solutions'America,Inc." • • 12. (a) Oce Imagistics has one class of capital stock outstanding,consisting of common stock,par value$0,01 per share,of which 1,000 shares are authorized and 1,000 shares are issued and outstanding. (b) Oce N.A.has one class of capital stock outstanding,consisting of common stock, par value$1.00 per share,of which 1,000 shares are authorized and 1,000 shares are issued and outstanding. (c) At the Effective Date,as a result of the Merger and without any action on the part of the holder of the capital stock of any constituent corporation,all outstanding shares of Common Stock,par vale$0.01.per share,of Oce Imagistics and all outstanding shares of Common Stock,par value$1.00 per share,of Oce NA.shall be retired and shall cease to exist. The certificates for such shares shall be surrendered and cancelled. 13. (a) Canon Business Solutions has one class of capital stock outstanding, consisting of conunon stock,par value$10.00 per share,of which 200,000 shares are authorized and 130,150 shares are issued and outstanding. (b) At the Effective Date,each outstanding share of Common Stock,par value$10.00, per share,of Canon Business Solutions issued and outstanding immediately prior to the Effective Date shall not be converted or exchanged in any manner,nor shall any consideration be paid therefor,but each such share shall continue to represent one Issued share of the Surviving Corporation. 14. The effective date of the merger herein certified,insofar as the provisions of the NYBCL govern such effective date,shall be January 1,2013(herein,the"Effective Date"). 2 Dated: December 31,2012 CANON BUSINESS SOLUTIONS,INC. By: r. 'Adachi ' • airman and Chief Executive Officer OCE 1MAGISTICS INC. By: Eric Vandoninck Chief Financial Officer • • OCE NORTH AMERICA`NC. Eric Vandoninck Chief Financial Officer. • • • 3 ! • • • • 1212310001ys CERTIFICATE OF MERGER OF OCE IMAGISTICS INC. INTO L-} .CT... .._._... _..__ ._...._CANON BUSINESS...SOLUTIONS,. INC. .. . W2:a W U o' Section 904 of the Business Corporation Law LJ L� o N (f/A J co STA1E'OE NEW YORE DEPARTMENT OF STATE r cC DEC 3 1 2012 LL 0 1A%$ IY; 44, Filer: Dorsey & Whitney LLP YNc.Z4" �`— Suite 1500 50 South Sixth Street Minneapolis, MN 55402-1498 Cust. Ref#480376Jba DRAWDOWN Lc.tPNVAI DOWN � . �7a- Minimum Requirements (Phase I) Appendix C1.1 *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. References *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. has a history of helping Government agencies to leverage proven technologies to increase efficiency, manage resources, and provide high quality services to the communities they serve. Per ITN requirements, we have provided two References below. For additional References,please see the Similar Experience and References section of this response. 1) Customer Name and Year(s) Contracted: City of Delray Beach,2015 Contact Name and Title: Alex Gamma,IT Business Analyst Address: 150 NW 1st Ave., Delray Beach FL,33444 Telephone: 561-243-7000 x8105 Email: GammaA@mydekaybeach.com Narrative on Scope of Services Provided: Canon Solutions America and the City of Dekay Beach's partnership started in 2015. Since then, Canon Solutions America has eliminated 75% of their single-function color desktop printers and B&W multifunction devices with color multifunction devices that include our secure print with card reader solution. We will have completely taken over their fleet by March 2018. Number of Employees: 850 2) Customer Name and Year(s) Contracted: Broward Sheriff Office, 2011 Contact Name and Title: Jason Spaide,Assistant Purchasing Manager Address: 2601 W. Broward Blvd., Fort Lauderdale,FL 33312-1308 Telephone: 954-321-4542 Email: Jason Spaide(a,sheriff.org Narrative on Scope of Services Provided: Canon Solutions America and Broward Sheriff Office's partnership started in 2011. Since then, Canon eliminated all of the desktop printers and has implemented over 400 multifunctional devices along with our secure print solution. Number of Employees: 5,400 Canon CANON SOLUTIONS AM°:i :> Organizational Narrative and Chart Canon Solutions America, Inc. Organizational Narrative and Chart Canon Company Information Canon Solutions America, Inc. Company Information Canon Solutions America, Inc. is a Canon U.S.A., Inc. company providing integrated systems technology that comprises one of the strongest solutions portfolios in the document management industry. Our unique and successful heritage is built upon an ability to offer benchmark levels of service and support. Canon Solutions America is a wholly owned sales subsidiary of Canon U.S.A. Inc. operating within the United States and part of the region called Canon Americas. With over 150 offices in most major metropolitan areas throughout the U.S., Canon Solutions America continues to grow, providing sales, service, and support of Canon's document management technology. Canon Solutions America continues to expand into cities where companies may benefit from working directly with a Canon U.S.A. sales subsidiary. Combining the strengths of the former Canon Business Solutions, Inc. and Oce • No 0 f o North America, Inc., Canon Solutions ° ° `D ° 0 A . °. , „ America provides industry leading ° ° 4 ° �, I °o4, v� enterprise services, advanced CA °. 0 '0 0 0 production print technology, and large ° format solutions supported by 9 experienced professional service 0 :A ° ° °° 00 • offerings. Canon Solutions America • helps companies of all sizes to improve their business by increasing efficiency, t 0 CamoSaincesha.. controlling costs, and becoming more environmentally conscious. Canon is a $29.3 billion company that pursues global diversification with regional operations in the Americas, Europe, and Asia. In our global structure, each region handles comprehensive sales and marketing duties. Throughout the group there are 197,673 employees and 367 research, manufacturing,and sales subsidiaries. The high priority Canon places on its Global R&D effort is evident in its devotion of more than 8.9% of annual revenues in 2016. Canon's efforts in this area include a more regional focus in order to develop technologies that meet the specific demands encountered in the Americas, Europe, and Asia. Based upon the number of registered U.S. patents filed by Canon,you can easily conclude that we have spent our Research and Development dollars effectively. In 2016, Canon Inc. ranked third overall in patents registered in the U.S.with a total of 3,665 patents. Canon Solutions America offers many unique benefits. We offer a full range of technologies, as well as implementation and help desk support. In addition, national customers enjoy consistent best-in- class support for all their locations nationwide.A staff of product and software application experts is Canon .'lON S(J I u ON, ''.. CANON SOtU lO?'S At. RICA Company Information Canon Solutions America, Inc. directly accessible to assist our customers with the continual task of streamlining workflow processes through innovative technology. Given all of the areas of support employed by Canon Solutions America, it's easy to see why we position ourselves as a total document management solutions provider. Our diversified portfolio of solutions touches upon every point of the document cycle within a company's workflow. There are many reasons why Canon Solutions America is a premier choice for you to consider for your imaging systems/document management needs. Here are a few: • We are a single source solutions provider. Our hardware, software, and third-party enablers combine for one of the most diverse portfolios in the industry. • We are a Canon U.S.A., Inc. Company. The relationship we have with our parent company is a strong and valued one. We are committed to providing outstanding quality and value that lives up to the Canon name. • Canon office equipment is the #1 brand in the industry. Being#1 is not reason enough to partner with any company. It does however provide assurance that the technology is widely accepted and utilized in the ever-changing world of business. Staying ahead of the technological curve requires a commitment to excellence that never ceases, from research and development to manufacturing and marketing. • Our ability to draw upon the support of Canon U.S.A., Inc. and the technology they represent, yet still have the flexibility to create local programs which meet the specific needs of the markets we support,is a one-two combination rarely found in business. • We will continue to develop ways in which to improve our capabilities and ultimately provide you with outstanding customer service.To that end: o We will listen to understand your requirements. o We will provide the necessary solutions to meet those requirements. o From a financial perspective,we will provide benchmark value. o We will offer outstanding service and support to ensure your ongoing satisfaction. Canon CANON SOLUTIONS AMERICA Brief History Canon Solutions America, Inc. Brief History 1970-1980 What would become Canon Business Solutions began as four independently operating organizations marketing the Canon brand of office and production equipment in New York, Philadelphia, Chicago, and Los Angeles. 1980-1999 Canon continued to set new industry standards for black-and-white, color, and fax technology. By the end of the 1990s, all four independent sales companies had been purchased by Canon U.S.A. and comprised the foundation of the Canon subsidiary sales and service network. 2000-2010 Under the direction of Canon U.S.A.,the four foundational offices changed their marketing to come under the banner Canon Business Solutions as a means to differentiate and showcase their offerings in the Canon family. Coinciding with the name change was a national expansion to many of the top metropolitan regions within the United States. In 2003, the New York and Philadelphia subsidiary companies merged to combine their strengths and grow throughout the East Coast,while the Chicago office would serve as the foundation for the new Central region and Los Angeles the same for the new Western region. By 2008, the three regions officially merged to form Canon Business Solutions,Inc., a wholly owned subsidiary of Canon U.S.A., Inc. The combined strength and shared vision of the Canon Business Solutions company would better position Canon to meet the growing demands of customers locally, regionally, and nationally with a streamlined organization of enhanced systems and processes to benefit all customers. Canon Business Solutions opened more than 50 offices across the U.S., dedicated to the business customer and designed around a mindset of superior sales and service solutions. 2011 -Present In 2010, a Canon U.S.A. subsidiary acquired assets of North Carolina-based Tereck Office Solutions, Inc. as a means to continue to grow Canon Business Solutions offerings specifically in North and South Carolina and the surrounding areas. The subsidiary, Canon Business Solutions- Tereck,merged into Canon Business Solutions in 2011. In 2008, assets of San Francisco-based Newcal Industries were acquired by a Canon U.S.A. subsidiary to grow the Western footprint of Canon Business Solutions, continuing Canon's vision to be the leading document and imaging sales and services organization in the United States. The subsidiary,Canon Business Solutions-Newcal was merged into Canon Business Solutions in 2012. Canon • caw. !scxus Brief History Canon Solutions America, Inc. On January 1, 2013, Canon U.S.A. merged Oce North America into Canon Business Solutions to form one of the largest document and imaging business-to-business sales and service organizations in the world.The merged organization has been renamed Canon Solutions America, Inc. Canon r/OW.4 . CAN:-.415:O11,?OA'S41,14'2f(A Canon Solutions America, Inc. Organization Chart President and CEO I I r, I I Executive Vice Senior Vice President President, Service e I { 1 1 1 _ Il r Senior Director Vice President Sales Vice President Vice President, Zone Service Vice Systems Solutions Business Operations President Production Print Eastern Zone Support l Senior Director Director, Production Senior Director, Director,Customer Senior Director. Regional Sales Systems Solutions Service Service Sales Support • ,L___________] High Volume Senior Manager Pre/ g Post Manager,Customer Branch Service Market Director Service Manager !Production Specialist Sales Support I ! Manager, Major Manager System Accounts Solutions Support Senior Account Pre-Sales Analyst Executive ! IL_________ Ca-no-ti Post—Sales Engineer CANON SOLUTIONS AMERICA Principal's List Canon Solutions America, Inc. Principal's List Canon Solutions America, Inc. is a wholly owned subsidiary of Canon U.S.A., Inc., a privately owned subsidiary of Canon Inc. The Corporate Officers are all involved in the direction, control, or management of Canon Solutions America, Inc. The Officers are as follows: Board of Directors Yoroku Adachi President and CEO Canon U.S.A., Inc. One Canon Park, Melville, NY 11747 Seymour Liebman EVP/GM,Administration & Reg Operations Canon U.S.A., Inc. One Canon Park Melville, NY 11747 Toyotsugu Kuwamura President and CEO Canon Solutions America, Inc. One Canon Park Melville, NY 11747 Yoshinori Shimono Sr. VP/GM, Finance and Accounting Canon U.S.A., Inc. One Canon Park Melville, NY 11747 Officers Toyotsugu Kuwamura President and CEO Canon Solutions America, Inc. One Canon Park Melville, NY 11747 Canon CANON SOLi!7 SONS tJdEKICA Principal's List Canon Solutions America, Inc. Peter Kowalczuk Executive Vice President and GM Canon Solutions America,Inc. One Canon Park Melville,NY 11747 James Sharp Executive Vice President Canon Solutions America,Inc. One Canon Park Melville,NY 11747 Malkon Baboyian Executive Vice President Canon Solutions America,Inc. 5600 Broken Sound Road Boca Raton, FL 33487 Arthur McGinn Executive Vice President Canon Solutions America,Inc. One Canon Park Melville,NY 11747 Charles Bruschi Senior Vice President Canon Solutions America,Inc. One Canon Park Melville,NY 11747 Yoshinori Shimono Treasurer Canon U.S.A.,Inc. One Canon Park Melville,NY 11747 Steven Himelstein Secretary Canon U.S.A.,Inc. One Canon Park Melville,NY 11747 Canon n ..., . ._. ..� NON s:x'l[K`.'i i Experience Canon Solutions America, Inc. Experience Canon Solutions America, Inc. has done business with hundreds of organizations with multiple locations across the United States. Our experience in the document management industry is evident through the unique technology solutions we provide companies and employees,leading to improved print policies and management, potential savings on print related costs, and the ability to comply with ever more stringent state and federal security standards; all while promoting and achieving more environmentally conscious behavior. Canon Solutions America is the strategic partner with the resources,technology, and customer focus to help City of Miami Beach meet their needs and overall goals. Canon Solutions America offers the expertise and experience that is required to manage a fleet such as the one being proposed in our response. Canon Solutions America offers hardware and software technology solutions for organizations that have helped to streamline workflows, boost collaboration, control expenses, secure information, improve accessibility, and reduce the impact of printing on the environment. With decades of experience working with corporations, municipalities, and educational institutions across the nation, our seasoned team and rich portfolio of solutions can help you reduce the total cost of printing through print job management and energy efficiency, enhance the 21st Century office with cutting- edge document management products and services, optimize back-office operations through integrated document workflows, and address compliance and reporting requirements by integrating hard-copy content into federally mandated records management,audit, and reporting systems. Canon Solutions America's Managed Print Services (MPS) program has also helped customers pinpoint the bottlenecks and areas of inefficiency within their print environment relating to hardware, placement, and document workflow. Upon understanding the customer document needs, our MPS Professionals work to design a solution that will optimize their print environment to fit the way their organizations work. Solutions include migrating volume from over-utilized or expensive- to-operate devices, replacing single-function devices with multifunction devices, integrating cost control software into customer workflow,and making recommendations for workflow automations. Canon Solutions America has a long, rich history of providing not only the best-in-class products, but a wide variety of specialized services that are tailored to the needs of our clients, no matter the market they serve. And now, we've got the benefit of the rich, diverse histories Océ. Representing the combined strengths of these world-renowned brands—Canon and Océ—our newly expanded portfolio of solutions is now the most robust in the industry. This, along with the expert knowledge of our people and a shared culture of providing excellent support and service, makes us well positioned for continued success. Canon :�•N a• ... •�:,,. , 4ti^V r')Uli)O1S AMERICA Green Initiatives Canon Solutions America, Inc. Green Initiatives In the spirit of our corporate philosophy of kyosei — all people, regardless of race, religion, or culture, harmoniously living and working together into the future — Canon takes an approach to business that is socially responsible and economically logical. Canon seeks to be a truly excellent global corporation. For our customers, we offer the best products possible. Simultaneously, we strive to improve our relationships with local communities and to increase our respect for the environment as we contribute to the prosperity of the world and the happiness of its people. Our company's commitment and contribution to the environment and to the world community are an integral part of Canon's management structure, product design, manufacturing, and corporate culture. This commitment has inspired many special corporate programs at both the global and regional level. Canon Group Environmental Charter Corporate Philosophy: Kyosei Achieve corporate growth and development while contributing to the prosperity of the world and the happiness of humankind. Environmental Assurance Philosophy In the interest of world prosperity and the happiness of humankind, pursue maximization of resource efficiency, and contribute to the creation of a society that practices sustainable development. Fundamental Policies for Environmental Assurance Seek to harmonize environmental and economic interests in all business activities, products, and services (the EQCD concept); offer products with lower environmental burden through innovative improvements in resource efficiency, and eliminate anti-social activities that threaten the health and safety of mankind and the environment. Toner Cartridge Recycling Toner cartridges are recycled through Canon's Toner Cartridge Return Program. Because these cartridges have components that can be re-used, the environmental benefits positively offset the negative effects of shipping to our recycling facility and then on to our manufacturing sites. Returned cartridges are sorted and put through the recycling and energy recovery process, producing plastics, metals, and reconditioned parts that can be used in the manufacture of new cartridges and other products. Canon CANON SOLUTIONS AMEpi(A Green Initiatives Canon Solutions America,Inc. The Canon Cartridge Return program is easily accessible on the website at https://ereturn.usa.canon.com/. Here, using the machine's serial number, customers can print a UPS label for the return of cartridges or request a multiple-cartridge return box and it will be mailed. More information about the Canon Cartridge Return program can be found on the website. Toner Container Recycling To contribute to the goal of zero landfill waste, Canon is introducing a collection and recycling program for Canon plastic toner containers. Unlike Canon's all-in-one cartridges, these toner containers are made mainly of plastic material making local recycling and local energy recovery possible. When local recycling is utilized, environmental impacts associated with the transportation of containers are reduced. To support local recycling and energy recovery, Canon has engraved a plastic resin code on each container. Canon toner particles and plastic toner containers are safe for local recycling and local energy recovery facilities. When Canon plastic toner containers cannot be recycled locally or sent to a local energy recovery facility, Canon asks that customers ship them to: Canon Toner Container Collection Center, 2051 Meridian Place, Hebron, KY 41048 at their own expense. Once received by our facility, Canon assumes the responsibility and cost for recycling to keep Canon toner containers from going into landfills. For more information,please visit http://www.usa.canon.com/cusa/about canon/community environment/environmental commit ment/environmentally conscious programs/toner container collection program. Energy Star Partnership To help you save energy and money while making a difference for the environment, Canon has partnered voluntarily with the EPA for more than 20 years to design products that meet the high standards of its ENERGY STAR® Program. This program promotes LEARN MORE AT the development and introduction of energy-efficient products to energystar.gov combat climate change and other environmental issues. As an ENERGY STAR partner, Canon has more than 180 certified products that incorporate advanced energy-efficient technologies, without compromising features or performance, such as energy saver mode, automatic duplex settings, and low sleep mode power consumption. Canon has received multiple ENERGY STAR Awards for protecting the environment through manufacturing energy-efficient products. To learn more about Canon's ENERGY STAR certified products, please visit ENERGYSTAR.gov. Canon -CANON SUVA 'SAht-r:ta Green Initiatives Canon Solutions America, Inc. ISO 14001 Certification Canon U.S.A., Inc. announced in October, 2007 that all of its facilities in Canon U.S.A. and Canon Canada headquarters have received ISO 14001 Certification under Canon's Global ISO 14001 Certification Initiative. The ISO 14001 Standard is an internationally accepted specification for environmental management systems created by the International Organization for Standardization to help organizations minimize how their operations affect the environment and comply with related laws, regulations, and requirements. As part of the efforts to achieve this well-recognized certification, Canon U.S.A. has established its own Environmental Management System (EMS) to ensure that the Company's activities, products, and services have minimal impact on or risk to the environment. Canon's EMS helps monitor and improve upon a number of areas that touch on the environment, such as energy efficiency, resource conservation,waste management, chemical control, and toner cartridge recycling. Canon atiill'y CAN^.N Sowl lot t^A!:7 A Canon Financial Services, Inc. Overview Canon Solutions America, Inc. Canon Financial Services, Inc. Overview Financing your Canon investment is made easy through our sister company, Canon Financial Services, Inc., Canon U.S.A.'s wholly owned leasing company. Canon-brand financing allows you to work with only one company. Because Canon handles your equipment, service, and equipment financing throughout the life of your lease, we will ensure that you are provided a high level of service. Canon Financial Services provides our customers peace of mind knowing their equipment was obtained through financing provided by the manufacturer. For over 30 years, Canon Financial Services has been providing flexible solutions to Canon customers. Our customers who lease with Canon Financial Services have access to online billing information with extensive reporting capabilities. The Canon Financial Services website offers customers the ability to access their invoicing information in an MS Excel-friendly invoice file creator. This format allows the customer to manipulate columns online to offer sorted invoicing information: • General invoice/address information • Itemized charge detail • Equipment schedule • Copy/aggregate usage detail Because of the size of the Canon Solutions America operation and obvious buying power, we are able to achieve top tier level discounting based on the volume of equipment purchased from our parent company. Our goal is to provide an unprecedented level of service and support equal to the quality of Canon product. Your satisfaction is of supreme importance to Canon Financial Services. The Priority Services Program provides you with the services you may need to manage your account: • Versatile invoicing solutions with an unparalleled level of detailed reporting • A selection of payment options • Designated Accounts website access to view, print, sort and download account detail • Account Executive assistance in selecting and executing the right solution for your accounting and reporting needs • Priority Service Representatives who will assist you with any questions you have on invoicing, payment, application, access to and use of the Designated Accounts website, or any other aspect of your account management in which we can assist You can rely on Canon product for superior quality and advanced technology. These are Canon's hallmarks, and they are recognized and appreciated around the world by organizations of all sizes. You can rely on Canon Solutions America for expert advice on product selection and qualified service. Canon Solutions America brings you technical expertise at each stage of your office equipment selection, installation, and maintenance process. You can rely on Canon Financial Services for professional and experienced account financing recommendations and administration. Can on • CANON SOLUTIONS AMERICA Canon Financial Services, Inc. Overview Canon Solutions America, Inc. Together, Canon product, Canon service, and Canon financing bring you the total business solution. Regardless of the number of offices or locations you maintain, we can coordinate the securing, installation, servicing,billing,and account review of equipment under one agreement. As a Priority Services Customer, Canon's total solution brings you an even higher level of service and support from Canon Financial Services. We are aware that you have unique account management requirements. The Priority Services Group is dedicated to providing personal assistance and a passion for customer service support. Canon Financial Services is a wholly owned subsidiary of Canon U.S.A. We have been able to draw on our experienced leasing and financial professionals to build a dynamic and effective organization with knowledgeable people and state-of-the-art systems. The Canon name is synonymous with quality and service. Canon Financial Services provides quality performance in leasing. As part of the Canon family we are very much aware that what we do impacts how you view Canon as a whole. No other leasing company can make that claim. No other leasing company is "committed" to Canon products and Canon service like Canon Financial Services. Financing Agreement Canon Financial Services makes leasing a simple process for our Priority Services Program customers. By using our Master Agreement, you sign ONLY ONE master contract, and add equipment as you need it by using one-page Lease or Rental Schedules. You control the timing of equipment installation and the length of service for each installation. COMM masamome Master Agreement: Our basic contract is written in plain """'" language.The terms and conditions apply to both standard _1171/7117.-, leases and service-inclusive rentals. The Master Agreement - remains in effect as long as any Schedules are active. = -- - Lease Schedule: This one-page addendum to the Master _ 4 Agreement addresses the specific lease of equipment at a -- -,- - 4 time,location,and term of your choice. Rental Schedule: This one-page addendum to the Master Agreement provides for service-inclusive rental of equipment at a time,location,and term of your choice. Canon Solutions America has all the documentation you need and will deliver your signed documents to Canon Financial Services as each installation is arranged. Canon CANON SOLUTIONS, cA Canon Financial Services, Inc. Overview Canon Solutions America, Inc. Lease Schedule Detail: As you know, leasing allows you IFAS SCHEDULE(1m'Srlreuae +aWaee, dtllelenn Ne Mauer Pgr,,,,,K De ween Rn Coabrrer ir»lialee 0elow 1'Custareel and CFS,enetuled m 20 'Agreement"ires and the Agreement(asthe the flexibility and convenience of obtaining necessary Schedule °°eks'°� 'o Schedulesblui�'�`°° ._' NEn INFOFNfl1:N office equipment quickly and cost-effectively. ��- eILL .1IPBS :'/Pe awe, irorE /0 Using one-page Lease Schedules with the Master »rM � :ro Jt1IPMtNf N1-..F111C"'N »I,MNtn 4NI1<MC IINPCYMF»r5 Agreement, the paperwork to add equipment at any time ,„I *,�»la••» is minimal. All the standard lease selections — term, end- of-term purchase option, billing frequency — are clearly Ask*.iam stated. Canon Solutions America can help you choose the '7.=,-; SIl.aO OFfM.na..Oral Oa.oN pm"w» model and term to best fit your needs while remaining _°ate— 04/ � Ic°^ within your budget. ,FtlSSCFE0IAE( Stllehle,uoopa.e+"dhelemsdFeMas@r.grecncq.Aet.emtic Rental Schedule Detail: You may elect a service-inclusive Custer"Naled below Moaner)and CFS,execmedas 20 „ " ""a"b" """° " program, which provides for comprehensive machine wt NIMOE management with equipment and service bundled into one MINIGKONSS -I" SUN '"" . payment and billed on a cost-per-copy basis. w..e.1NOR58 aT =MY 111.1E ID °.we Ce.ekaaI*Real, f ."`"mwThe one-page Rental Schedule shows you the versatile service options —your selections will be clearly stated on the document. Your servicing dealer will contact you for :Tww_ea TOTALI, monthly meter readings, and a 3-month history of copy ,.�. �-^�— usage detail will appear on your invoice. Canon Solutions •....ares n..weww wan. a "ft - America will recommend the appropriate equipment, program, and term for your usage requirements. Invoicing/Billing Canon Financial Services' versatile invoicing solutions provide an unparalleled level of detailed reporting selections to assist you in the management of your equipment population. Canon : ,� . "'tea"`"' Invoice Set-up: No matter how many Schedules your account ---�-- -- r contains, you will have only one invoice due date and may have all mu/mkt n7.7 2 Schedules consolidated into one invoice. .neem MwlLq .i. .a.... Wl c "•- - _ Charge Detail: Each invoice, whether for one or multiple contracts, -w-w-=- bt �Kw itemizes and identifies each charge — current and non-current — and Thank you for choosing Canon! ...,F KA"hairless ant.t..to*rem.Ku'nem always includes your Purchase Order number. In addition, you may � include up to two additional reference fields that you select, relating to -- EM". each Schedule, such as department or cost center. onner — -� Equipment Schedule: Each invoice includes a separate equipment detail section, containing comprehensive asset description and cam location information. In addition, you may also include up to two . . ��� _�� �� _= canon )o' ,N.:':.:d?AICA CANON SOWTIC'+ .A O'A'RICA Canon Financial Services, Inc. Overview Canon Solutions America, Inc. additional reference fields that you select, relating to each asset, such as building location or machine code. Special References: Two special references at the contract level and an additional two special references at the asset level, combined with your Purchase Order number gives you up to five selected references. Copy Usage Detail: Each asset on maintenance-inclusive Rental Schedules is also listed with a 3- month copy usage history. Invoice Processing: Canon Financial Services will always mail your invoice. In addition, we have additional processing capabilities to assist your Accounts Payable and Cost Accounting departments: • You may elect to view and print your invoices, and download invoice detail via our Designated Accounts website. • You may elect to pay invoices using ACH auto-debit to your bank account. This selection can be made right on each Lease and Rental Schedule. • You may also elect to receive your invoices electronically in our EDI 810 format. • You may elect to pay invoices electronically using EDI 820 protocol. Online Account ManagementCanon c anon The amount of detail Canon Financial Services includes on each invoice -• provides you with information to manage your entire machine population. It is our desire that this detail works for you. Through our Designated Accounts ._ website you can review your account information and manipulate the data «w a . reporting to fit your needs. View and Print Invoices: All of your invoices are listed by invoice number, including date and invoice amount, and remain available for printing and -- -- - --�} viewing. Simply click on the invoice you wish to access. Canon Cann Sort Invoice Information: On our standard invoice, the charge detail and " "'-"--.- equipment schedule sections are sorted by contract number. Through the website you are not limited to our order, you can select a custom sort option for F-- -- viewing and printing. You select up to three sorting levels for each section, --- Canoes are based on the detail printed in that section - such as purchase order number, location, and special reference number. Once you set your sorting criteria, it -7— remains -remains in effect for all your invoices until you change it. alya 1MNMPS•••1IMMIX "'' MOP•IIM MOO Download Invoice Information: Would you like to use the information "`' Canon Financial Services provides in a different format? Through the Canon ',NON SOWTIONS AMERICA Canon Financial Services, Inc. Overview Canon Solutions America, Inc. Designated Accounts website you can download the information to your PC as a text file (txt), Excel spreadsheet (xls) or in an ASCII format. This allows you to utilize our information in an integrated manner with your machine population management requirements, saving time and reducing errors. You can select one or many invoices, as well as all information, or only designated sections when creating your file for downloading. Electronic Invoice Payment: Through the Designated Accounts website you can elect to send your remittance through electronic funds transfer (ACH) and still control the process. You can authorize an automatic recurring transfer for the full amount due on all of your open invoices or you can select the specific invoices you wish to pay and authorize a one-time transfer of funds. Invoice & Check Application Tool: Your invoice and payment history may be accessed at the click of a button. Find the information you need fast using these handy search options: • All Invoices • Due Date • Invoice Number • Check Number • Contract Number You will always know where your checks are applied and Open items are highlighted. By clicking on the invoice number you can display the full invoice. Reconciling and reporting on your accounts has never been easier.You now have back-up data at your fingertips. Secure Access: Our Designated Accounts website is password-protected for your security. You can obtain a customer number and password through your Canon Financial Services' Priority Services Group representative. You will also receive a detailed user's manual displaying all the features of the site. Caton CANON SOLUTIONS, M:r'C"4. • - . . "%CO® DATE(MM/DD/YYYY) V CERTIFICATE OF LIABILITY INSURANCE 10/05/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Marsh USA,Inc._ PHOS: 1166 Avenue of the Americas_ (A/c No.Ext): A/c.No): New York,NY 10036.. E-MAIL Attn:NewYork.Certs@marsh.com Fax:212-948-0500 ADDRESS: _ INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Sompo Japan Insurance Company of America 11126 INSUREDINSURER B:Tokio Marine America Insurance Company 10945 CANON SOLUTIONS AMERICA,INC._ ONE CANON PARK. INSURER C: MELVILLE,NY 11747 INSURER D INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: NYC-007408298-18 REVISION NUMBER:7 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSD VD POLICY NUMBER (MM/DD/YYYY) IMM/DD/YYYY) B X COMMERCIAL GENERAL LIABILITY CLL6404741-06 11/01/2016 11/01/2017 EACH OCCURRENCE $ 1,000,000 CLAIMS MADE X OCCUR TITIvi/TGE TO D PREMISES Ea Eoccurrence) $ 1,000,000 _MED EXP(Any one person) $ 5,000 PERSONAL 8 ADV INJURY $ 1,000,000 GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY JECT PRO X LOC PRODUCTS-COMP/OP AGG $ 1,000,000 OTHER: $ A AUTOMOBILE LIABILITY 'FTA40003D0(AOS) 11/01/2016 11/01/2017 COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) A X ANY AUTO ACV40995R0(MA) 11/01/2016 11/01/2017 BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUUTOSTOS (Per accident) _ COMP/COLL DED $ 1,000 UMBRELLALIAB _ OCCUR EACH OCCURRENCE $ EXCESS LIAR CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ A WORKERS COMPENSATION WCD40058G0(AOS) 11/01/2016 11/01/2017 X STATUTE ERH AND EMPLOYERS'LIABILITY A Y/N WCR40003D0(WI) 11/01/2016 11/01/2017 1,000,000 ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? n N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If es,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space la required) Evidence of Insurance CERTIFICATE HOLDER CANCELLATION Canon Solutions America,Inc.. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE One Canon Park] THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Melville,NY 11747 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE of Marsh USA Inc. I William Mollica a'l.lifi"aciest"A, , C ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD Call ouCanon U.S.A., Inc. One Canon Park Melville, NY 11747 Tel: 631.330.5000 January 2,2017 To Whom It May Concern: Canon Solutions America, Inc., headquartered at One Canon Park, Melville, New York 11747, is a non- exclusive Canon Business Imaging Solutions Group Dealer. Under the terms of the Canon Business Imaging Solutions Group Retail Dealer Agreement, this dealer is presently authorized to sell and service the Canon Business Imaging Solutions Group machines listed in response to your Request for Proposal, which may include the Oce VarioPrint DP machines, and related Canon Business Imaging Solutions Group supplies and parts. The agreement requires that the dealer enroll technicians in Canon training programs to enable the Dealer to properly maintain each model of the products it is authorized to sell. The agreement also provides that the dealer shall maintain an adequate inventory of parts and supplies to service all the Canon Business Imaging Solutions Group machines sold by it. The contractual commitments by the dealer have been established by Canon to afford the user of the Canon Business Imaging Solutions Group products adequate service facilities to properly maintain these products. In the unlikely event that Canon Solutions America, Inc. should not continue in business as an authorized Canon Business Imaging Solutions Group Dealer, Canon U.S.A., Inc. will use commercially reasonable efforts to make arrangements to find a suitable replacement facility. If there are further questions,please contact the Canon Regional Office. Very truly yours, CANON U.S.A., INC. Toybfsugu Kuwamura Executive Vice President and General Manager Business Imaging Solutions Group Can on Canon Solutions America, Inc. One Canon Park MON SOLUTIONS AMERICA Melville, NY 11747 CANON Phone: 800.815.4000 www.csa.canon.com January 2,2017 Re:Assignment of Contract To Whom It May Concern: Canon Solutions America, Inc. requires the right of assignment to any affiliate which is a wholly owned subsidiary of Canon U.S.A., Inc., a company dedicated to providing the highest level of Canon brand products, services and financing to our customers,such as Canon Financial Services, Inc. Canon Financial Services, Inc. is the billing entity for lease transactions for Canon Solutions America, Inc. Canon Financial Services, Inc. has specialized in delivering high content invoices, including lease and maintenance charges, in a variety of formats (paper, electronic, web) to meet our customer's needs. An assignment might occur either as a result of lease/billing requirements or corporate restructure, either of which would not result in decreased service capability. We trust in the strength of the relationship among the Canon companies will meet your requirements for written consent to assignment. Sincerely, � r Tracie Sokol Vice President,Marketing A Canon U.S.A. Company Similar Experience and References *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Similar Experience and References *PROPRIETARY AND CONFIDENTIAL* Canon offers solutions for Federal, State,County,and Municipal governments as well as Federal and State agencies, special districts, and government contractors. Our tailored offering address key areas and concerns as needs and new regulations dictate. Government organizations strive to deliver necessary services that serve their constituents well, but today government agencies are faced with additional challenges. They are responsible for ensuring that confidential information and data is safeguarded by facilitating compliance and accessibility regulations. In addition, they must address a growing demand for a more cost-effective, productive, and efficient government. Canon offers a wide variety of hardware and software solutions to assist agencies with today's challenges. Canon's solutions can improve efficiency, secure the working environment, prevent overuse of costly device functions, and comply with a variety of regulations. Plus, the solutions can help government organizations work more efficiently, streamline communication between agency employees,and address environmental and accessibility concerns. References 1) Project Name and Location: City of Delray Beach 150 NW 1st Ave,Delray Beach FL, 33444 Contact:Alex Gamma,IT Business Analyst T: 561-243-7000x8105, E: GammaA@u,mydelraybeach.com Project Description and Scope: Canon Solutions America and the City of Delray Beach's partnership started in 2015. Since then, Canon Solutions America has eliminated 75% of their single-function color desktop printers and B&W multifunction devices with color multifunction devices that include our secure print with card reader solution. We will have completely taken over their fleet by March 2018. Project Cost: Due to confidentiality agreements, Canon Solutions America, Inc. is currently unable to disclose this information at this time. Contract Method: State of Florida Contract 600-000-11-1 Company's Role (Prime Contractor, Subcontractor, other): Prime Contractor Names of Key Project Managers: Rey Pena, Marcus Hadley, Robert Chain, and Larry King Callon S ;ii'firr.-a�.Fkk A )1uiIOro:A,^'.k:C:a Similar Experience and References *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. 2) Project Name and Location: Broward Sheriff Office 2601 W. Broward Blvd.,Fort Lauderdale,FL 33312-1308 Contact:Jason Spaide,Assistant Purchasing Manager T: 954-321-4542, E:Jason Spaideasheriff org Project Description and Scope: Canon Solutions America and Broward Sheriff Office's partnership started in 2011. Since then, Canon eliminated all of the desktop printers and has implemented over 400 multifunctional devices along with our secure print solution. Project Cost: Due to confidentiality agreements, Canon Solutions America, Inc. is currently unable to disclose this information at this time. Contract Method: Formal RFP Company's Role (Prime Contractor, Subcontractor, other): Prime Contractor Names of Key Project Managers: Marcus Hadley,Robert Chain, and Rey Pena 3) Project Name and Location: University of Miami 1320 S. Dixie Highway- Gables One Tower,Suite 1230, Coral Gables,FL 33146 Contact:,Humberto M. Speziani,Assistant Vice President for Business Services T: 305-284-6297, E: hmspeza,miami.edu Project Description and Scope: Canon's contract with University of Miami began in 2011. Canon manages a program encompassing approximately 4,000 pre-existing "non-managed" devices and a growing fleet exceeding 2,000 MFDs across multiple campuses and clinics throughout South Florida, replacing older Ricoh devices as their leases expired. Project Cost: Due to confidentiality agreements, Canon Solutions America, Inc. is currently unable to disclose this information at this time. Contract Method: Formal RFP Company's Role (Prime Contractor, Subcontractor, other): Prime Contractor Names of Key Project Managers: Larry King, Robert Chain,Marcus Hadley,and Rey Pena Canon c. , CANON^OLU7iONS AMEiCc4 Similar Experience and References *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. 4) Project Name and Location: FL Department of Revenue 3301 N. University Drive,Suite 200, Coral Springs, FL 33065 Contact: Olga Feliciano,Operations Manager T: 954-346-2900, Email: olga.feliciano@floridarevenue.com Project Description and Scope: Canon's contract with FL Dept. of Revenue began in 2011. Canon manages a program encompassing approximately 850 devices Statewide from Tallahassee to Miami replacing older Konica Minolta and Oce devices as their leases expired. Project Cost: Due to confidentiality agreements, Canon Solutions America, Inc. is currently unable to disclose this information at this time. Contract Method: State of Florida Contract 600-000-11-1 Company's Role (Prime Contractor, Subcontractor, other): Prime Contractor Names of Key Project Managers: Rey Pena,Marcus Hadley, Robert Chain,and Larry King 5) Project Name and Location: Florida Department of Children&Families 401 NW 2nd Ave.,Miami,FL 33128 contact: Suzette Frazier,Program Manager DCF DISTRICT 11 T: 305-377-5509, E: suzette.frazier@myflfamilies.com Project Description and Scope: Canon's contract with Florida Department of Children & Families began in 2012. Canon manages a program encompassing approximately 250 devices statewide across multiple campuses and clinics throughout Florida. In addition, Canon is the departments preferred vendor for their statewide ACCESS program and automated document management solution. Project Cost: Due to confidentiality agreements, Canon Solutions America, Inc. is currently unable to disclose this information at this time. Contract Method: State of Florida Contract 600-000-11-1 Company's Role (Prime Contractor, Subcontractor,other): Prime Contractor Names of Key Project Managers: Rey Pena,Marcus Hadley, Robert Chain, and Larry King Canon ...... .., CANON SOLUTIONS AMERICA Industry Leadership Canon Solutions America, Inc. Industry Leadership Canon: .. 'ANC,••4 SO:.UI IONS a•:.:?;:A Awards and Recognition Canon Solutions America, Inc. Awards and Recognition As a testament to Canon's leading market position and innovative technology, Canon's office imaging products have won several prestigious Buyers Laboratory awards. BLI is the imaging industry's leading independent authority and provider of competitive intelligence,testing and reviews on multifunction, copier, printer, scanner and software solutions and products. In addition to BLI, Canon products are reviewed by several other esteemed independent organizations. "0 �cyaLO Better Buys 2013 .t BLI a for Business BLI�'. / BLI BLI 0EDITOR'$ BUYERS LAB .) BUYERS LAB BUYERS LAO i CHOICE PICK AWARDS , 2015 PICK _. oursTANOING 7 2015 0 ACHIEVEMENT A 2016 Wide BLI 2015 Pick A3 Energy Better Format Printer and MFP Pick Scanners Efficiency Buys Editor's Awards Choice Awards ..,....„,,,. lierr ,f42". ex GOLD 2° I I ir dr,:rAmer ."-Vr 4 RemaDays 2013 Wide- Canon Digital SGIA Prize for Format Pioneers Output Product of Innovation Imaging EPEAT Imaging 2015 Top the Year UV 2015 Top Equipment 50 Flatbed UV Products Product Readers' Flatbed Award Registration Choice +White with Selected 2014 Digital MFPs Commitment to Research and Development (R&D) is a clear indication of Canon's dedication to developing leading-edge technology. Canon Inc. invested 8.9% of its net sales in R&D in 2016 which exceeds such spending by key competitors. A large portion of Canon's R&D investment goes toward the development of software technology and peripheral utilities, which embrace Canon's core business — print engine technology. Canon also focuses R&D efforts on standard device architecture,network management, network productivity,and total cost of ownership. In addition, Canon is guided by its philosophy of Kyosei — living and working together for the common good. Canon believes that the interests of society and the environment go hand in hand, and that conservation is an integral part of any good business practice. The strategy considers the entire product life cycle, emphasizing energy efficiency, resource conservation, and chemical substance control. , Canon . ..w....,:y. - .. :4-1 k:`4 y.•'i,',t_wS Ar.-Ri:.. CF..ON aMunotls ANVI b"J1: Financial Capacity Canon Solutions America, Inc. Financial Capacity Canon Solutions America, Inc. offers our customers the financial backing of Canon, Inc., one of the world's most financially stable companies,with revenues of$29.3 billion. Canon Solutions America, Inc. is not a publicly held company; therefore, all financial information provided is that of our ultimate parent company,Canon,Inc. For a view of Canon's financial results/annual reports,please use the following website links below: http://www.canon.com/ir/ Canon _.. :;•P�'P ::a•'^�l SOLUTIONS AMERICA Tab 3 - Qualifications of Key Project Personnel and Subcontractors Canon Solutions America, Inc. Tab 3 Qualifications of Key Project Personnel and Subcontractors CANON SOIUTI' Account Team Overview *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Account Team Overview PROPRIETARY AND CONFIDENTIAL We will develop a competent, collaborative and systematic management strategy while addressing your needs for a cohesive single point-of-contact. Your single point-of-contact, Major Account Executive Larry King, will manage various Canon resources to ensure smooth and timely delivery, installation, systems integration, and monitoring of our performance against established service level agreements and cost data to measure our solution's effectiveness. Please see Resumes provided with this response. Larry King Major Account Executive/Primary Project Manager 305-231-1092 office, lking4,,csa.canon.com Canon Solutions America, Inc. Tenure—8 years, Industry Experience—29 years The Account Executive is the support person for City of Miami Beach. Larry's primary responsibility is to handle any customer concerns and to ensure your objectives are met on all levels. He will coordinate a seamless transition to new Canon devices in your facilities. Larry is available for all City of Miami Beach employees who require assistance. He is the key person for consultation on the Canon products deployed in your facilities. Qualifications/Experience/Certifications/Degrees/Licenses: University of Florida: Bachelor of Science in Engineering, Computer and Information Engineering Science, Sales Performance International: Advanced Consultative Selling Techniques, Management Training IBM Armonk Learning Center. Prior References: 1) University of Miami 1320 S. Dixie Highway- Gables One Tower, Suite 1230, Coral Gables, FL 33146 Contact: Humberto M. Speziani,Assistant Vice President for Business Services, T: 305- 284-6297, E: hmspez@miami.edu 2) FL Department of Revenue 3301 N. University Drive, Suite 200, Coral Springs, FL 33065 Contact: Olga Feliciano, Operations Manager T: 954-346-2900, Email: olga.feliciano(cifloridarevenue.com 3) Florida Department of Children& Families 401 NW 2nd Ave., Miami, FL 33128 Contact: Suzette Frazier, Program Manager DCF DISTRICT 11 T: 305-377-5509, E: suzette.frazier(c�myflfamilies.com Canon CA:aONSOIUT,Ot!S,A`. RKA LARRY KING 7975 NW 154th St • Miami Lakes, Florida 33016 LKing@csa.canon.com • 305.231.1092 SALES AND LEADERSHIP PROFILE Client Relations & Support • Account Development • Solution Management Results-focused sales professional with extensive experience in Government sustainability and productivity improvement through solution development / implementation and account management. Highly skilled in cultivating relationships with all end-user departments. Able to serve as trusted liaison during all phases of the implementation process. Strong, consistent leader with demonstrated skills in strategic planning, budgeting, forecasting and team building. Core competencies: • Sales Strategy& Management • Project Planning& Execution • Winning Consultative Selling Techniques • Team Building, Coaching& Leadership • New Business Development • Client& Stakeholder Relations • Solution Development& Implementation • Budgeting, Goal Setting& Forecasting PROFESSIONAL EXPERIENCE CANON SOLUTIONS AMERICA, INC. Miami, Florida Major Account Executive(January, 2009-Present) Consultant to C-level decision makers of Healthcare, Fortune 500, State and Local Government and Higher Education across South Florida. Identify and capitalize on new business opportunities for future growth. . Key Achievements: > Called upon by Canon Senior Management to cross-train team of account executives and managers on consultative techniques for complex solutions such as Transpromo and Managed Print Services. IBM - INFOPRINT SOLUTIONS, Boca Raton, Florida Expertly navigated major corporate transition and joint venture following the division's acquisition by Ricoh in 2007. Built a superior reputation in business development, management and client relations. Senior Solution Consultant (2003-December, 2008) Consult with senior-level decision makers of Fortune 500 and other organizations across the Southeast U.S. (including Puerto Rico)to assess needs and provide customized printing solutions. Manage a team of dedicated, cross-functional professionals to ensure seamless project implementation and unsurpassed client satisfaction. Identify and capitalize on new business opportunities for future revenue growth. �,, ,.. ,N( ;2;i:,"!."J'�r,Mt#e...t ....�.. .,, G,i K":,'v . C_AtXs. ,P.ti�.nf,rt ✓.( ...continue .. �.� 4 " w�Y JNI.•k:. LARRY KING • Page 2 IBM, Florida and Colorado locations Earned three promotions for demonstrating outstanding consultative sales abilities and a commitment to driving profitability for the rapidly growing division. District Sales Manager, Southeast Region (2001-2003) Spearheaded revenue-generating strategies that drove profits and market share in a nine-state region. Built a six-person team responsible for cultivating relationships with C-level leaders and ensuring 100% client satisfaction and retention during all phases of the sales lifecycle. Penetrated new business in the telecommunication, retail, travel and transportation sectors. Worldwide Marketing Manager, Industrial Sector (2000-2001) Penetrated new accounts in the global industrial sector through research, analysis and strategic business and marketing planning. Determined and evaluated opportunities for product/application development in hardware and software product lines. Introduced tactics to achieve dominance in key market segments. Sales Representative, Southeast Region (1987-2000) Championed hard-hitting sales efforts that resulted in many new Fortune 500, government, education and other accounts. Negotiated contracts and sustained productive, loyal relationships. Trained client services associates to boost competitive positioning and dramatically improve sales volume. EDUCATION Bachelor of Science in Engineering, Computer and Information Engineering Science, 1987 University of Florida, Gainesville, Florida Training and Credentials Sales Performance International: Advanced Consultative Selling Techniques Management Training: IBM Armonk Learning Center Account Team Overview *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Robert Chain Sales Manager/Secondary Project Manager 561-912-1384 office,rchain@csa.canon.com Canon Solutions America, Inc. Tenure —2 years, Industry Experience—20+ years The Sales Manager directs all sales functions of the operation in accordance with the standards of service excellence and total customer satisfaction objectives of Canon Solutions America, Inc. Robert works closely with the entire team of Canon professionals responsible for your account. As an integral member of the escalation process, he is available anytime his input is required. The Sales Manager reports directly to the Market Director. Qualifications/Experience/Certifications/Degrees/Licenses: University of Miami: Bachelor of Business Administration — Accounting, P&L Management, Territory Management,Sales Best Practices,Implementation Strategies. Prior References: ' 1) City of Delray Beach 150 NW 1st Ave.,Delray Beach FL, 33444 Contact:Alex Gamma,IT Business Analyst T: 561-243-7000 x8105,E: GammaA(aimydelraybeach.com 2) Broward Sheriff Office 2601 W.Broward Blvd., Fort Lauderdale, FL 33312-1308 Contact:Jason Spaide,Assistant Purchasing Manager T: 954321-4542, E:Jason Spaideasheriff.org 3) University of Miami 1320 S. Dixie Highway- Gables One Tower,Suite 1230, Coral Gables, FL 33146 Contact: Humberto M. Speziani,Assistant Vice President for Business Services, T: 305-284-6297, E: hmspez(aimiami.edu 4) FL Department of Revenue 3301 N. University Drive,Suite 200,Coral Springs,FL 33065 Contact: Olga Feliciano,Operations Manager T: 954-346-2900,Email: olga.felicianoafloridarevenue.com 5) Florida Department of Children&Families 401 NW 2nd Ave., Miami,FL 33128 Contact: Suzette Frazier,Program Manager DCF DISTRICT 11 T: 305-377-5509, E: suzette.frazier( myflfamilies.com Canon CANON SOLUTIOt4S AMERICA Robert T. Chain 13072 SW 28th St Mrrtchain@aol.com Cell: 305-218-6352 Miramar, FL 33027 Residence: 954-342-9503 SENIOR SALES LEADER 20+ years of success managing Sales strategies and building World-class Sales Teams Strong business acumen with the ability to execute a wide range of sales and growth strategies designed to establish market presence and increase revenues and profitability. A proven performer who moves easily from vision and strategy to implementation and follow-through. Core Competencies • Business Development Territory Management Experienced Negotiator • Sales Force Development Restructuring/ Revitalizing Teams Sales Best Practices • P&L Management Customer Vision Revenue Growth PROFESSIONAL EXPERIENCE CANON SOLUTIONS AMERICA- South Florida, FL 07/16-Current Branch Sales Director Refocused our area sales team by redesigning our management structure. Also, redesigned our go to market strategy by realigning account assignments to increase efficiency and new account penetration. Developing a team of Sales Managers to become future Sales Directors and better Sales leaders. Implemented sales strategies that resulted in exceeding plan goals in every sales category for 2016. • Created a focus with consistent management • Drive a Strategic thought approach into every current and prospective account to yield complex sales results • Engagement with larger size accounts with a collaboration mind set and a value-add differentiator requirement CANON SOLUTIONS AMERICA— South Florida, FL 07/15-06/16 Branch Sales Manager Led a team of seasoned Sales professionals with a focus on net new business growth into prospective accounts. Established and implemented business strategies within my sales team, to maximize rep performance. Work closely with Production Specialist, Solution Engineers, and Senior Sales Director to implement sales strategies to directly impact the Sales results of my Sales team. • Revitalized an sales team into consistent top performers • Use a team approach to increase our win ratio within larger accounts through Specialist collaboration • Implemented productivity initiatives to increase sales results and strategic focus on large accounts • Create a strategic work environment that keeps my reps focused on their priorities and performance • Exceeded annual Quarter over Quarter sales goals in Hardware, Software, and Production RICOH BUSINESS SOLUTIONS — Florida 09/11- 06/15 National Services Manager/Strategic Account Sales Manager - Florida Led a team of experienced Sales professionals and maintain customer relationships with key accounts. Manage and grew Ricoh's managed services presence in Florida. Drove company initiatives around Managed Services and Services led methodology, into the largest companies in Florida. • Refocused Sales team on priorities and the delivery of results • Improved perception of Managed Services team, with better collaboration with General Line Management • Implemented a cadence of activity standards to improve the quality of working opportunities. • Utilize a strategic approach to differentiate Ricoh from competition All References and Transeript Available'Upon Request ROBERT T. CHAIN Page 2 of 3 RICOH BUSINESS SOLUTIONS - South Florida, FL 03/04 - 08/11 District Manager/General Sales Manager P&L responsibility for a $20+ million business. Established and implemented business strategies within sales, customer service and collections to maximize revenue growth. Experience managing a direct staff of 6 District Sales Managers, a District Technology Service Manager, and a District Administrator. • Revitalized a stagnant, average achieving sales organization, into overachieving projected sales targets • Improved the average revenue per sale from $10k to over$30k for commercial reps. • Implemented productivity initiatives to increase selling productivity, Strategic focus on large accounts. • Established field training programs to development and reduce rep turnover. • Exceeded annual Sales plans in Hardware sales, total revenue, and profit before tax. • Influenced the improvement of the field incentive plan by effectively recognizing top performers. • Led the Nation in Hardware revenue in FY06. Company trip winner 5 times (2005, 2007, 2008, 2010, 2011) (RICOH BUSINESS SOLUTIONS)Lanier Worldwide— South Florida, FL 01/01 —03/04 District Sales Manager Spearheaded the development and execution of all Sales initiatives and promotional strategies for the sales team. Hired, trained and managed a staff of 8-9 Sales Representatives. • Assembled a highly motivated staff and initiated key programs that more than doubled rep productivity. • Evaluated existing customers and competitors, drove sales strategies to keep base and defeat the competition. • Utilized company resources to aid in quick and responsive turnaround for internal and external customer service. • Led sales team to become the#1 sales team in the Company. 2002, 2003 . • Lowered rep turnover rate to 30% after 9 months in the position. Increased sales skills and training. • Hired and Developed four sales reps that where promoted into management. • Company trip winner 2 times. (RICOH BUSINESS SOLUTIONS)Lanier Worldwide— Miami Lakes, FL 01/97 — 01/01 Major Account Manager 11/99-01/01 Account Executive 06/98-10/99 Senior Account Representative 07/97-05/98 Commercial Account Representative 01/97-06/97 Accelerated on fast track after successfully completing intense sales training and strategic account training. Managed all sales activities, including networking for area and accounts under my management. Consistently exceeded sales goals and company directives for activity. • Increased the territory sales form $200K annually to over $ 1 million • Achieved Century Club status every year by consistently placing in the top 10% of the Company (800 reps) • Identified new business and significantly expanded the territory customer base. • Opened an average of four new accounts monthly while managing current accounts as well. • Utilized Sales force Optimization tools to manage account information. • Constantly monitored pipeline for areas of strengths and weakness. • Company trip winner 3 times. r.r,,,A11,References-and.Transcript Available Upon Request ROBERT T. CHAIN Page 3 of 3 EDUCATION/CERTIFICATION Dept. of Business and Professional Regulation — State of FL. 09/03 • Licensed Real Estate Sales Associate University of Miami - Coral Gables, FL 05/96 Completed 4 year Program. • Bachelors of Business Administration, Major-Accounting TECHNICAL/PROFESSIONAL SKILLS • Effective oral and written communication skills • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) • Proficient in Salesforce.com (acct. management software) • Proficient in Lotus Notes • Expert in Consultative Selling and team building Alt References and Transcript Available Upon Request-- r Account Team Overview *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Reynaldo Pena Branch Service Manager/Operations Manager 561-997-3235 office,rpenaa,csa.canon.com Canon Solutions America, Inc. Tenure— 17 years, Industry Experience— 19 years The Branch Service Managers manage a team of factory trained, authorized service technicians. Areas of expertise include: graphics, production, imaging, and all segments of black and white and color equipment. Reynaldo's and Marcus's primary functions are to back up the field technicians to ensure maximum uptime and equipment efficiency. They also provide a link to our national support network which extends to our national equipment specialists in New York, Canon U.S.A.'s corporate headquarters. Qualifications/Experience/Certifications/Degrees/Licenses: Technical Career Institute: Associate Degree, Industrial Electronics & Computer Science, ATSP Certified, Canon CLC, iRC, iR, iRADVANCE, Windows NT, Microsoft Excel, Visual Basic, Targeted Selection, Oracle,ADS/MWA,Bilingual (English&Spanish). Prior References: 1) City of Delray Beach, 150 NW 1st Ave,Delray Beach FL,33444 Contact: Alex Gamma,IT Business Analyst T: 561-243-7000x8105, E: GammaAamydelraybeach.com 2) Broward Sheriff Office 2601 W. Broward Blvd., Fort Lauderdale, FL 33312-1308 Contact:Jason Spaide,Assistant Purchasing Manager T: 954-321-4542,E:Jason Spaideasheriff.org 3) University of Miami 1320 S. Dixie Highway- Gables One Tower,Suite 1230,Coral Gables, FL 33146 Contact: Humberto M. Speziani,Assistant Vice President for Business Services, T: 305-284-6297, E: hmspez( miami.edu 4) FL Department of Revenue 3301 N. University Drive,Suite 200, Coral Springs,FL 33065 Contact: Olga Feliciano,Operations Manager T: 954-346-2900, Email: olga.feliciano@,floridarevenue.com 5) Florida Department of Children& Families 401 NW 2nd Ave.,Miami, FL 33128 Contact: Suzette Frazier,Program Manager DCF DISTRICT 11 T: 305-377-5509,E: suzette.frazier(a,myflfamilies.com Canon CANON noinONNS Aid7nt:^. Rey Pena 5600 Broken Sound Blvd. Boca Raton, FL. 33487 Office (561)997-3235 rpena@csa.canon.com EDUCATION: Technical Career Institute: 1999 Associate Degree: (Industrial Electronics & Computer Science) Queens Borough Community College: 1987 (Computer Science) Andrew Jackson High Queens NY: 1985 EMPLOYMENT HISTORY: 2017 to Present Canon Solutions America—South East: Branch Service Manager 2005 to 2017 Canon Solutions America —South East: Field Service Manager • Provide quarterly OPS reviews to upper management. • Selected by VP of service to join a National Service Committee for a Zone Improvement Project. • Manage a team of technical Digital Service Specialists who service and support Canon's hardware and software technology. • Provide first level Technical Escalation to the Technical Staff • Involved in selecting, hiring and developing current and new technical representatives. • Use Oracle application to manage car stocks, E-54, RD314 daily part usage, response times etc. • Coordinated installation for FEDX, Miami Heat, Dolphin and Broward Sherriff Office's. • Implemented Service Territory Structure across three Counties. • Develop and deploy Technical Seminars to local Technical Staff. • Address and resolve customer issues to achieve total customer satisfaction. • Managed KPI's including Response Time, FCFR, CPC, Restore time and GCPD. • Enforce Service Standards and Integrity. 2002 to 2005 Canon Business Solutions-South East: Digital Service Specialist • Service Canon CLC4000, IR105,IRC5180, Mid Low volume equipment. • Install & maintain Fiery and network related issues. • Specialist for the Tri County on CLC,IRC,IR. • Resolve Escalated issue Hardware and network related. 2000 to 20002 Canon Business Solutions-NY: Field Service Technician • Service Technician Westside Manhattan Territory. • NP6050 Gp200,1R330,1R550 • In house technician for NBC, and Rockefeller Foundation. 1998-2000 American Business Copy Technician • In House technician • Field Technician • Refurbished Canon equipment for Resale Certifications: • ATSP Certified • Canon CLC,IRC,IR,IRAdvance • Windows NT, Microsoft Excel, Visual Basic • Targeted Selection Skills: • Oracle • ADS/MWA • Bi-lingual (English & Spanish) References upon request Account Team Overview *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Marcus F. Hadley Branch Service Manager/Service and Maintenance Manager 305-231-1085 office,mhadley@csa.canon.com Canon Solutions America, Inc. Tenure—7 years,Industry Experience—33 years The Branch Service Managers manage a team of factory trained, authorized service technicians. Areas of expertise include: graphics, production, imaging, and all segments of black and white and color equipment. Reynaldo's and Marcus's primary functions are to back up the field technicians to ensure maximum uptime and equipment efficiency. They also provide a link to our national support network which extends to our national equipment specialists in New York, Canon U.S.A.'s corporate headquarters. Qualifications/Experience/Certifications/Degrees/Licenses: DeVry Technical Institute, Canon Image Press Production VP7011, Advance Image Runner series, Canon VarioPrint Production Printer, Fiery Print Server, Creo Print Server, IGEN 3 Production Color Equipment,Docucolor 8000, 7000, 5000, 6060, and 2060 series, Xerox Continuous Feed Full Color 490/980 Production Printer, Windows XP, Sun Solaris, Unix, Fiery Command workstation, Xerox DocUSP, Creo print server software. Canon Association of Technical Service Professionals Certification (ATSP),Yellow Belt Certification, Green Belt Certification. Prior References: 1) Broward Sheriff Office 2601 W. Broward Blvd.,Fort Lauderdale, FL 33312-1308 Contact:Jason Spaide,Assistant Purchasing Manager T: 954-321-4542,E:Jason Spaide( sheriff.org 2) University of Miami 1320 S. Dixie Highway- Gables One Tower, Suite 1230,Coral Gables, FL 33146 Contact: Humberto M. Speziani,Assistant Vice President for Business Services, T: 305-284-6297, E: hmspezna,miami.edu 3) FL Department of Revenue 3301 N. University Drive,Suite 200, Coral Springs,FL 33065 Contact: Olga Feliciano,Operations Manager T: 954-346-2900, Email: olga.felicianoafloridarevenue.com 4) Florida Department of Children& Families 401 NW 2nd Ave.,Miami,FL 33128 Contact: Suzette Frazier,Program Manager DCF DISTRICT 11 T: 305-377-5509,E: suzette.frazier(a,myflfamilies.com Canon CANON SOLUTIONS AMERICA Marcus F. Hadley 17550 NW 10th Street Pembroke Pines, Florida 33029 Home Phone: (954) 433-5471 Cell#: (954) 830-7191 E-Mail: marcus.hadley@att.net PROFILE: A Field Service Manager with thirty two years of established professional experience within the industry, a visionary with strategic analytical skills, practical, articulate, and creative with proven ability to solve difficult business problems. Highly skilled in motivating and managing technical and nontechnical teams to achieve desired results. Actively coach and develop staff with a proven ability to transfer job knowledge and skills to all levels. Apply sound business strategies and tactics to set and achieve targeted goals. PROFESSIONAL EXPERIENCE: Canon Solutions America, Inc. 2016 — Present Field Service Manager (2016 — Present) • Responsible for hiring, staffing, team timecard approval, and the Ability to rout and dispatch • Conduct employee annual, quarterly reviews and field technician Ride along evaluations • Coordinate equipment installations with warehouse, sales and Administration staff • Contribute to Strategic Business Planning for Service Department • Supervised and assisted in installing print drivers and scanning Solutions for digital equipment Canon Solutions America, Inc. 2010 - 2016 Digital Service Specialist (2010 — 2016) • Managed service territory and provide customer support • Perform software upgrade to customers. • Maintained and reconcile parts inventory. • Develop and documented Customer service practices. • Together with service team, work to meet all company objectives. Xerox Corporation, Fort Lauderdale, FL 1984 - 2009 Color Technical Information Specialist (1999-2009) Reduced customer complaints by 22% in a six month period by the management and supervision of eight or more line service engineers to institute maintenance of supported job function and task to meet client's needs throughout the southeastern region in Fort Lauderdale and explored, measured and surveyed Xerox partner's business requirements for appropriate utilization of Xerox equipment. • Led supervised managed and evaluated production color service engineers in performing the required job functions to support the Xerox corporation customer's equipment. • Implemented training and education classes for service engineers to execute enhanced job performance. • Facilitated and conducted with the Xerox Sales Teams and Network Analysts through an assessment process in identifying external client business needs and established expectation. • Diagnosed, assessed, and detected Xerox business partners overall equipment and contractual issues, by pinpointing deficiencies and providing comprehensive resolution. • Initiated and directed IGEN 3 production installation at client locale. • Managed and integrated the instillation of the Xerox 490/980 full color continuous feed, leading to the acquisition of a large client account (American Express) for Xerox Corporation. • Consistently put in extra time and effort to ensure customer satisfaction with on time delivery of Products. SYSTEM/TRAINING EXPERIENCE: • Canon imagePRESS Production VP7011 , Advance imageRUNNER series, Canon varioPRINT Production Printer • Fiery Print Server • Creo Print Server • IGEN 3 Production Color Equipment • Docucolor 8000, 7000, 5000, 6060 and 2060 series • Xerox Continuous Feed Full Color 490/980 Production Printer COMPUTER SKILLS: • Windows XP, Sun Solaris, Unix, Fiery Command workstation, Xerox DocUSP, Creo print Server software. EDUCATION: • DeVry Technical Institute 1982 • Academic High School 1980 CERTIFICATIONS/AWARDS/AFFILIATIONS: • Canon Association of Technical Service Professionals Certification (ATSP) • Yellow Belt Certification • Green Belt Certification Account Team Overview *PROPRIETARY AND CONFIDENTIAL* Canon Solutions America, Inc. Nestor Insuasti Pre-Sales Systems Analyst 305-231-1099 office,ninsuasti@csa.canon.com Canon Solutions America, Inc. Tenure— 16 years, Industry Experience —21 years Nestor will provide technical recommendations and support for integrating Canon supported products into the City's environment. Nestor has an in-depth knowledge of Canon software, hardware, and solution paths, and is available for any questions. He has direct access to Canon U.S.A. and Canon U.S.A. affiliates for help with support,integration and design needs. Qualifications/Experience/Certifications/Degrees/Licenses: Antonio Camancho University: Electrical Engineering Degree, CDIA+, Network+, PDI+, uniFLOW OM Certified, Systems Engineer Certified, Color Imaging Certified,Virtual PC,VMware, Open-Source Systems, Active Directory Domain Controllers, Print Servers, File Servers, Implementation of SQL-driven applications such as document management software, output management software,and SNMP monitoring systems. Prior References: 1) City of Delray Beach 150 NW 1st Ave.,Delray Beach FL,33444 Contact:Alex Gamma,IT Business Analyst T: 561-243-7000 x8105, E: GammaA(2i mydelraybeach.com 2) Broward Sheriff Office 2601 W. Broward Blvd., Fort Lauderdale, FL 33312-1308 Contact:Jason Spaide,Assistant Purchasing Manager T: 954-321-4542,E:Jason Spaide(cr�,sheriff.org 3) University of Miami 1320 S. Dixie Highway- Gables One Tower, Suite 1230, Coral Gables, FL 33146 Contact: Humberto M. Speziani,Assistant Vice President for Business Services, T: 305-284-6297,E: hmspez@kmiami.edu 4) FL Department of Revenue 3301 N. University Drive,Suite 200, Coral Springs, FL 33065 Contact: Olga Feliciano,Operations Manager T: 954-346-2900, Email: olga.feliciano@floridarevenue.com 5) Florida Department of Children& Families 401 NW 2nd Ave.,Miami,FL 33128 Contact: Suzette Frazier,Program Manager DCF DISTRICT 11 T: 305-377-5509, E: suzette.frazier@myflfamilies.com Canon �n r ti; CANON SOLUTIONS AmiCII A NESTOR INSUASTI SOLUTIONS ANALYST Well qualified Solutions Analyst with 17 years of experience on the document imaging field. Supporting digital devices, software and sales process. Degree in Electronics with emphasis on schematics and troubleshooting skills. Comptia CDIA+, Network+ and PDI+ certified. PROFESSIONAL EXPERIENCE CANON SOLUTIONS AMERICA Miami, Fl Solutions Analyst, 2008 to Current Key Points : Actively drive sales of integrated third party software solutions and professional services. Assist in pre-sales activities such as product and software demonstrations and also provide RFP support to our local sales team. Determine the appropriate software and professional services based on customer requirements. Provide updates on new product knowledge. Engage appropriate resources for project execution and deployment. Integrate ideas and work closely with the sales manager to create plans and goals that would improve revenue. Coordinate and provide training to local sales team to increase product knowledge and solution sales. Create SOW and high level estimates for document management solutions and other software solutions within the Canon portfolio Systems Engineer, 2003 to 2008 Key Points: Implementations of SQL driven applications such as document management software, output management software and SNMP monitoring systems. Installed and configured drivers on active directory domain controllers, print servers and file servers. Experience with virtual PC, VMware and open sources systems. Effectively coordinated software and hardware implementations sold within South Florida. Field Digital Service Technician, 2001 to 2003 Key Points: Provided high level field services support to new and existing customers. Developed customer service relationships and provided field solutions on accounts experiencing issues with our products. MIAMI OFFICE SYSTEMS Miami, FL Field Electronic Technicians 2000 - 2001 Key Points: Refurbished all Sharp and Ricoh copier models as well as provided specialized technical support to retailers. Prepared and inspected copiers for exporting. Provided customer service and technical support. Sharp Datecsa S.A. Cali, Colombia National Technical Instructor, 1996 - 1999 Keu Points: Provided technical support to authorized dealers in Colombia. Train and certify technical staff as well as well implemented network solutions. Coordinated training activities with the technical staff. EDUCATION & CERTIFICATIONS COMPTIA Certifications- Miami, Florida Certified Document Imaging Architect (CDIA+) Network+ Certified Print and document imaging (PDI+) Certified Leadership Strategies - Chicago 2017 Effective Facilitator Certification Uniflow- Miami, Florida 2017 Uniflow OM Certified Canon ATSP Systems Engineer Certified- Miami, Florida 2008 Color Imaging Certified-Miami, Florida 2007 ANTONIO CAMACHO UNIVERSITY— Cali, Colombia Degree in Electronic Engineering December 1997 Additional Training: 2017 • NT-Ware uniFLWO 5.4 Pre-Sales certification • Therefore Corporation -Technical Engineer Certification Therefore 2017 2013 Canon Systems and Technical Support Division • Uniflow 5.2 Seminar Jamesburg, NJ and Norcross, GA 2009 Canon Systems and Technical Division • Imagepress B/W 1135 Systems Jamesburg, NJ 2006 Canon Systems and Technical Support Division • Imageware Document & Scan Manager Burlington, NJ 2004 Canon Systems and Technical Support Division • Color Technical Connections Weston, Fl • ImageRUNNER Connectivity Quest Burlington, NJ • TechNet-NetSpot Accountant Miami, Fl • Basic Color Principles Mastered online • CLC 5100 Update Guide Mastered online • DR-3020/3080C Mastered online 2002 Canon Systems and Technical Support Division • CLC1100/1180/3100/5000 & IR5000 Burlington, NJ • TechNet Training Event Orlando, Fl • ImageRUNNER 2200/2800/3300/600/8500/105 Miami, Fl 2000 Sharp Training Center Atlanta, GA • Technical training AR-336/405/505 1999 Sharp Training Center Atlanta, GA • Technical training on basic controllers windows TCP/IP Novell IPX/SPX Awards: Canon Americas Spirit Award 2008 Imageware Prepress Demorama 1st Place Winner 2008 Account Team Overview Canon Solutions America, Inc. Additional Technical Support Digital Service Engineers Digital Service Engineers provide repair and service support to our customer base, working with analog, digital, networked, and integrated business equipment. They receive comprehensive training to learn the most up-to-date techniques and skills to work with Canon products. They repair and maintain all assigned equipment to recommended standards and specifications. Digital Service Specialists Digital Service Specialists service specific business system products including: black & white and color printers and copiers, facsimile equipment, document management solutions, and related software. They play a key role in the satisfaction of many loyal customers, which includes large companies and government offices as well as small to medium-sized businesses. Our Technicians are responsible for onsite service of Canon's networked digital imaging products. Working within a designated geographic territory, they are dispatched to various job assignments depending on the product and experience level. They make the necessary mechanical or electrical repairs as well as provide prevention maintenance on all machines serviced. Product Trainers Product Trainers are responsible for training customers on specific business system products and services including black & white and color printers and copiers, facsimile equipment, document management solutions, and related software. Their primary focus is conducting post-sale product training to the end users of Canon and 3rd party products. They also are responsible for conducting training sessions (classroom and non-classroom) on equipment operations, maintenance, and troubleshooting. Help Desk Call Center The Help Desk Call Center covers a wide spectrum of hardware, software, network connectivity, application, and workflow issues. It is the interconnectivity of these areas that sometimes creates challenging scenarios that require intelligent troubleshooting. The Help Desk is uniquely qualified to provide that type of assistance.The hours of operation are from 8:30AM to 8:00PM EST. Canon ..•�.�'.. - CANON SOLUTIONS AME5'ck Subcontractors Canon Solutions America, Inc. Subcontractors Canon Solutions America may utilize subcontractors to fulfill the requirements of ITN Appendix C Section IV, Document Management and Form Creation. However, due to the nature and scope of the future requirements of the City, the specific contractor is yet to be determined. Canon CANON SOLUTIONS AMERICA Tab 4 - Standard Review of RFP terms and Conditions Canon Solutions America, Inc. Tab 4 Standard Review of RFP terms and Conditions Canon . . ,� CAN:N SOLUTIONS AN CA. Standard Review of RFP Terms and Conditions Canon Solutions America, Inc. Standard Review of RFP Terms and Conditions Section 12 on Appendix D to the ITN provides that the City and selected Proposer will negotiate to arrive at a mutually agreeable Agreement. Appendix G on page 49 of the ITN states the City will provide the actual form agreement in Phase II. Given this and the City's response to Q4 in Addendum 9 to the RFP that is will respond to these issue in Phase II,Canon Solutions America("CSA") is providing our standard contract provisions. Our proposal is subject in all respects to the ITN exceptions detailed in our response and our standard contract provisions. Should the City desire to lease products from our affiliate,Canon Financial Services, Inc., we also include in our proposal a CFS lease agreement,which shall solely govern as to all matters covered therein. Third party software will be governed by the terms of its end user license agreement and,if applicable,its software maintenance agreement. Bid Section Page Section No. Bid Verbiage Canon Solutions America's Response to Bid Verbiage Name No. Section 0200 10 29. Copyright, Proposer shall indemnify and save harmless the Canon Solutions America proposes the following IP Instructions Patents& City of Miami Beach, Florida, and its officers, indemnity language: to Proposers Royalties employees, contractors, and/or agents, from Canon Solutions America shall indemnify, defend and hold & General liability of any nature or kind, including cost and Customer harmless for any loss, expense and liability incurred expenses for, or on account of, any copyrighted, by Customer from any third party claims that Customer's use Conditions patented, or unpatented invention, process, or or possession of Canon or Océ branded equipment article manufactured or used in the performance (collectively "Products") infringes or violates the U.S. patent, of the contract, including its use by the City of copyright or trade secret rights of that third party (collectively, Miami Beach, 'Florida. If the Proposer uses any "IP Claims"). This indemnity shall not apply to (a) design, device or materials covered by letters, modifications made to the Products without Canon Solutions patent,or copyright,it is mutually understood and America's written consent, (b) any use of the Products in agreed, without exception, that the proposal connection or combination with hardware or software for prices shall include all royalties or cost arising which the Products were not designed, (c) any throughput from the use of such design, device, or materials processed in connection with the Products, or (d) equipment in any way involved in the work. made pursuant to specifications furnished by Customer, in all of which instances Customer shall indemnify and hold harmless Canon Solutions America. Canon Solutions America's indemnification obligation hereunder is subject to Customer providing Canon Solutions America prompt written notice of the IP Claim,allowing Canon Solutions America sole control of the defense and settlement thereof, and providing assistance therewith,at Canon Solutions America's expense,as Canon Solutions America reasonably requests. Canon Solutions America A's obligation under this Section is conditioned on Customer's agreement that if such Products, or the use thereof, becomes, or in Canon Solutions America's opinion is likely to become, the subject of such an IP Claim, Canon CANON$OWUO s eau, Standard Review of RFP Terms and Conditions Canon Solutions America,Inc. Customer shall permit Canon Solutions America, at Canon Solutions America's option and expense,either to procure the right for Customer to continue using the Products or to replace or modify the Products so that they become non- infringing, and if neither of the foregoing alternatives is available on terms which are reasonable in Canon Solutions America's judgment, Customer shall return the Products upon request by Canon Solutions America and shall have no further payment obligation except for payment obligations incurred prior to the date of return. For purchased Products, Canon Solutions America shall refund the applicable Products purchase price paid by Customer, less depreciation deducted on a five year straight-line basis. THE FOREGOING STATES THE ENTIRE OBLIGATION AND LIABILITY OF CANON SOLUTIONS AMERICA WITH RESPECT TO INFRINGEMENT OF ANY PATENT, COPYRIGHTS, TRADE SECRET AND ALL OTHER INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD PARTY AND IS IN IS IN LIEU OF ALL WARRANTIES, EXPRESS OR IMPLIED,WITH RESPECT THERETO. Section 0200 1 0 30.Default Failure or refusal of the selected Proposer to Section 12 on Appendix D to the ITN provides that the City Instructions execute a contract following approval of such and selected Proposer will negotiate to arrive at a mutually to Proposers contract by the City Commission, or untimely agreeable Agreement. Appendix G on page 49 of the ITN & General withdrawal of a response before such award is states the City will provide the actual form agreement in Phase made and approved, may result in a claim for II. Given this and the City's response to Q4 in Addendum 9 Conditions damages by the City and may be grounds for to the RFP that is will respond to these issue in Phase II, removing the Proposer from the City's vendor Canon Solutions America cannot agree to Section 30. list. Section 0200 11 35. Assignment The successful Proposer shall not assign, transfer, Canon Solutions America requires the right of assignment to Instructions convey, sublet or otherwise dispose of the an affiliate. Canon Solutions America is a wholly owned to Proposers contract, including any or all of its right, title or subsidiary of Canon U.S.A., Inc. a company dedicated to &General interest therein,or his/her or its power to execute providing the highest level of Canon brand products, services such contract, to any person, company or and financing to our customers. One of its affiliates, Canon Conditions corporation, without the prior written consent of Financial Services, Inc. (CFS) is the billing entity for lease the City. transactions for Canon Solutions America. CFS has specialized in delivering high content invoices, including lease and maintenance charges,in a variety of formats (paper,electronic, web) to meet our customer's needs. Any assignment would occur either as a result of lease/billing requirements or Canon CANON SOLUTIONS AMERICA Standard Review of RFP Terms and Conditions Canon Solutions America, Inc. corporate restructure, either of which would not result in decreased service capability. We trust the strength of the relationship among the Canon companies will meet your requirements for written consent to assignment. Section 0200 12 40. The Proposer shall indemnify and hold harmless Canon Solutions America proposes the following general Instructions Indemnification the City and its officers, employees, agents and indemnity language: to Proposers instrumentalities from any and all liability, losses Canon Solutions America shall indemnify, defend and hold & General or damages,including attorney's fees and costs of Customer harmless for any loss, expense and liability incurred defense,which the City or its officers, employees, by Customer from third party claims, for bodily injury Conditions agents or instrumentalities may incur as a result of (including death) or tangible property damage (collectively, claims, demands, suits, causes of actions or "Claims"), to the extent resulting from Canon Solutions proceedings of any kind or nature arising out of, America's willful misconduct or negligent performance of relating to or resulting from the performance of services pursuant to this Agreement; provided Customer shall the agreement by the contractor or its employees, give Canon Solutions America prompt written notice of the agents, servants, partners, principals or Claim, allow Canon Solutions America sole control over the subcontractors.The contractor shall pay all claims defense and settlement thereof and provide Canon Solutions and losses in connection therewith, and shall America with such assistance, at Canon Solutions America's investigate and defend all claims, suits or actions expense,as Canon Solutions America shall reasonably request. of any kind or nature in the name of the City, where applicable,including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. Section 0200 13 46. Exceptions Proposers must clearly indicate any exceptions Section 12 on Appendix D to the ITN provides that the City Instructions to ITN they wish to take to any of the terms in this ITN, and selected Proposer will negotiate to arrive at a mutually to Proposers and outline what, if any, alternative is being agreeable Agreement. Appendix G on page 49 of the ITN & General offered. All exceptions and alternatives shall be states the City will provide the actual form agreement in Phase included and clearly delineated, in writing, in the II. Given this and the City's response to Q4 in Addendum 9 Conditions Proposal. The City, at its sole and absolute to the RFP that is will respond to these issue in Phase II, discretion, may accept or reject any or all Canon Solutions America cannot agree to Section 46. exceptions and alternatives. In cases in which Canon CANON SOWTIONS AMERICA Standard Review of RFP Terms and Conditions Canon Solutions America, Inc. exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to (as said term and/or condition was originally set forth on the ITN). Minimum 35 III. MPS 12. Support for all hardware-related issues must Canon Solutions America'regular hours of operation are from Requirements General be available Monday—Friday,8 a.m.-5 p.m.,with a 8:30-5:OOpm Monday-Friday, excluding Canon Solutions & Requirements four-hour(4) minimum service response time. America Holidays. Specifications Minimum 36 VI.Equipment Parts shall be available for replacement within one The City may re-locate up to 5% of the then current install Requirements and Parts (1) business day of initial diagnosis. It is also base of machines over the term of the contract at no & expected that all equipment moves be performed additional cost. Any additional moves will be at Canon Specifications within one (1) business day, following notification Solutions America's standard rates. by the City of Miami Beach. All equipment moves/relocations shall be at no charge. This The standard turnaround time for domestic supply orders includes removal, re-install, testing, and training. placed before noon EST, is approximately two days. If Add-ons and changes will be delivered within one overnight delivery is preferred, we can accommodate this (1) week of the order being placed by a City request; however, the City would be responsible for standard division or department. delivery fees. All supplies are readily available from our warehouses located throughout the United States. Minimum 36 VIII.Transition The vendor(s) will be responsible for the removal There are no additional charges for Canon Solutions America Requirements and Logistics and proper disposal of the existing equipment. In to remove the current copiers if the City can provide & addition, the vendor(s) will be expected to house title/proof of ownership at the time the new copiers are being Specifications all new and used equipment in an offsite staging installed. Canon Solutions America will remove the City's area. At no time will the City provide temporary current copiers on a 1:1 basis. If the City does not retain title housing or storage of uninstalled equipment. to the equipment, Canon Solutions America will help Please be advised that the City will not take coordinate with the return of the current units, however the delivery of any equipment unless it is scheduled responsibility of returning the leased units resides with the for installation on the same day. City. Minimum 37 IX. 10. Consumable supplies shall be delivered within The standard turnaround time for domestic supply orders Requirements Maintenance 24 hours (8 a.m. to 5 p.m., Monday through placed before noon EST, is approximately two days. If & Services and Friday) of order, regardless of City division or overnight delivery is preferred, we can accommodate this department location. request; however, the City would be responsible for standard Specifications Support delivery fees. All supplies are readily available from our _ warehouses located throughout the United States. Callon CANON SOLUTIONS AMERICA Standard Review of RFP Terms and Conditions Canon Solutions America, Inc. Minimum 38 IX. 16. On-site response time for maintenance, 16. On-site response time for maintenance, repairs, and Requirements Maintenance repairs, and support shall occur within the support shall occur within the following days and times: & Services and following days and times: • Normal Business Hours: Monday through Friday 8:30 Specifications Support • Normal Business Hours: Monday AM to 5:00 PM (excluding GCanon Solutions through Friday 8:00 AM to 5:00 PM America holidays) response within fleet average time (excluding City holidays) response within of three(3) hours of notification by the City. three (3) hours of notification by the • Weekend Coverage: Saturday through Sunday City. (including Monday on long holiday weekends), • Weekend Coverage: Saturday through response time shall be within fleet average time of Sunday (including Monday on long four (4) hours of notification by the City, and shall holiday weekends),response time shall be also be required for special events upon notification within four (4) hours of notification by by the City. the City, and shall also be required for • Exceptions to Weekend Coverage: A critical response special events upon notification by the fleet average -time of two (2) hour shall apply on City. weekends to include all Fire Houses, Emergency • Exceptions to Weekend Coverage: A Operations Center, Mayor's Office and Police critical response time of two (2) hour Department Station and sub-stations, upon shall apply on weekends to include all notification by the City. Fire Houses, Emergency Operations After normal business hour coverage would be subject to Center, Mayor's Office and Police Canon Solutions America standard charges. Department Station and sub-stations, upon notification by the City. Minimum 39 XI. 17. Each MFD provided by the vendor(s) shall be Canon Solutions America will commit to a fleet average Requirements Sustainability expected to perform the intended functions, to uptime of 95%over the 4 fixed quarterly intervals per year,for & Requirements operate satisfactorily and to produce acceptable devices within Canon Solutions America's Servicing Territory. Specifications copy/print/scan quality for a minimum of 96% (Excludes devices with rated speeds of 105ppm or greater) of the time during normal business hours between 7:30 a.m. and 5:00 p.m. Monday through Canon Solutions America' regular hours of operation are from Friday, excluding recognized holidays, averaged 8:30-5:OOpm Monday-Friday, excluding Canon Solutions over consecutive three month periods. America Holidays. P Canon CANON SOLUTIONS AMERICA Standard Review of RFP Terms and Conditions Canon Solutions America,Inc. Minimum 39 XI. 18. Any MFD or feature that does not meet the Failure to meet the above commitment(s) will result in the Requirements Sustainability 96% measurement for any three (3) month following reduction in charges, i. If Canon Solutions America, & Requirements periods shall be replaced with a new MFD. Such Inc. does not meet the above average uptime commitment(s) Specifications replacements will be at no-charge. This for the quarterlyoperiod for the total aggregate machine performance guarantee shall apply for the entire population, a 5% reduction for all covered and excess per lease period beginning with the image charges on the effected device(s) for the quarter will be delivery/acceptance date of the equipment. credited to your account in the subsequent quarter. ii. All Failure to meet the 96% uptime standard as reductions in charges shall be requested by you in writing required will cause the City to take a service credit within 30 days after the quarter end and will be credited to and withhold that amount from invoices owed your account in the subsequent quarter, provided that you are the vendor(s). in compliance with the terms and conditions of this Agreement, including but not limited to your payment obligations to Canon Solutions America, Inc. pursuant to this Agreement. iii. Such credits, which shall be applied by Canon Solutions America, Inc. upon your written request, shall be your sole and exclusive remedy for any failure by Canon Solutions America, Inc. to meet the above uptime commitment(s). The maximum credit with respect to any particular machine's fixed maintenance and click charges in any quarter shall be 5%. Entire Section Issues Tab #4: please see general indemnity and IP indemnity above. This document sets forth the minimum levels of This document sets forth the minimum levels of insurance insurance that the contractor is required to that the contractor is required to maintain throughout the maintain throughout the term of the contract and term of the contract and any renewal periods. any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per XXX 1. Workers' Compensation and Employer's the Statutory limits of the state of Florida. Liability per the Statutory limits of the state of XXX 2. Comprehensive Commercial General Liability Florida. (occurrence form), limits of liability $ 1,000,000.00 per XXX 2. Comprehensive General Liability occurrence for bodily injury property damage to include (occurrence form), limits of liability $ Premises/ Operations; Products, Completed Operations and 1,000,000.00 per occurrence for bodily injury Contractual Liability. Contractual Liability property damage to include Premises/ Operations; Products,Completed Operations and "'-•. -- - -- - --- -- -" - -:- -- '; - Contractual Liability. Contractual Liability and XXX 3. Automobile Liability - $1,000,000 each occurrence - Contractual Indemnity (Hold harmless owned/non-owned/hired automobiles included. endorsement exactly as written in "insurance 4. Excess Liability - $ .00 per occurrence to requirements"of specifications). follow the primary coverages. Canon -.� CANON SOLUTIONS AMERICA Standard Review of RFP Terms and Conditions Canon Solutions America, Inc. XXX 3. Automobile Liability - $1,000,000 each XXX 5.The City must be named as and additional insured on occurrence - owned/non-owned/hired the liability policies;and it must be stated on the certificate. automobiles included. 6. Other Insurance as indicated: 4. Excess Liability - $ .00 per Builders Risk completed value$ .00 occurrence to follow the primary coverages. Liquor Liability$ .00 XXX 5. The City must be named as and Fire Legal Liability$ .00 additional insured on the liability policies; and it Protection and Indemnity$_ .00 must be stated on the certificate. Employee Dishonesty Bond$ .00 6. Other Insurance as indicated: Other$ .00 Builders Risk completed value$ .00 XXX 7. ! ., .. -- . - .. •- -: . - _.' .. Liquor Liability$ .00 Should any of the above described policies be canceled before Fire Legal Liability$ .00 the expiration date thereof, notice will be delivered in Protection and Indemnity$ _ .00 accordance with the policy provisions Employee Dishonesty Bond$ .00 XXX 8.Best's guide rating B+:VI or better,latest edition. Other$ .00 XXX 9. The certificate must state the proposal number and XXX 7. Thirty (30) days written cancellation title notice required. The City of Miami Beach is self-insured. Any and all XXX 8. Best's guide rating B+:VI or better,latest claim payments made from self-insurance are subject to edition. the limits and provisions of Florida Statute 768.28, the XXX 9. The certificate must state the proposal Florida Constitution,and any other applicable Statutes. number and title The City of Miami Beach is self-insured. Any and all claim payments made from self- insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. Canon CANON SOLUTIONS AMERICA Can on LEASE AGREEMENT CANON FINANCIAL SERVICES,INC.('CFS) CANON SOLUTIONS AMERICA,INC. CFS-1020(01117) Remittance Address: 14904 Collections Center Dr. CFS'AGREEMENT NUMBER: Chicago,Illinois 60693 Phone:(800)220-0200 COMPANY LEGAL NAME DBA PHONE ('Customer') BILLING ADDRESS CITY COUNTY STATE ZIP EQUIPMENT ADDRESS CITY COUNTY STATE ZIP EQUIPMENT INFORMATION NUMBER AND AMOUNT OF PAYMENTS Quantity Serial Number Make/Model/Description Number of Payments Payment Amount" Term in months: Payment Frequency: ❑ Monthly 0 Quarterly 0 Other: Number of Payments in Advance: End of Term Purchase Option: 0 Fair Market Value 0$1.00 0 Other($or%): (estimated) Total Amount Due at Signing': *Plus Applicable Taxes THIS AGREEMENT IS NON-CANCELABLE BY CUSTOMER. CUSTOMER REPRESENTS THAT ALL ACTION REQUIRED TO AUTHORIZE EXECUTION OF THIS AGREEMENT ON BEHALF OF CUSTOMER BY THE FOLLOWING SIGNATORIES HAS BEEN TAKEN.THE UNDERSIGNED HAS READ,UNDERSTANDS AND HEREBY AGREES TO ALL OF THE TERMS AND CONDITIONS SET FORTH IN THIS AGREEMENT. ACCEPTED ' AUTHORIZED CUSTOMER SIGNATURE CANON FINANCIAL SERVICES,INC. By:X Title: By: Printed Name: Email Address: Title: Tax I D#: If proprietor,DOB: Date: Date: By:X Title: Printed Name: Email Address: To:Canon Financial Services,Inc.(•CFS•) ACCEPTANCE CERTIFICATE Customer certifies that(a)the Equipment referred to in this Agreement has been received,(b)installation has been completed,(c)the Equipment has been examined by Customer and is in good operating order and condition and is, in all respects,satisfactory to Customer,and(d)the Equipment is irrevocably accepted by Customer for all purposes under this Agreement Accordingly,Customer hereby authorizes billing under this Agreement. Signature: Printed Name: Title(d any): Date: TERMS AND CONDITIONS 1.AGREEMENT:CFS leases to Customer,a organized under the laws of the State of ,with its chief executive office at and Customer leases from CFS,with its place of business at 158 Gaither Drive,Suite 200,Mount Laurel,New Jersey 08054,all the equipment described above,together with all replacement parts and substitutions for and additions to such equipment('Equipment'),upon the terms and conditions set forth in this Lease Agreement('Agreement"). 2.TERM OF AGREEMENT:This Agreement shall be effective on the date the Equipment is delivered to Customer,provided Customer executes CFS'form of acceptance('Acceptance Certificate")or otherwise accepts the Equipment as specified herein.The term of this Agreement begins on the date accepted by CFS or any later date that CFS designates,and shall consist of the payment periods specified above and any renewal periods.After acceptance of the Equipment,Customer shall have no right to revoke such acceptance or cancel this Agreement during the term hereof.The term of this Agreement shall end,unless sooner terminated by CFS,when all amounts required to be paid by Customer under this Agreement have been paid as provided and either(a)Customer has purchased the Equipment in accordance with the terms hereof or(b)the Equipment has been returned at the end of the scheduled term or renewal term in accordance with the terms hereof.Customer has no right to return the Equipment to CFS prior to the end of the scheduled term of this Agreement for any reason whatsoever,including,without limitation,payment of all amounts due hereunder prior to the end of the scheduled term. 3.PAYMENTS:Customer agrees to pay to CFS,as invoiced,during the term of this Agreement,(a)the payments specified under'Number and Amount of Payments'above,and(b)such other amounts permitted hereunder as invoiced by CFS('Payments").The Payment and the End of Term Purchase Option('Purchase Option")price specified above are based on the supplier's best estimate of the cost of the Equipment Customer authorizes CFS to adjust the Payment and Purchase Option herein by up to fifteen percent(15%)if the actual total cost of the Equipment,including any sales or use tax,is more or less than originally estimated.Customer's obligation to pay all amounts due under this Agreement and all other obligations hereunder shall be absolute and unconditional and is not subject to any abatement,set-off,defense or counterclaim for any reason whatsoever. 4.APPLICATION OF PAYMENTS:All Payments received by CFS from Customer under this Agreement will be applied to amounts due and payable hereunder chronologically,based on the date of the charge as shown on the invoice for each such amount,and among amounts having the same date in such order as CFS,in its discretion,may determine. 5.ADVANCE PAYMENTS:Customer agrees that CFS may in its sole discretion apply,but shall not be obligated to apply,any amount paid in advance to any amount due or to become due hereunder,and in no event shall any amount paid in advance earn interest except where required by applicable law. 6.NO CFS WARRANTIES:CUSTOMER ACKNOWLEDGES THAT CFS IS NOT A MANUFACTURER,DEALER,OR SUPPLIER OF THE EQUIPMENT.CUSTOMER AGREES THAT THE EQUIPMENT IS LEASED'AS IS'AND IS OF A SIZE,DESIGN,AND CAPACITY SELECTED BY CUSTOMER.CUSTOMER ACKNOWLEDGES THAT CFS HAS MADE NO REPRESENTATION OR WARRANTY WITH RESPECT TO THE SUITABILITY OR DURABILITY OF THE EQUIPMENT,THE ABSENCE OF ANY CLAIM OF INFRINGEMENT OR THE LIKE,OR ANY OTHER REPRESENTATION OR WARRANTY,EXPRESS OR IMPLIED,WITH RESPECT TO THE EQUIPMENT INCLUDING, WITHOUT LIMITATION,THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.Any warranty with respect to the Equipment made by the manufacturer,dealer,or supplier is separate from,and is not a part of,this Agreement and shall be for the benefit of CFS,Customer and CFS'su•.eccors and assignees,if any.So long as Customer is not in breach or default of this Agreement,CFS assigns to Customer any warranties(including those agreed to between Customer and the manufacturer,dealer,or supplier)which CFS may have with respect to any item of Equipment;provided that the scope and limitations of any such warranty shall be solely as set out in any agreement between Customer and such manufacturer,dealer,or supplier or as otherwise specified in warranty materials from such manufacturer,dealer,or supplier and shall not include any implied warranties arising solely from CFS'acquisition of the Equipment CUSTOMER ACKNOWLEDGES THAT NEITHER THE SUPPLIER NOR ANY DEALER IS AUTHORIZED TO WAIVE OR ALTER ANY TERM OF THIS AGREEMENT OR ANY SCHEDULE,OR TO MAKE ANY REPRESENTATION OR WARRANTY WITH RESPECT TO THIS AGREEMENT OR THE EQUIPMENT ON BEHALF OF CFS. 7.ACCEPTANCE;DELIVERY:Customer's execution of the Acceptance Certificate,or other confirmation of Customer's acceptance of the Equipment,shall conclusively establish that the Equipment has been delivered to and accepted by Customer for all purposes of this Agreement and Customer may not,for any reason,revoke that acceptance;however,if Customer has not,within ten(10)days after delivery of such Equipment,delivered to CFS written PERSONAL GUARANTY The undersigned,(whether one or more are specified,"Guarantor(s)'),in consideration of CANON FINANCIAL SERVICES INC.('CFS')entering into an Agreement(together with any schedules or supplements thereto,'Agreement')with Customer identified above('Customer)irrevocably and unconditionally,jointly and severally,guarantee to CFS,and its successors and assigns,the payment when due of all amounts owed under the Agreement(whether at maturity or upon the occurrence of an event of default or otherwise)and the performance by Customer of all terms of the Agreement and any other transaction between Customer and CFS(collectively,liabilities').If Customer shall fail to pay or perform any Liabilities when due, Guarantors shall,upon demand,pay any amounts which may be due from Customer and take any action required of Customer under the Agreement This is an absolute and continuing guaranty,and Guarantors'liability under this Guaranty is primary and will not be affected by any settlement extension,renewal or modification of the Agreement or any discharge or release of Customer's obligations whether by agreement or operation of law. If any payment on the Liabilities is thereafter set aside,recovered or required to be returned for any reason(including without limitation the bankruptcy,insolvency or reorganization of Customer or any other person),the Liabilities to which such payment was applied shall for the purposes of this Guaranty be deemed to have continued in existence,notwithstanding such application,and this Guaranty shall be enforceable as to such Liabilities as fully as if such application had never been made. This Guaranty may be terminated only upon sixty(60)days'prior written notice to CFS,and such termination shall be effective only as to Liabilities arising under schedules,supplements,or agreements entered into after the effective date of termination and shall not affect CFS'rights under this Guaranty arising out of the Agreement or other agreements entered into prior to such date. Guarantors waive all damages,demands,presentments and notices of every kind and nature,any rights of set-off,and any defenses available to a guarantor(other than the defense of payment and performance in full)under applicable law. Guarantors further waive any(i)notice of the incurring of indebtedness by Customer and the acceptance of this Guaranty,(ii)right to require suit against Customer or any other party before enforcing this Guaranty and(iii)right of subrogation to CFS' rights against Customer until the Liabilities are satisfied in full.Any(a)renewals and extensions of time of payment,(b)release,substitution or compromise of or realization upon the Equipment,other guaranties or any collateral security and(c) exercise of any other right under this or any other agreement between CFS and Customer or any third party,may be made,granted and effected by CFS without notice to Guarantors and without in any manner affecting Guarantors'liability under this Guaranty. Guarantors shall pay all expenses(including attomeys'fees and legal expenses)paid or incurred by CFS in endeavoring to collect the Liabilities,or any part thereof and in enforcing the Guaranty.THIS GUARANTY SHALL FOR ALL PURPOSES BE DEEMED A CONTRACT ENTERED INTO IN THE STATE OF NEW JERSEY.THE RIGHTS OF THE PARTIES UNDER THIS GUARANTY SHALL BE GOVERNED BY THE LAWS OF THE STATE OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES.ANY ACTION BETWEEN GUARANTORS AND CFS SHALL BE BROUGHT IN ANY STATE OR FEDERAL COURT LOCATED IN THE COUNTY OF CAMDEN OR BURLINGTON,NEW JERSEY,OR AT CFS' SOLE OPTION,IN THE STATE WHERE ANY GUARANTOR,CUSTOMER OR EQUIPMENT IS LOCATED.GUARANTORS,BY THEIR EXECUTION AND DELIVERY HEREOF,IRREVOCABLY WAIVE OBJECTIONS TO THE JURISDICTION OF SUCH COURTS AND OBJECTIONS TO VENUE AND CONVENIENCE OF FORUM.GUARANTORS,BY THEIR EXECUTION AND DELIVERY HEREOF,AND CFS,BY ITS ACCEPTANCE HEREOF,HEREBY IRREVOCABLY WAIVES ANY RIGHT TOA JURY TRIAL IN ANY SUCH PROCEEDINGS. Guarantors agree that CFS may accept a facsimile or other electronic transmission of this Guaranty as an original,and that facsimile or electronically transmitted copies of Guarantors'signatures will be treated as an original for all purposes. Printed Name: Signature: (no title) Date: Address: __ Phone: CFS-102010V.1717'.-7CFS-102CFS-102010V.1717'.-7c'.°4'i '°": T�'—" Paae 1 of 2 SEE REVERSE SIDE FOR ADDITIONAL YEWS AND CONDRIONS' notice of non-acceptance,specifying the reasons therefor and specifically referencing this Agreement,Customer 17.LATE CHARGES;EXPENSES OF ENFORCEMENT:If Customer fails to pay any sum to be paid by Customer shall be deemed to have irrevocably accepted such Equipment CFS is the lessor and Customer is the lessee of the to CFS under this Agreement on or before the due date,Customer shall pay CFS,upon demand,an amount equal Equipment under this Agreement.As between CFS and Customer only,this Agreement shall supersede any to the greater of ten percent(10%)of each such delayed Payment or twenty-five dollars($25)for each billing Customer purchase order in its entirety,notwithstanding anything to the contrary contained in any such purchase period or portion of a billing period such Payment is delayed,in each case to the extent permitted by applicable order.Customer agrees to waive any right of specific performance of this Agreement and shall hold CFS harmless law.The amounts specified above shall be paid as liquidated damages and as compensation for CFS'internal from damages if for any reason the Equipment is not delivered as ordered,if the Equipment is unsatisfactory or if operating expenses incurred in connection with such late payment.In addition,Customer shall reimburse CFS for CFS does not execute this Agreement.Customer agrees that any delay in delivery of the Equipment shall not affect all of its out-of-pocket costs and expenses incurred in exercising any of its rights or remedies hereunder or in the validity of this Agreement enforcing any of the terms of this Agreement,including,without limitation,reasonable fees and expenses of 8.LOCATION;LIENS;NAMES;OFFICES:Customer shall not move the Equipment from the location specified attorneys and collection agencies,whether or not suit is brought.If CFS should bring court action,Customer and herein except with the prior written consent of CFS.Customer shall keep the Equipment free and clear of all claims CFS agree that attorney's fees equal to twenty-five percent(25%)of the total amount sought by CFS shall be and liens other than those in favor of CFS.Customer's legal name(as set forth in its constituent documents filed deemed reasonable for purposes of this Agreement with the appropriate governmental office or agency)is as set forth herein.The jurisdiction of organization and chief 18.ASSIGNMENT:CUSTOMER SHALL NOT ASSIGN OR PLEDGE THIS AGREEMENT IN WHOLE OR IN PART, executive office address of Customer are as set forth herein.Customer shall provide CFS with written notice at least NOR SHALL CUSTOMER SUBLET OR LEND ANY EQUIPMENT WITHOUT PRIOR WRITTEN CONSENT OF thirty(30)days prior to any change of its legal name,chief executive office address or its form of organization CFS.CFS may pledge or transfer this Agreement.Customer agrees that if CFS transfers this Agreement,the (including,without limitation,its jurisdiction of organization),and shall execute and deliver to CFS such documents assignee will have the same rights and benefits that CFS has now and will not have to perform any of CFS' as required or appropriate. obligations which CFS will continue to perform.Customer agrees that the rights of the assignee will not be subject to 9.WARRANTY OF BUSINESS PURPOSE;USE;PERSONAL PROPERTY;FINANCING STATEMENTS: any claims,defenses,or set-offs that Customer may have against CFS.If Customer is given notice of any such Customer represents and warrants that the Equipment will not be used for personal,family,or household purposes. transfer,Customer agrees,if so directed therein,to pay directly to the assignee all or any part of the amounts Customer shall comply with all laws and regulations relating to the use and maintenance of the Equipment. payable hereunder. Customer shall put the Equipment only to the use contemplated by the manufacturer.The Equipment shall remain 19.RENEWAL;RETURN:Except in the case of an Agreement containing a$1.00 Purchase Option,this Agreement personal property regardless of whether it becomes affixed to real property or permanently rests upon any real shall automatically renew on a month-to-month basis at the same Payment amount and frequency unless Customer property or any improvement to real property.Customer authorizes CFS(and any third party filing service sends written notice to CFS,at least sixty(60)days'before the end of the scheduled term or any renewal term that designated by CFS)to execute and file(a)financing statements evidencing the interest of CFS in the Equipment Customer either(i)shall exercise the Purchase Option in accordance with the terms hereof and at the end of such (including forms containing a broader description of the Equipment than the description set forth herein),(b) term exercises such Purchase Option,or(ii)does not want to renew this Agreement and at the end of such term continuation statements in respect thereof,and(c)amendments thereto,and Customer irrevocably waives any right returns the Equipment as provided below.Unless this Agreement automatically renews or Customer purchases the to notice thereof. Equipment as provided herein,Customer shall,at the termination of this Agreement,return the Equipment at its sole 10.INDEMNITY:Customer shall reimburse CFS for and defend CFS against any claim for losses or injury caused cost and expense in good operating condition,ordinary wear and tear resulting from proper use excepted,to a by the Equipment.This Section shall survive termination of this Agreement location specified by CFS.CFS may charge Customer a return fee equal to the greater of one Payment or$250 for 11.MAINTENANCE;ALTERATIONS:Customer shall keep and maintain the Equipment in good working order and the processing of returned Equipment.If for any reason Customer shall fail to return the Equipment to CFS as shall,at Customer's expense,supply and install all replacement parts and accessories when required to maintain provided herein,Customer shall pay to CFS upon demand one billing period's Payment for each billing period or the Equipment in good working condition.Customer shall not,without the prior written consent of CFS,make any portion thereof that such return is delayed.Customer shall reimburse CFS for any costs incurred by CFS to place changes or substitutions to the Equipment.Any and all replacement parts,accessories,authorized changes to the Equipment in good operating condition. and/or substitutions for the Equipment shall become part of the Equipment and subject to the terms of this 20.PURCHASE OPTION:(A)END OF TERM PURCHASE OPTION.To exercise this option,Customer shall give Agreement CFS sixty(60)days'prior irrevocable written notice(unless the Purchase Option is$1.00)that it will purchase all the 12.TAXES;OTHER FEES AND CHARGES:CUSTOMER SHALL PAY AND DISCHARGE WHEN DUE ALL Equipment at the end of the initial term or any renewal term for the Purchase Option price indicated on the face of LICENSE AND REGISTRATION FEES,ASSESSMENTS,SALES,USE,PROPERTY AND OTHER TAXES,AND this Agreement plus any applicable taxes,expenses,charges and fees.(B) PRIOR TO MATURITY PURCHASE. OTHER EXPENSES AND CHARGES,together with any applicable penalties,interest,and administrative fees now Customer may,at any time,upon sixty(60)days'prior irrevocable written notice purchase all(but not less than all) or at any time imposed upon any Equipment,the Payments,or Customer's performance or non-performance of its the Equipment ata price equal to the sum of all remaining Payments plus the Fair Market Value,plus any applicable obligations hereunder,whether payable by or assessed to CFS or Customer.If Customer fails to pay any such fees, taxes,expenses,charges and fees.For purposes of this Agreement,'Fair Market Value"shall be CFS'retail price at assessments,taxes,expenses or charges as required hereunder,CFS shall have the right but not the obligation to the time Customer notifies CFS of its intent to purchase the Equipment Upon proper notice and payment by pay those fees,assessments,taxes,expenses and charges,and Customer shall promptly reimburse CFS,upon Customer of the amounts specified above,CFS shall transfer the Equipment to Customer'AS-IS WHERE-IS' demand,for all such payments made plus administrative fees and costs,if any.Customer acknowledges that,where without any representation or warranty whatsoever,except for We,and this Agreement shall terminate. required by law,CFS will file any notices and pay personal property taxes levied on the Equipment.Customer shall 21.DATA:Customer acknowledges that the hard drive(s)on the Equipment,including attached devices,may retain reimburse CFS for the expense of such personal property taxes as invoiced by CFS and pay CFS a processing fee images,content or other data that Customer may store for purposes of normal operation of the Equipment('Data'). not to exceed$50 per year per item of Equipment that is subject to such tax.Customer agrees that CFS has not, Customer acknowledges that CFS is not storing Data on behalf of Customer and that exposure or access to the and will not,render tax advice to Customer,and that payment of such taxes is an administrative act.ON THE DATE Data by CFS,if any,is purely incidental to the services performed by CFS.Neither CFS nor any of its affiliates has OF THE FIRST SCHEDULED PAYMENT AND THE DATE OF THE FIRST SCHEDULED PAYMENT AFTER THE an obligation to erase or overwrite Data upon Customer's return of the Equipment to CFS.Customer is solely ADDITION OF ANY EQUIPMENT,CUSTOMER SHALL PAY TO CFS A DOCUMENTATION FEE,IN THE responsible for.(A)its compliance with applicable law and legal requirements pertaining to data privacy,storage, AMOUNT OF$85,TO REIMBURSE CFS FOR ITS ADMINISTRATIVE AND RECORDING COSTS. security,retention and protection;and(B)all decisions related to erasing or overwriting Data.Without limiting the 13.INSURANCE:Customer,at its sole cost and expense,shall,during the term hereof induding all renewals and foregoing,if applicable,Customer should,(i)enable the Hard Disk Drive(HDD)data erase functionality that is a extensions,obtain,maintain and pay for(a)insurance against the loss,theft,or damage to the Equipment for the full standard feature on certain Equipment and/or(ii)prior to return or other disposition of the Equipment,utilize the replacement value thereof,and(b)comprehensive public liability and property damage insurance.All such HOD(or comparable)formatting function(which may be referred to as'Initialized All Data/Settings'function)if found insurance shall provide for a deductible not exceeding$5,000 and be in form and amount,and with companies on the Equipment to perform a one pass overwrite of Data or,if Customer has higher security requirements, satisfactory to CFS.Each insurer providing such insurance shall name CFS as additional insured and loss payee Customer may purchase from its Canon dealer at current rates an appropriate option for the Equipment,which may and provide CFS thirty(30)days'written notice before the policy in question shall be materially altered or canceled. include(a)an HDD Data Encryption Kit option which disguises information before it is written to the hard drive using Customer shall pay the premiums for such insurance,shall be responsible for all deductible portions thereof,and encryption algorithms,(b)an HDD Data Erase Kit that can perform up to a 3-pass overwrite of Data(for Equipment shall deliver certificates or other evidence of insurance to CFS.The proceeds of such insurance,at the option of not containing data erase functionality as a standard feature),or(c)a replacement hard drive(in which case CFS,shall be applied to(a)replace or repair the Equipment,or(b)pay CFS the'Remaining Lease Balance',which Customer should properly destroy the replaced hard drive).Customer shall indemnify CFS,its subsidiaries, shall be the sum of.(i)all amounts then owed by Customer to CFS under this Agreement;plus(ii)the present value directors,officers,employees and agents from and against any and all costs,expenses,liabilities,claims,damages, of all remaining Payments for the full term of this Agreement;plus(iii)the'Asset Value,'which shall be:(A)for an losses,judgments or fees(including reasonable attorneys'fees)arising or related to the storage,transmission or Agreement with a$1.00 Purchase Option,$1.00;(B)for an Agreement with a Fair Market Value Purchase Option or destruction of the Data.This section survives termination or expiration of this Agreement The terms of this section no Purchase Option selected,the Fair Market Value of the Equipment(as defined herein);and(C)for an Agreement shall solely govern as to Data,notwithstanding that any provisions of this Agreement or any separate confidentiality with an Other Purchase Option,the respective dollar amount of such Purchase Option indicated on the face of this or data security or other agreement now or hereafter entered into between Customer and CFS applies,or could be Agreement;plus(iv)any applicable taxes,expenses,charges and fees.For purposes of determining present value construed to apply to Data. under this Agreement,Payments shall be discounted at three percent(3%)per year.Customer hereby appoints 22.MAXIMUM INTEREST;RECHARACTERIZED AGREEMENT:No Payment is intended to exceed the maximum CFS as Customer's attorney-in-fact solely to make claim for,receive payment of,and execute and endorse all amount of interest permitted to be charged or collected by applicable laws,and any such excess Payment will be documents,checks,or drafts for any loss or damage to Equipment under any such insurance policy.If within ten applied to payments due under this Agreement,in inverse order of maturity,and thereafter shall be refunded.If this (10)days after CFS'request,Customer fails to deliver satisfactory evidence of such insurance to CFS,then CFS Agreement is recharactenzed as a conditional sale or loan,Customer hereby grants to CFS,its successors and shall have the right,but not the obligation,to obtain insurance covering CFS'interests in the Equipment,and add the assigns,a security interest in the Equipment to secure payment and performance of Customer's obligations under costs of acquiring and maintaining such insurance,and an administrative fee,to the amounts due from Customer this Agreement under this Agreement CFS and any of its affiliates may make a profit on the foregoing. 23.UCC•ARTICLE 2A:CUSTOMER ACKNOWLEDGES AND AGREES THAT THIS AGREEMENT IS INTENDED 14.LOSS;DAMAGE:Customer assumes and shall bear the entire risk of loss,theft of,or damage to the Equipment AS A'FINANCE LEASE"AS THAT TERM IS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE from any cause whatsoever,effective upon delivery to Customer.No such loss,theft or damage shall relieve ('UCC 2A")AND THAT CFS IS ENTITLED TO ALL BENEFITS,PRIVILEGES AND PROTECTIONS OF A LESSOR Customer of any obligation under this Agreement In the event of damage to any Equipment,Customer shall UNDER A FINANCE LEASE.CUSTOMER WAIVES ITS RIGHTS AS A LESSEE UNDER UCC 2A SECTIONS 508- immediately repair such damage at Customer's expense.If any Equipment is lost,stolen,or damaged beyond 522. repair,Customer,at the option of CFS,will(a)replace the same with like equipment in a condition acceptable to 24.WAIVER OF OFFSET:This Agreement is a net lease.If the Equipment is not properly installed,does not CFS and convey clear title to such equipment to CFS(and such equipment will become"Equipment'and be subject operate as represented or warranted,or is unsatisfactory for any reason,Customer shall make such claim solely to the terms of this Agreement),or(b)pay CFS the Remaining Lease Balance.Upon CFS'receipt of the Remaining against the supplier,dealer,or manufacturer.Customer waives any and all existing and future claims and offsets Lease Balance,CFS shall transfer the applicable Equipment to Customer'AS-IS,WHERE-IS'without any against any Payments or other charges due under this Agreement,and unconditionally agrees to pay such representation or warranty whatsoever,except for title,and this Agreement shall terminate with respect to such Payments and other charges,regardless of any offset or claim which may be asserted by Customer or on its behalf. Equipment. 25.GOVERNING LAW;VENUE;WAIVER OF JURY TRIAL:THIS AGREEMENT HAS BEEN EXECUTED BY CFS 15.DEFAULT:Any of the following events or conditions shall constitute an Event of Default under this Agreement: IN,AND SHALL FOR ALL PURPOSES BE DEEMED A CONTRACT ENTERED INTO IN,THE STATE OF NEW (a)Customer defaults in the payment when due of any indebtedness of Customer to CFS,whether or rot arising JERSEY.THE RIGHTS OF THE PARTIES UNDER THIS AGREEMENT SHALL BE GOVERNED BY THE LAWS under this Agreement,without notice or demand by CFS;(b)Customer or any guarantor of Customer's obligations OF THE STATE OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES.ANY ACTION hereunder('Guarantor')ceases doing business as a going concern;(c)Customer or any Guarantor becomes BETWEEN CUSTOMER AND CFS SHALL BE BROUGHT IN ANY STATE OR FEDERAL COURT LOCATED IN insolvent or makes an assignment for the benefit of creditors;(d)a petition or proceeding is filed by or against THE COUNTY OF CAMDEN OR BURLINGTON,NEW JERSEY,OR AT CFS'SOLE OPTION,IN THE STATE Customer or any Guarantor under any bankruptcy or insolvency law;(e)a receiver,trustee,conservator,or WHERE CUSTOMER OR THE EQUIPMENT IS LOCATED.CUSTOMER,BY ITS EXECUTION AND DELIVERY liquidator is appointed for Customer,any Guarantor,or any of their property;(f)any statement,representation or HEREOF,IRREVOCABLY WAIVES OBJECTIONS TO THE JURISDICTION OF SUCH COURTS AND warranty made by Customer or any Guarantor to CFS is incorrect in any material respect;or(g)Customer or any OBJECTIONS TO VENUE AND CONVENIENCE OF FORUM.CUSTOMER,BY ITS EXECUTION AND DELIVERY Guarantor who is a natural person dies. HEREOF,AND CFS,BY ITS ACCEPTANCE HEREOF,HEREBY IRREVOCABLY WAIVE ANY RIGHT TO A JURY 16.REMEDIES:Upon the happening of any one or more Events of Default,CFS shall have the right to exercise any TRIAL IN ANY SUCH PROCEEDINGS. one or all of the following remedies(which shall be cumulative),simultaneously,or serially,and in any order:(a)to 26.MISCELLANEOUS:All notices required or permitted under this Agreement shall be sufficient if delivered require Customer to immediately pay all Payments hereunder(whether or not then due)and other amounts due personally,sent via facsimile or other electronic transmission,or mailed to such party at the address set forth in this under this Agreement,with CFS retaining title to the Equipment;(b)to terminate any and all agreements with Agreement,or at such other address as such party may designate in writing from time to time.Any notice from CFS Customer,(c)with or without notice,demand or legal process,to enter upon the premises wherever the Equipment to Customer shall be effective three(3)days after it has been deposited in the mail,duly addressed.All notices to may be found,to retake possession of any or all of the Equipment,and(i)retain such Equipment and all Payments CFS from Customer shall be effective after it has been received via U.S.mail,express delivery,facsimile or other and other sums paid hereunder,or(ii)sell the Equipment and recover from Customer the amount by which the electronic transmission.If there should be more than one party executing this Agreement as Customer,all Remaining Lease Balance exceeds the net amount received by CFS from such sale;or(d)to pursue any other obligations to be performed by Customer shall be the joint and several liability of all such parties.Customer's • remedy permitted at law or in equity.CFS(i)may dispose of the Equipment in its then present condition or following representations,warranties,and covenants under this Agreement shall survive the delivery and retum of the such preparation and processing as CFS deems commercially reasonable;(ii)shall have no duty to prepare or Equipment Any provision of this Agreement that may be determined by competent authority to be prohibited or process the Equipment prior to sale;(iii)may disclaim warranties of title,possession,quiet enjoyment and the like; unenforceable in any jurisdiction shall,as to such jurisdiction,be ineffective to the extent of such prohibition or and(iv)may comply with any applicable state or federal law requirements in connection with a disposition of the unenforceability without invalidating the remaining provisions of this Agreement.No such prohibition or Equipment and none of the foregoing actions shall be deemed to adversely affect the commercial reasonableness of unenforceability in any jurisdiction shall invalidate or render unenforceable such provision in any other jurisdiction. the disposition of the Equipment.If the Equipment is not available for sale,Customer shall be liable for the Customer agrees that CFS may insert missing information or correct other information on this Agreement including Remaining Lease Balance and any other amounts due under this Agreement No waiver of any of Customer's the Equipment's description,serial number,and location,and corrections to Customer's legal name;otherwise,this obligations,conditions or covenants shall be effective unless contained in a writing signed by CFS.Failure to Agreement contains the entire arrangement between Customer and CFS and no modifications of this Agreement exercise any remedy that CFS may have shall not constitute a waiver of any obligation with respect to which shall be effective unless in writing and signed by the parties,Customer agrees that CFS may accept a facsimile or Customer is in default other electronic transmission of this Agreement or any Acceptance Certificate as an original,and that facsimile or electronically transmitted copies of Custoriir.9ignatttfe wilfbe treated as an original for all purposes. CFS-1020(01/17) Page 2 of 2 ',- ___.. _ _ -_ _,.-. canon CANON FINANCIAL SERVICES,INC. ("CFS") Municipal Fiscal Funding Addendum Remittance Address: 14904 Collections Center Dr. Chicago,Illinois 60693 800-220-0200 CFS'Application Number: CFS'Agreement Number: Agreement Date: GOVERNMENTAL ENTITY Complete Legal Name ("Customer") THIS MUNICIPAL FISCAL FUNDING ADDENDUM ("ADDENDUM") WILL BE OF NO FORCE OR EFFECT IF THE CUSTOMER IS NOT A STATE OR A POLITICAL SUBDIVISION OF A STATE WITHIN THE MEANING OF SECTION 103(C) OF THE INTERNAL REVENUE CODE OF 1986, AS AMENDED. Customer warrants that it has funds available to pay Payments payable pursuant to the agreement (whether designated a lease, rental, master lease, or otherwise, together with any schedules, the "Agreement") until the end of its current appropriation period and warrants that it presently intends to make Payments in each appropriation period from now until the end of this Agreement. The officer of Customer responsible for preparation of Customer's annual budget shall request from its legislative body or funding authority funds to be paid to CFS under this Agreement. If notwithstanding the making in good faith of such request in accordance with appropriate procedures and with the exercise of reasonable care and diligence, such legislative body or funding authority does not appropriate funds to be paid to CFS for the Equipment, Customer may, upon prior written notice to CFS, effective upon the exhaustion of the funding authorized for the then current appropriation period, return the Equipment to CFS, at Customer's expense and in accordance with this Agreement, and thereupon, Customer shall be released of its obligation to make Payments to CFS due thereafter, provided: (1) the Equipment is returned to CFS as provided for in the Agreement; (2) the above described notice states the failure of the legislative body or funding authority to appropriate the necessary funds as the reason for cancellation; and (3) such notice is accompanied by payment of all amounts then due to CFS under the Agreement. In the event Customer returns the Equipment pursuant to the terms of this Agreement, CFS shall retain all sums paid by Customer. Customer's Payment obligations under this Agreement in any fiscal year shall constitute a current expense of Customer for such fiscal year, and shall not constitute indebtedness or a multiple fiscal year obligation of Customer under Customer's state constitution, state law or home rule charter. Nothing in this Agreement shall constitute a pledge by Customer of any taxes or other monies, other than as appropriated for a specific fiscal year for this Agreement and the Equipment. The undersigned represents and warrants to CFS that all action required to authorize the execution and delivery of this Addendum on behalf of the above referenced Customer by the following signatory has been duly taken and remains in full force and effect. Customer agrees that CFS may accept a facsimile or other electronic transmission of this Addendum as an original, and that facsimile or electronically transmitted copies of Customer's signature will be treated as an original for all purposes. ACCEPTED Canon Financial Services, Inc. Customer By By _- Title Printed Name Date Title CFS-2020(04/16) Call Oil MAINTENANCE AGREEMENT CANON SOLUTIONS AMERICA Related Acquisition Agreement# Canon Solutions America, Inc. ("CSA") One Canon Park, Melville, NY 11747 (800)613-2228 Salesperson_ Order Date: Customer(you'): Customer Account: Equipment Location: Customer Account: Company: Company: Address: Address: City: County: City: County: State: Zip: Phone#: State: Zip: Phone#: Contact: Fax#: Contact: Fax#: Email: For each unit of Equipment listed,you shall indicate specific contact and location(if different than above)in the table below or in any Addendum to this Agreement. Maintenance Billing Entity PO Required Meter Read Collection Options Base Charge: ❑ CSA 0 Canon Financial Services, Inc.("CFS") 0 Yes 0 No imageWARE Remote unless noted in table below* Per Image Charge: 0 CSA ❑Canon Financial Services,Inc.("CFS") PO# W = myCSA website Base Charge Billing Cycle Initial Term Coverage Plan ❑Monthly ❑Quarterly ['Other Months If adding the Equipment below to existing (min. 12) 0 Per Unit ElFleet 0 Aggregate an Aggregate,provide either a contract# or serial#under Aggregate. Excess Per Image*Charge Billing Cycle Price Plan Consumables Inclusive 0 Monthly ❑Quarterly 0 Other 0 Standard ❑Fixed 0 Toner 0 Other Subject to the terms and conditions of this Agreement,CSA agrees to service the Equipment listed below or in any Addendum(s)to this Agreement at the charges stated herein or therein.For newly installed Equipment,the Start Date is provided in Paragraph 1 of the Additional Terms and Conditions.The Start Date for previously in place Equipment is / /_ *Each Image is equal to 1 printed page except for Océ brand Wide Format products in which case each Image is equal to one(1)square foot. Covered Images per unit or Fleet included in Base Charge Per Image Charge in excess of Base Model Serial# All aggregate images should be listed per unit. Covered Images Charge Corporate Alt Start Meter 6011/7011 6011/7011 per unit Advantage Meter • B&W Color B&W Color Long Sheet B&W Color Long Sheet or Fleet Yes/No Method* Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: 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 Océ brand product,upon your written request,CSA in its sole discretion will repair or replace the product with a like unit with equivalent capabilities. Prior to replacement,CSA shall Tax have had 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 Total not in default of this Agreement and such maintenance services 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 Title Date SER-023 July 2017 CSA ADDITIONAL TERMS AND CONDITIONS $ These are the additional terms and conditions referred to on the face page to which they are necessitated by factors other than normal use including,without limitation,any willful act, attached(such face page,and any addendum(s)hereto,collectively with these terms and negligence,abuse or misuse of the Equipment;the use of parts,supplies or software which are conditions,the"Agreement"). not supplied by CSA and which cause abnormally frequent service calls or service problems; 1. TERM.Maintenance under this Agreement shall start on the date(the"Start Date")of service performed by personnel other than CSA personnel;accident;use of the Equipment with installation for newly installed equipment(inclusive of standard embedded Canon brand non-compatible hardware or software components;electrical power malfunction or heating, software)(the"Equipment")covered under toner inclusive service.For all other newly installed cooling or humidity ambient conditions;(c)de-installation,re-installation or relocation of Equipment,the Start Date shall be at the end of the relevant Equipment warranty or 90 days Equipment;(d)repairs to or realignment of Equipment,and related training,necessitated by from installation,whichever comes first.The Start Date is stated on the face page for all changes you made to your system configuration or network environment;(e)work which you previously in place Equipment.(a)The initial term specified on the face page shall renew for request to be performed outside of CSA's regular business hours;or(f)repair of any successive 12 month period unless either party gives written notice of non-renewal at least 30 network/system connection device,except when listed on face page. days prior to the expiration of the then-current term.The renewal charges shall be reflected on 5. DATA.You acknowledge that the hard drive(s)on the Equipment,including attached the invoice for the first billing cycle of the renewal period.You shall have the right to terminate devices,may retain images,content or other data that you may store for purposes of normal the renewal contract with 30 days advance written notice to CSA. operation of the Equipment("Data").You acknowledge that CSA is not storing Data on behalf of 2. CHARGES.Base charges shall be billed in advance and per image charges,shall be billed you and that exposure or access to the Data by CSA,if any,is purely incidental to the services in arrears.For Equipment designated as Corporate Advantage,the meter shall record a quantity performed by CSA.Neither CSA nor any of their affiliates has an obligation to erase or overwrite of 2 images for any image produced on media wider than 8W.Invoices shall be due and Data upon your return of the Equipment to CSA or any leasing company.You are solely payable within 30 days of the invoice date unless otherwise stated on the invoice.Applicable responsible for:(i)your compliance with applicable law and legal requirements pertaining to data taxes shall be added to the charges.If payments are late,(i)you shall pay the actual and privacy,storage,security,retention and protection;and(ii)all decisions related to erasing or reasonable costs and expenses of collection incurred by CSA,including the maximum attorney's overwriting Data.Without limiting the foregoing,you should,(a)enable the Hard Disk Drive fees permitted by law and(ii)CSA may charge you and you agree to pay,a late charge equal to (HDD)data erase functionality that is a standard feature on certain Equipment and/or(b)prior to five percent(5%)of the amount due for each billing period or portion of a billing period such return or other disposition of the Equipment,utilize HDD(or comparable)formatting function payment is delayed or$10 as reasonable collection fees,not to exceed the maximum amount (which may be referred to as"Initialized All Data/Settings"function)if found on the Equipment to permitted by law.If the Standard Price Plan is selected on the face side,during the initial term, perform a one pass overwrite of Data or,if you have higher security requirements,you may the charges specified on the face page are subject to an annual increase up to 10%(as purchase from CSA at current rates an available option for the Equipment,which may include(x) determined by CSA in its sole discretion)either(i)on each anniversary of the start date or(ii) an HDD Data Encryption Kit option which disguises information before it is written to the hard once in each calendar year if you have selected the Aggregate Coverage Plan.Fixed Price drive using encryption algorithms,(y)a HDD Data Erase Kit that can perform up to a 3-pass Plans shall not increase during the initial term.If you have selected CFS on the face page as the overwrite of Data(for Equipment not containing data erase functionality as a standard feature), billing entity,your maintenance charges will appear on your periodic lease invoice along with or(z)a replacement hard drive(in which case you should properly destroy the replaced hard standard lease charges.CFS will remit your payment of maintenance charges to CSA upon drive).The terms of this Section 5 shall solely govern as to Data,notwithstanding that any receipt.(a)Consumables Inclusive service includes replenishment of consumables specified on provisions of this Agreement or any separate confidentiality or data security or other agreement the face page for exclusive use with the Equipment.CSA may terminate this Agreement if you now or hereafter entered into between you and CSA could be construed to apply to Data. use the consumables in a different manner.In the event your toner usage exceeds by more than 6. EXCLUSION OF WARRANTIES AND LIMITATION OF LIABILITY.CSA EXPRESSLY 10%the published manufacturer specifications for conventional office image coverage,as DISCLAIMS ALL WARRANTIES EXPRESS OR IMPLIED INCLUDING IMPLIED determined by CSA,CSA may invoice you for such excess usage.You may purchase additional WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE toner from CSA if required during the term.You shall bear all risk of loss,theft or damage to RELATING TO THE USE OR PERFORMANCE OF THE EQUIPMENT AND SOFTWARE OR unused consumables,which shall remain CSA's property and shall be returned promptly upon ANY METER READ COLLECTION METHOD PROVIDED BY CSA.YOU EXPRESSLY termination of this Agreement.(b)If you have selected the Fleet or Aggregate Coverage Plan, ACKNOWLEDGE THAT THE FURNISHING OF MAINTENANCE SERVICE UNDER THIS the Base Charge and the Covered Images shall apply to all of the Equipment on the Schedule AGREEMENT DOES NOT ASSURE UNINTERRUPTED OPERATION AND USE OF THE unless otherwise indicated.If specified on the face page that the Listed Items are being added EQUIPMENT,SOFTWARE OR METER COLLECTION METHODS.CSA SHALL NOT BE to an existing Fleet Coverage Plan under a previous agreement between you and CSA,(i)the LIABLE FOR INJURY OR DAMAGE EXCEPT TO THE EXTENT CAUSED BY CSA'S fleet shall include the listed items under the previous agreement,and all other agreements for NEGLIGENCE OR WILLFUL MISCONDUCT.CSA SHALL NOT BE LIABLE FOR which the add to existing fleet option was selected,and(ii)the maintenance term for all Listed EXPENDITURES FOR SUBSTITUTE EQUIPMENT OR SERVICES,LOSS OF REVENUE OR Items under this Agreement shall be the same as the maintenance term for all listed items under PROFIT,LOSS,CORRUPTION OR RELEASE OF DATA,FAILURE TO REALIZE SAVINGS all such previous agreements.(c)If specified on the face page that the Listed Items are being OR OTHER BENEFITS,STORAGE CHARGES OR INCIDENTAL,SPECIAL,PUNITIVE OR added to an existing Aggregate Coverage Plan under a previous agreement between you and CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS CSA,the Covered Images shall apply to all of the Equipment on the schedule,unless otherwise AGREEMENT REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED indicated,plus the listed items under the previous agreement(s),and all other agreements for AND EVEN IF CSA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. which the add to existing Aggregate Coverage Plan was selected,on an aggregated basis,for 7. DEFAULT.You shall be in default of this Agreement if you fail to perform any of your so long as the maintenance term for all such listed items continues.(d)Unless otherwise obligations under this Agreement,induding making prompt undisputed payments when due. indicated on the face page,you authorize CSA to use networked features of the Equipment CSA may withhold service under this Agreement in whole or in part until any delinquent payment including imageWARE Remote to receive software updates,activate features/new licenses is received by CSA.CSA may terminate this Agreement in whole or in part upon your default and/or transmit use and service data accumulated by the Equipment over your network by with thirty(30)days notice to you,unless such default is cured by you within the thirty(30)day means of an HTTPS protocol and to store,analyze and use such data for purposes related to period.If an overdue payment is disputed in good faith within thirty(30)days after the due date servicing the Equipment and product improvement.(e)You agree to provide meter readings to thereof,you shall pay all undisputed amounts and promptly make a good faith effort to resolve CSA,if applicable,in accordance with the meter read option selected and CSA's normal such dispute with CSA.In the event of your default,CSA may,without limiting its other rights procedures. If you selected the myCSA website,you,your employees or agents shall complete and remedies available under applicable law and this Agreement,require you to pay all charges CSA's registration process governing access to and use of such website,and you agree to be then due but unpaid,including any applicable late charges,plus an early termination fee equal to bound by,and comply with its Terms of Use.CSA may change your meter read options from three(3)times the average monthly billing to date and any excess toner charges per Section time to time upon 60 days notice.If CSA does not receive timely meter readings from you,you 2(b).You agree that such charges are reasonable liquidated damages for loss of bargain and agree to pay invoices that reflect CSA's estimates of meter readings.CSA reserves the right to not a penalty. verify the accuracy of any meter readings from time to time,and to invoice you for any shortfall 8. GOVERNING LAW.THIS AGREEMENT AND ALL CLAIMS,DISPUTES AND CAUSES in the invoice for the next periodic billing cycle. OF ACTION RELATING THERETO,WHETHER SOUNDING IN CONTRACT,TORT OR 3. COVERED SERVICE.CSA shall provide all routine preventive maintenance and emergency STATUTE,SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE service necessary to keep the Equipment in good working order in accordance with this LAWS OF THE STATE OF NEW YORK.YOU CONSENT TO THE EXCLUSIVE Agreement and CSA's normal practice.Such service shall be performed during GSA's local JURISDICTION AND VENUE OF ANY STATE OR FEDERAL COURT LOCATED WITHIN regular business hours(8:30 A.M.to 5:00 P.M.Monday through Friday,except holidays). THE CITY OF NEW YORK UPON SERVICE OF PROCESS MADE IN ACCORDANCE (a)You shall afford CSA reasonable and safe access to the Equipment to perform on-site WITH THE APPLICABLE STATUTES AND RULES OF THE STATE OF NEW YORK OR service.CSA may terminate its maintenance obligations as to any Equipment if you relocate it to THE UNITED STATES.ANY AND ALL SUITS YOU COMMENCEAGAINST CSA, a site outside CSA's service territory.If,in GSA's opinion,any Equipment cannot be maintained WHETHER OR NOT ARISING UNDER THIS AGREEMENT,SHALL BE BROUGHT ONLY in good working order through CSA's routine maintenance services,CSA may,at its option,(i) IN THE STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY OF NEW YORK. substitute comparable Equipment or(ii)cancel any balance of the term of this Agreement as to YOU HEREBY WAIVE OBJECTIONS AS TO VENUE AND CONVENIENCE OF FORUM. such Equipment and refund the unearned portion of any prepaid charges hereunder.Parts or ANY SUIT,OTHER THAN ONE SEEKING PAYMENT OF AMOUNTS DUE HEREUNDER, Equipment replaced or removed by CSA in connection with maintenance services hereunder SHALL BE COMMENCED,IF AT ALL,WITHIN ONE(1)YEAR OF THE DATE THAT THE shall become the property of CSA and you disclaim any interest therein.(b)CSA shall make CLAIM ACCRUES.THE PARTIES IRREVOCABLY WAIVE ANY RIGHT TO A JURY TRIAL available to you from time to time upgrades and bug fixes for the software licensed as part of the IN ANY SUIT BETWEEN THEM. Equipment("Embedded Software"),but:(i)only if such upgrades and bug fixes are provided to 9. ENTIRE AGREEMENT.This Agreement shall be binding upon your signature and upon the CSA by the developers of such Embedded Software,(ii)availability of upgrades and bug fixes installation of the Equipment by CSA or commencement of the covered services if this may be at additional charge,and(iii)installation of such upgrades and bug fixes by CSA if Agreement is for renewal of a prior maintenance agreement or for equipment previously requested by you shall be at additional charge. You are not required to use CSA for installation installed.This Agreement constitutes the entire agreement between the parties with respect to of any upgrades and bug fixes,but if installation is done by anyone other than CSA,CSA shall the furnishing of maintenance service for the Equipment,superseding all previous proposals and have no responsibility for any performance or other issues that may result from such agreements,oral or written.All provisions of this Agreement including Section 5,which by their installation. CSA shall also use reasonable efforts to provide Level 1 support for the Embedded nature can be construed to survive the expiration or termination of the Agreement shall so Software.Level 1 support consists of(i)providing help-line telephone assistance in operating survive.Any purchase order utilized by you shall be for your administrative convenience only, the Embedded Software and identifying service problems and attempting to troubleshoot any and any terms therein which conflict with,vary from or supplement the provisions of this such problems in the Embedded Software;(ii)escalating operating problems to the available Agreement shall be deemed null and void.No representation or statement not contained on the developer of the Embedded Software as needed to rectify such problems,including facilitating original of this Agreement shall be binding upon CSA as a warranty or otherwise,nor shall this contact between you and the developer of the Embedded Software as necessary;and(iii) Agreement be modified or amended except by a writing signed by both you and a designated maintaining a log of such problems to assist in tracking the same.Embedded Software as used representative of CSA.If a court finds any provision of this Agreement(or part thereof)to be herein does not include separately-priced application software supplied by CSA to you under unenforceable,the remaining provisions of this Agreement shall remain in full force and effect. any separate acquisition agreement,and support therefor shall be solely governed by the This Agreement shall not be assignable by you without CSA's prior written consent,and any provisions thereof. attempted assignment without such consent shall be void.You expressly disclaim having relied 4. NON-COVERED SERVICE.The following services,and any other work beyond the scope of upon any representation or statement concerning the capability,condition,operation, this Agreement,shall be invoiced in accordance with CSA's then current labor,parts and supply performance or specifications of the Equipment and Software,except to the extent set forth on charges:(a)replacement of any consumable supply item not provided as part of toner inclusive the original of this Agreement.You agree that CSA may accept an electronic image of this service identified on the face page,including,without limitation,paper,toner,ink,waste Agreement as an original,and that electronic copies of your signature will be treated as an containers,fuser oil,staples,other media,print heads and puncher dies;(b)repairs original for all purposes. SER-023_July 2017 CSA --_ -_. Page 2 Customer Initials ._..__. elate Canon MAINTENANCE AGREEMENT CANONsotUTIONSAMERICA EQUIPMENT ADDENDUM This document is to be utilized to supplement a new Maintenance Canon Solutions America, Inc. ("CSA") Agreement with additional lines for Equipment. One Canon Park, Melville, NY 11747 (800)613-2228 Salesperson Order Date: Customer("you.): Customer Account: Company: For each unit of Equipment listed below, specify contact and Equipment location in the relevant spaces allotted for each Address: unit of Equipment. City: County: Meter Read Collection Options State: Zip: Phone#: imageWARE Remote unless noted in table below' Contact: Fax#: W = myCSA website Email: Covered Images per unit or Fleet Per Image Charge in excess of included in Base Charge Covered Images Base Model Serial# All aggregate images should be listed per unit. Charge Corporate Alt Start Meter 6011/7011 6011/7011 per unit Advantage Meter B&W Color B&W Color Long Sheet B&W Color Long Sheet or Fleet (Yes/No) Method* Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: - Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: Contact: Phone#: Fax#: Equipment Location: Email Address: Carry forward to Face side of Agreement Subtotal BY YOUR SIGNATURE BELOW,YOU REQUEST THAT CSA PROVIDE SERVICE ON THE EQUIPMENT LISTED ABOVE IN ACCORDANCE WITH ALL OF THE TERMS AND CONDITIONS OF THE ABOVE REFERENCED AGREEMENT THIS ADDENDUM SHALL BECOME EFFECTIVE AS PROVIDED IN PARAGRAPH 9 OF THE ADDITIONAL TERMS AND CONDITIONS OF THE REFERENCED AGREEMENT. EXCEPT AS PROVIDED HEREIN,THE ABOVE REFERENCED AGREEMENT SHALL REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT. Customer's Authorized Signature Printed Name Title Date SER-023B July 2017 CSA Canon MANAGED PRINT SERVICES AGREEMENT CANON SOLUTIONS AMERICA Canon Solutions America,Inc.("CSA") One Canon Park,Melville,NY 11747 (800)613-2228 MPS Consultant Salesperson Order Date- /_/ Customer Name("You"): Initial Term: months Billing Address: Requested Start Date: I I_.(no sooner than IC days after City County. contract order date and completion of Schedule A,Schedule A-MICR or B an submission of a printed configuration page for each printer) State: Zip: Phone# Do you require a P.O.for payment?Yes_ No Contact: Fax#: Is there a statement of Work("SOW")covering additional services? Yes No Email: Note:Charges for additional services are billed separately. The Printers covered under this Agreement are listed on Schedule A,Schedule A-MICR,and/or Schedule B. Coverage Plan Internal Control Number 0 Per Unit 0 Fleet The initial price for Equipment listed on Schedule A and/or Schedule B is as follows Estimated Quarterly Print Volume Per Image Charge(Fleet) B&W Color B&W Color Toner Type $0. $0. ❑OEM 03'd Party The initial price for Equipment listed on Schedule A-MICR is as follows Estimated Quarterly Print Volume Per Image Charge(Fleet) B&W Color B&W Color Toner Type $0. I $0. ❑OEM ®3'd Party TERMS AND CONDITIONS 1.TERM.The Managed Print Services("MPS')shall begin on the Start Date and continue for the initial term specified above.The initial tens shall renew for successive 12 month renewal terms unless either party gives written notice of non-renewal at least 30 days prior to the expiration of the then current term. 2.CHARGES.Base charges shall be billed in advance and per image charges shall be bided in arrears on a quarterly basis.Invoices shall be due and payable within thirty days of the invoice date.Applicable taxes shall be added to the charges.If payments are late,CSA may charge you and you agree lo pay,a late charge equal to the higher of five percent(5%)of the amount due or ten dollars($10)for each billing period or portion of a billing period such payment is delayed as reasonable collection fees,not to exceed the maximum amount permitted by law.CSA reserves the right to increase the prices above at any time during the Term to reflect increased costs upon thirty(30)days written notice to you.The charges are subject to an annual increase on each anniversary of the start date. If you have selected the Fleet Coverage Plan,the Base Charge,Covered Images and Per Image Charges noted above shall apply to all of tie Equipment on the Schedule. If you have selected the Per Unit Coverage Plan,the Base Charge,Covered Images and the Per Image Charges for each unit shall be reflected on the Schedule. 3.PRIOR ASSESSMENT.Under a prior agreement CSA has performed a network and system discovery analysis of your IT environment in which services are to be rendered under this Agreement.Under the prior agreement CSA has used certain discovery tools to identify the components and mndtions of your IT environment 4.COVERED PRINTERS.This agreement is intended to provide services for your entire fleet of printers however certain models of printers may not be eligible for services under this contract due to age,geographic location or other reasons determined by CSA.At CSA's discretion,the ineligible printers may be placed under a"Standard Plan"and identified on the associated schedule("Schedule B")and shall only receive toner cartridges and monitoring services.The"Premier"scope of services as defined in Paragraph 7 covers zLy the printers identified on the associated schedule("Schedule A"or"Schedule A-MICR').The parties may agree to add or remove printers from time to time during the Term by mutual execution of a CSA MDS Change Order.Custtaner shall provide CSA a standard device configuration sheet showing the start meter reading of the added printer(s)as of the start date of this contract.Otherwise,CSA may compute a start reading for the printer(s)utilizing the current meter reading and subtracting an estimated monthly volume per printer,as determined by CSA.In the event Customer acquires additional devices subsequent to the start date of this Agreement the start meter shall be zero. If the quantity of printers changes during the Term from the original quantity listed on Schedule A,Schedule A-MICR or Schedule 3,CSA reserves the right to adjust the pricing accordingly. S.YOUR RESPONSIBILITIES.As a condition precedent to CSA's duties: (a) The Printers shall be in good working condition on the Start Date(as determined solely by CSA in its reasonable discretion). (b) You shall provide CSA with an accurate location and printed configuration page for each printer placed under this Agreement You shall notify CSA if you relocate any printers from the address indicated on Schedule A,A-MICR,B or any related Change Order. (c) You shall use only CSA-approved parts and supplies for the Printers. (d) You shall have proper electrical and network connections and instal and use CSA approved surge protector(s)where appropriate. (e) You shall provide a Key Operator responsible for designated duties in the operator's manual and insure that the proper supplies are being installed and/or used correctly with the Printers. (I) You are solely responsble for security of your electronic and other data. (g) You must install and keep the DCA installed on your network for networked devices and locally for non-networked devices throughout the Term of this Agreement If the DCA does not communicate with CSA.you agree to provide manual meter readings upon request (h) You agree that CSA may use estimated meter readings if it does not receive timely meter reading on any Punters covered by this Agreement (i) You shall utilize the CSA ordering procedures for adding or deleting printers and ordering Toner Cartridges.You acknowledge that CSA will not deliver services or toner for printers not listed on Schedule A,Schedule A-MICR,Schedule B or any related Change Order until you complete the proper ordering procedure to add the printer to the Agreement. G) You shall provide timely meter readings for any printer not connected to the DCA for any reason. SEE PAGE 2 FOR ADDITIONAL TERMS AND CONDITIONS Subject to the terms and conditions of this Agreement and any listed Statement of Work above,CSA agrees to provide(i)Managed Print Services for the Printers listed in Schedule A,Schedule A-MICR and if applicable,(ii)toner cartridges for the Printers listed in Schedule B of this Agreement or in any future Change Order related to this Agreement(the"Printers")at the charges stated herein or therein. BY YOUR SIGNATURE BELOW,YOU AGREE TO PURCHASE THE MANAGED PRINT SERVICES SPECIFIED ABOVE.YOU ACKNOWLEDGE RECEIPT OF A COPY OF THIS AGREEMENT.THE ADDITIONAL TERMS AND CONDITIONS ON PAGE 2 HEREOF AND IN ANY SCHEDULE(S)OR ADDENDUM(S)HERETO,ARE INCORPORATED AND MADE A PART OF THIS AGREEMENT. Customer's Authorized Signature Printed Name Title Date SER-024 April 2017 CSA continued on Page 2 ADDITIONAL TERMS AND CONDITIONS These are the additional terms and andirons referred to on page 1 to which they are attached(suds that can perform up to a 3-pass overwrite of Data or(z)a replacement hard drive(in which case you page',and any addendum(s)hereto,collectively with these terms and conditions,the"Agreement"). should property destroy the replaced hard drive).The terms of this Section 9 shall solely govern as to 6.CSA RESPONSIBUTIES Data,notwithstanding that any provisions of this Agreement or any separate confidentiality or data (a) CSA may tag each Printer initialy listed on Schedule A,Schedule A-MICR or Schedule B with a security or other agreement now or hereafter entered into between you and CSA could be construed to CSA Service tag indicating serial#and CSA contact information.(b)Printers listed on Schedule A,A- apply to Data. MICR and B are provided replenishment of Original Equipment Manufacturer('OEM')or 3rd Party 10. EXCLUSION OF WARRANTIES AND LIMITATION OF LIABILITY.CSA EXPRESSLY manufactured toner cartridges,as indicated on Page 1,for exclusive use with the Printers specified on DISCLAIMS ALL WARRANTIES EXPRESS OR IMPLIED INCLUDING IMPLIED WARRANTIES OF Schedule A,A-MICR and B.The pricrg in this agreement is based upon 5%toner coverage for black& MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE RELATING TO THE USE OR white and 20%for color letter size pages.You agree that CSA may invoice you for excess usage in the PERFORMANCE OF THE PRINTERS AND SOFTWARE(OR ANY METER READ COLLECTION • event your actual toner usage exceeds these assumptions by more than 10%.Excess toner charges METHOD PROVIDED BY CSA).YOU EXPRESSLY ACKNOWLEDGE THAT THE FURNISHING OF shall be computed using the expected print volume('EPV")minus the actual print volume reported.The MAINTENANCE SERVICE UNDER THIS AGREEMENT DOES NOT ASSURE UNINTERRUPTED EPV=actual number of cartridges shipped x the toner yield per cartridge s 90%.You shall bear at risk OPERATION AND USE OF THE PRINTERS,SOFTWARE(OR METER COLLECTION METHODS). of loss,theft or damage to unused toner cartridges provided to you under this Agreement which shad CSA SHALL NOT BE LIABLE FOR INJURY OR DAMAGE EXCEPT TO THE EXTENT CAUSED BY remain CSA's property and shall be returned promptly upon termination of this Agreement(c)CSA will CSA'S NEGLIGENCE OR WILLFUL MISCONDUCT.CSA SHALL NOT BE LIABLE FOR perform an initial waikthrough of Customer locations covered under this Agreement Customer shad EXPENDITURES FOR SUBSTITUTE EQUIPMENT OR SERVICES,LOSS OF REVENUE OR identify each networked and non-networked device to be covered under this agreement CSA wit PROFIT,LOSS,CORRUPTION OR RELEASE OF DATA,FAILURE TO REALIZE SAVINGS OR delver,install,configure and test its network Data Collection Agent('DCA")with your IT staff OTHER BENEFITS,STORAGE CHARGES OR INCIDENTAL,SPECIAL,PUNITIVE OR assistance.CSA will provide all technical support updates and maintenance for the DCA(d)You CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT acknowledge that CSA's ability to delver the services is dependent upon your full and timely REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA cooperation with CSA,as well as the accuracy and completeness of the information provided by you to HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. CSA.'.f,during the initial three(3)months of the Term,the assumptions used to develop the pricing and 11. DEFAULT.You shall be in default of this Agreement if you fail to perform any of your obligations any related Statement of Work is found to be incorrect or misstated,the parties agree to meet and in under this Agreement including making prompt undisputed payments when due.CSA may terminate good faith negotiate equitable changes in the scope of work and associated charges.You agree to this Agreement upon your default with thirty(30)days notice to you.If an overdue payment is disputed follow the detailed operational procedures which are explained in the MOS Customer Expectation in good faith within thirty(30)days after the due date thereof,you shad pay all undisputed amounts and Document which you nereby acknowledge receipt of at the time of executing this agreement promptly make a good faith effort to resolve such dispute with CSA.In the event of your default CSA 7.SERVICES.YOU SHALL RECEIVE THE SERVICES DESCRIBED IN THIS PARAGRAPH 7 ONLY may,without limiting its other rights and remedies available under applicable law and this Agreement FOR THE EQUIPMENT LISTED ON A SCHEDULE A,SCHEDULE A-MICR,CHANGE ORDER require you to pay all charges then due but unpaid,including any applicable late charges,plus the FORM A,OR CHANGE ORDER FORM A-MICR.Such services are subject to the exclusions remaining base charges for the balance of the term(not to exceed a period of 6 months).You agree hereinafter described. that such charges are reasonable liquidated damages for loss of bargain and not a penalty. 7.1 COVERED SERVICES. 12.TERMINATION.Eitherp a ma terminate this Agreement with or without cause, (a) CSA shall provide all routine preventive maintenance,maintenance kits and emergency service y 9 by providing thirty(30)days written notice to the other party.CSA may also terminate this Agreement upon fiveg (5) necessary to keep the Printers in good working order in accordance with this Agreement and CSA's days written notice in the event of your failure to pay compensation due hereunder.Should you normal practice.Such service shall be performed during CSA's local regular business hours(8:30 A.M. terminate this Agreement prior to the expiration of the Term other than for a material,uncured breath by to 5:00 P.M.Monday through Friday,except holidays). CSA, shall immediately ty pay to CSA an early termination fee equal to the average monthly billing to (b) You shall afford CSA full,free and safe access to the Printers to perform on-site service.CSA may date and any excess toner charges per Section 6(b).Early termination charges are due in loll terminate its maintenance obligations as to any Printers if you relocate it to a site outs CSA's immediately with the written termination notice,and are intended as a reasonable estimate of the authorized service territory.If,.n CSA's opinion,any Printers cannot be maintained in good working anticipated damages to CSA arising from set-up,personnel training and similar costs.Your termination order through CSA's routine maintenance services,CSA shall,at its option,either()substitute will not be effective until the early termination fee and any excess toner charges are paid in full.Any comparable Printers at your expense or(ii)cancel the balance of any remaining tern of this Agreement rights or remedies of either party existing prior to or as of the date of termination,such as for as to such Printers and refund the unearned portion of any prepaid charges hereunder.Parts replaced compensation,shut survive any termination or expiration of this Agreement You shall promptly return, or removed by CSA in connection with maintenance services hereunder shall become the property of or permit CSA to remove,any Printers,parts,software or supplies owned,controlled or licensed by CSA and you disclaim any interest therein. CSI. 7.2 NON-COVERED SERVICE.You acknowledge that CSA shall not have obligations related to i) 13. CHOICE OF LAW AND FORUM.THIS AGREEMENT SHALL BE GOVERNED BY AND overhauls and/or reoonditioning of printers;ii)printer user errors;(ii)the alteration,modification or CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF NEW YORK.THE customization of any software controlling,used by,installed on or embedded in the Printers;(iv)the PARTIES CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF ANY STATE OR service or repair of devices,accessories,power,data or communication lines or other instruments FEDERAL COURT LOCATED WITHIN THE CITY OF NEW YORK UPON SERVICE OF PROCESS which are external to or otherwise not a component part of he Printers;(v)data erasure or hard drive MADE IN ACCORDANCE WITH THE APPLICABLE STATUTES AND RULES OF THE STATE OF removal or(vi)supplying external communications or data transfer lines,paper or other throughput, NEW YORK OR THE UNITED STATES.ANY AND ALL SUITS COMMENCED BY CLIENT staples,cassettes,exit trays or other like items or supplies(other than toner cartridges as defined in AGAINST CSA,WHETHER OR NOT ARISING UNDER THIS AGREEMENT AND REGARDLESS section 3)used or consumed in the normal operations of the Printers('Exduded Items").The following OF THE LEGAL THEORY UPON WHICH SUCH SUITS ARE BASED,SHALL BE BROUGHT services,and any other work beyond the scope of this Agreement shall be invoiced in accordance with ONLY IN THE STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY OF NEW YORK. CSA's then current labor,parts and supply charges:(a)replacement of any consumable supply item ANY SUIT BETWEEN THE PARTIES HERETO,OTHER THAN ONE SEEKING PAYMENT OF other than toner,(b)repairs necessitated by factors other than normal use including,without limitation, AMOUNTS DUE HEREUNDER,SHALL BE COMMENCED,IF AT ALL,WITHIN ONE(1)YEAR OF any willful act,negligence,abuse or misuse of the Printers;the use of parts,supplies or software which THE DATE THAT THE CLAIM ACCRUES.THE PARTIES IRREVOCABLY WAIVE ANY RIGHT TO are not supplied by CSA and which cause abnormally frequent service calls or service problems; service performed by personnel other than CSA personnel;transportation of the Printers;accident,use A JURY TRIAL IN ANY SUIT BETWEEN THEM. of the Printers with noncompatible hardware or software components;electrical power malfunction or 14. MISCELLANEOUS.This Agreement shad be binding upon you when you sign this Agreement heating,cooling or humidity ambient conditions;(c)re-installation or relocation of Printers;(d)repairs to and shad be binding upon CSA upon commencement of the covered services.CSA is and shall at all or realignment of Printers,and related training,necessitated by changes you made to your system times bean independent contractor and shaft not deemed an employee or agent of you.Nothing in configuration or network environment(e)repairs or service required as a result of inadequate operation this Agreement shall be deemed to create a partnershipthe orto joint venture between the parties.This of the Printers(e.g.,CSA technician is dispatched to rectify a problem described in the operator Agreement and the attached exhibits contain the complete agreement between the parties and shall,as manual);(f)work which you request to be performed outside of GSA's regular business hours. servicesof ttee Effective Date hereof,nde supersede all other agreements,if any,between the parties relating to the 8. LIMITED WARRANTY.CSA's services shall be performed in a good and workmanlike manner rsprovided hereunder..The parties stipulate that neither of them has made any f except on consistent with generallyprevailingindustrywith respect to the subject matter of this Agreement or the execution and delivery hereof except such practices,and all parts and materials provided by CSA shall representation as are specifically set forth herein.No modification,amendment,supplement to or waiver be free from defects in materials or workmanship,for a period of thirty days after the date of installation. of this Agreement shall be binding upon the parties hereto unless made in writing and duly signed by This limited warranty excludes normal wear and tear on parts or components thereof and Printer both parties.All provisions of this Agreement including Section 9,which by their nature can be problems arising from or related to Excluded items misuse,abuse,neglect,accident or improper construed to survive the expiration or termination of the Agreement shad so survive.Any purchase order maintenance(other than services performed by CSA)and shall be null and void if you or any lord parry utilized by you shall be for your administrative convenience only,and any terms therein which conflict alters or modifies the Printers in any manner after CSA repairs or services the Printers. with,vary from or supplement the provisions of this Agreement shall be deemed null and void.A failure 9. DATA.You acknowledge that hard drive(s)on the Equipment,including attached devices,may of either party to exercise any right provided for herein shall not be deemed a waiver of any right under retain images,content or other data that you may store for purposes of normal operation of the this Agreement This Agreement that inure to the benefit of and be binding upon the successors and Equipment('Data").You acknowledge tint CSA is not storing Data on behalf of you and that exposure permitted assigns of the respective parties.This Agreement shall not be assignable by you without or access to the Data by CSA,if any,is purely incidental to the services performed by CSA.Neither CSA's prior written consent and any attempted assignment without such consent shall be void If a court CSA nor any of their affiliates has an obligation to erase or overwrite Data upon your return of the funds any provision of this Agreement(or part thereon to be unenforceable,the remaining provisions of Equipment to CSA or any'easing company.You are solely responsible for.(i)your compliance with this Agreement shall remain in full force and effect.Headings are for convenience only and that not be applicable law and legal requirements pertaining to data privacy,storage,security,retention and considered in the interpretation of this Agreement You agree that CSA may accept an electronic protection;and(l)all deacons related to erasing orcverwriting Data.Without limiting the foregoing,you image of this Agreement as an original,and that electronic copies of your signature will be treated should,(a)enable Hard Disk Drive(HDD)data erase functionality that may be available on certain as an original for all purposes. Equipment and/or(b)prior to return or other disposition of the Equipment,utilize the HDD(or comparable)formatting function if found on the Equipment to perform an overwrite of the Data or,if you have higher security requirements,you may purchase from CSA at current rates an available option for the Equipment,which may include(x)an HOD Data Encryption'Tot option which disguises information before it is written to the hard drive using encryption algorithms,(y)a HDD Data Erase Kit SER-024 April 2017 CSA Page 2 Customer Initials Date ( ) Canon Managed Document Services Customer Expectations Document 1. Introduction This Customer Expectation Document is designed to provide details related to the Canon Solutions America Managed Print Services (MPS") Program and to answer commonly asked questions. The terms and conditions of the MPS program can be found in the CSA Managed Print Services Agreement. 2. Program Objectives The MPS program is designed to help organizations achieve business efficiencies and cost savings through better management and administration of print environments. Our unique consulting process contemplates collaboration with our customers to identify areas for print optimization, increased productivity and cost savings. Critical to this process is the availability of print volume data from all sources within the print enterprise. The success of the program is dependent on uninterrupted communication with the printers or alternative sources of data capture in order for CSA to perform the services and provide accurate and timely billing under the agreement. 3. Initial Contract Set-up a. Start Date The contract becomes effective approximately 10 days after the Customer executes the MPS Agreement accompanied by a complete listing of the covered printers on Schedule A and Schedule B, if applicable. This allows CSA ample time to prepare its systems to accept customer calls and begin to provide services. b. Initial Printer Listing Schedule A and B contain all relevant information on each printer initially covered under the MPS Agreement. Printers listed in Schedule B will only be eligible for toner fulfillment and monitoring services. The Customer is responsible for discovering and identifying the required information for all printers to be covered under this agreement. Although CSA software tools may help discover devices based on detection of activity, idle units and units with no network connection may not be detected during this discovery process. In the event a customer identifies additional equipment which was mistakenly excluded from the original schedules, additional printers can be added using the Change Order form along with a printed configuration page for each printer added and made retroactive to the start date. Customers who call for services or toner for units not yet added to the contract may be told their printer is not covered since it will not appear in the CSA system. c. "Fit for Service"Requirements Prior to the start of the contract the following must be confirmed: i. Each device must have a minimum of 25% toner remaining in the cartridge ii. Each device must have a minimum of 25% life remaining for other consumable maintenance items (fuser kit, maintenance kit, drums) iii. Any devise displaying a service or supplies alert(error codes, low consumables, etc.) must have the condition corrected iv. Any device with an image quality issue must have the condition corrected d. Tagging Each printer initially covered under the agreement maybe tagged with a CSA Service tag by a CSA representative. The tag includes the serial#of the printer, the phone#for service and supplies and other relevant information. The tag should not be removed from the printer during the term of the agreement. CSA may mail tags to the customer for placement on the printers machine additions or remote locations during the term of the contract. e. Installation of DCA Software CSA will work with the Customer's IT staff to perform the initial installation of the Data Collection Agent("DCA") software for networked devices. Additionally, CSA will assist the Customer's IT staff to push the local client version of the DCA software for use with any non-networked printers. It is the Customer's responsibility to keep the DCA installed during the term including any reinstallation that may be required as a result of change in the Customer's infrastructure or environment. 4. Ordering Procedures a. Toner Printer toner cartridges may be ordered from CSA by either calling our Customer Service order desk at 1-800-355- 1385 or by placing an on-line order in the myCSA site. Customers who wish to use the myCSA site must first register at www.csa.canon.com and select the myCSA icon on the home page. Customers will be asked to provide the related serial#or asset tag#located on the asset tag placed on the printer. b. Service Calls Requests for repair may be placed by either calling our Dispatch Center at 1-800-466-1750 or by placing a service request on-line at www.solutions.canon.com. c. Add/Remove Additions or deletions of printers covered under the MPS Agreement are made by executing and submitting an MPS Change Order form indicating the pertinent information on the specific units being added or removed from the agreement. Additionally, Customers must provide a printed configuration page from each added or removed unit which provides CSA necessary meter, quality and other information necessary to make the change effective. Please note that changes to the printer fleet configuration may impact the price per copy reflected in the contract on a prospective basis. CSA Managed Print Services Customer Expectation Document page 2 April 2017 5. Customer Service For any questions or contract changes, please reference the following contact information: Email: MDSUPPORT(acsa.canon.com Phone: 1-888-414-2720 6. Relocations If Customers relocate any printers under the agreement, they must promptly notify CSA in order to change the location information in the CSA database. Customers are responsible for de-installing and reinstalling all relocated printers including installation of the DCA in order to keep the printers communicating with CSA. Please note that printers relocated outside of CSA's Servicing geography (e.g. Alaska, remote islands, etc.) may not be eligible to be covered under this agreement. 7. Meter Collection The MPS program is designed to automatically collect periodic meter readings from the printers covered under this agreement using the DCA software program. The DCA program is initially installed on the Customer network for connectivity to networked printing devices. A local DCA program must be installed on individual networked computers in order to communicate with non-networked printers. It is extremely important to keep the DCA software connected in order for CSA to capture information in order to provide the services under the MPS Agreement. Customers are responsible to maintain this critical connection which may require reinstallation of the local DCA software when upgrading, replacing or repairing related computers. 8. Estimation If CSA does not receive timely meter readings from the DCA software or alternatively from the Customer through other means of communication, CSA will estimate the usage on the related devices utilizing past customer history or, if no historical data is available, utilizing CSA estimates based on CSA standard usage rates by model. 9. Toner Usage Reconciliation The MPS program includes replenishment of toner cartridges based upon toner page coverage of 5%for black toner and 20% for color toner. Customers who print images with more toner average coverage should expect to pay additional charges. Toner usage reconciliation is done separately for black toner and color toner. Please see the reconciliation example below: Toner Manufacturer Yield per Cartridge 3,000 #of Cartridges shipped to Customer* x 10 Manufacturer Expected Print Volume 30,000 Extra 10% provided by CSA - 3.000 CSA Expected Print Volume 27,000 Actual Print Volume -25,500 Volume Reconciliation 1,500 Price per Page x$.0200 Toner Usage Reconciliation Charge $30.00 * Note: Certain cartridges for the same models may contain different manufacturer yields. 10. Quarterly Review Process Customers are entitled to a quarterly review discussion to review expectations, charges, print volume data and recommendations for further optimization of the print environment. 11. Renewal and end of term process Customers may request to renew the contract prior to the scheduled expiration by providing a written request to CSA stating the requested renewal term. CSA shall promptly provide a renewal quote for the requested renewal period. Upon mutual agreement, an appropriate addendum or new agreement shall be executed for the renewal term. If the Customer does not chose to renew,the Customer may return unused toner within 30 days of the end of term and CSA will adjust the#of cartridges shipped for the purpose of computing the final toner reconciliation described above. Customers must contact the CSA Customer Service center at 1-800-355-1385 to obtain return instructions and return authorization#prior to mailing the returned supplies back to CSA. In the event CSA is unable to obtain a final meter reading from the DCA or other reasonable means, CSA will estimate the final meter reading using customer volume history or utilizing the CSA standard usage rates by model. CSA Managed Print Services Customer Expectation Document page 3 April 2017 12. DCA Software &Technical Requirements CSA must utilize data collection software to provide services under this agreement. CSA is responsible to maintain the software, provide updates when necessary, and assist with the initial installation as necessary. The detailed technical information with respect to the Data Collection Agent (DCA) is as follows: The DCA collects usage data on Products from predefined Management Information Bases (MIBs), using Simple Network Management Protocol (SNMP). For greater security, the DCA initiates communication solely with the CSA Data Repository. Communication sessions are conducted via HTTPS (port 443), the universal standard in secure transactions. The DCA sends and receives data in a single hourly session. CSA does not provide root access or local edit access to the DCA and CSA does not permit scripts to be run against the DCA. Customers must provide the following technical information in conjunction with the implementation of the CSA Managed Print Services program. This information is required specifically for the expressed purposes of configuration and implementation the DCA. INFORMATION DCA Server(must be able to access all subnets with devices under contract) Hostname IP Address Default Gateway Fully Qualified Domain Name DNS Server(primary and secondary) Subnet Mask Network Subnet Range(s) Proxy(if applicable) Proxy Name Port Number Username/Password (if required) SNMP Public (READ) Any non-public SNMP community strings CONFIGURATION In addition to the information above to function properly, the DCA requires the following network configuration Port 80 TCP (outbound access) Port 443 TCP (outbound access) SNMP Port 161 UDP (access to all subnets with devices on contract) Port 80 TCP (outbound access) Port 443 TCP (outbound access) SNMP (access to all subnets with devices on contract) Port 161 UDP (access to all subnets with devices on contract) HARDWARE Hardware: Non-dedicated server powered on 24 hours a day, 7 days a week Network Card: 100mbit or higher RAM 512 MB or higher Internet connected browser SOFTWARE Computers where the DCA will be installed must meet the following software requirements Windows XP, 7, Server 2003, Server 2008, Vista.NET version 2.0 SP2 or higher Virtualization software support: The following virtualization software will support the installation: Microsoft Virtual Server 2005 VMware GSX DATA TRANSMISSION The DCA transmits small amounts of data to the central server. This data includes only statistical and alert condition information. NO IMAGE DATA IS TRANSMITTED. The following data estimates are provided to assist in the assessment of network impact. DCA scan, blank IP: 5.2KB DCA scan, 1 printer: 7.2KB DCA scan, 1 printer, 254 local IP addresses: 96KB DCA scan, network of 15 printers, 254 local IP addresses: 125KB CSA Managed Print Services Customer Expectation Document page 4April 2017 Canon SOFTWARE ACQUISITION AGREEMENT LEASE OR PURCHASE CANON SOLUTIONS AMERICA Canon Solutions America, Inc. ("CSA") One Canon Park, Melville, NY 11747 (800)613-2228 Salesperson Order Date: / / Customer("you"): Customer Account: Ship To: Customer Account: Company: Company: Address: Address: City: County: City: County: State: Zip Phone#: State: Zip: Phone#: Contact: Fax#: Contact: Fax#: Email: Email: Lease or Purchase: ❑ 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 specified 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. ❑ Canon Financial Services, Inc. ❑ Other (Name of Leasing Company): 0 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 Listed Items: Item Periodic Lease Code Product Description Qty Unit Price Payment or Purchase Price Payment Terms Other Requirements Subtotal from Supplemental Addendum IDCheck with Order Check# Subtotal ❑ P.O. Required ❑ Net 30 P.O.# Delivery/Install ElLease CITax Exempt Sales Tax (Attach Certificate) Total CI Other CICredit Card: Deposit Requires submission of secure credit card authorization form. Balance Due Customer Delivery Information Customer IT Contact Information Name Email This individual may be contacted for any IT related issues. Phone Earliest Date for Delivery: / / Name Special Delivery/Installation Instruction Phone Email 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 PAGE. 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 Title Date SLS-122 July 2017 ADDITIONAL TERMS AND CONDITIONS These are the additional terms and conditions referred to on the face page to which they are attached.Such face page and addendum(s),collectively with these terms and conditions,the"Agreement." 1. LEASE OR PURCHASE PRICE AND PAYMENT.You agree to lease or purchase the licenses of in advance of completing the work and you shall instruct CSA to end work or you shall agree to pay for application software(the"Software")with applicable separate third party support contracts(the"Software those additional Units at CSA's then prevailing rates. Support Contracts"),and services related to installation of the Software(the"Installation Services")and,if (e)Subscription Services will be performed by CSApersonnel or its designee at your business locations applicable,on-site support services for the Software(the"Subscription Services",and together with the located within CSA's servicing area.CSA personnel,while on-site at your premises,shall comply Software,Software Support Contracts,Installation Services,and Subscription Services(if applicable),the with your reasonable security and other such policies of which CSA has been informed by you in "Listed Items"),in each case as indicated on the face page hereof and in any addendum(s)hereto. writing.You will provide to CSA's personnel appropriate workspace and other assistance as may (a) If purchasing the Listed Items,the total purchase price specified in the Agreement,including be reasonably required for the performance of the Subscription Services. You sales taxes and deliveryfinstallation charges,is due and payable within 30 days of the invoice date.If acknowledge that the performance by CSA of Subscription Services with respect to the Software may be payments are late, (i)you shall pay the actual and reasonable costs and expenses of collection dependent on assistance or cooperation from the third—party developer,including your requirement(s)to incurred by CSA,including the maximum attorney's fees permitted by law and(ii)CSA may charge purchase any necessary upgrades or licenses to operate the Software. you and you agree to pay,a late charge equal to the higher of five percent(5%)of the amount due or (f)You agree that you will not,directly or through any third party,solicit,offer employment to,hire, $10 as reasonable collection fees,not to exceed the maximum amount permitted by law. interfere with or endeavor to entice away from CSA any individual who is or was an employee of (b) If leasing the Listed Items,CSA shall sell the Listed Items to the Leasing Company subject in all CSA and who, at any time during the Subscription Services Term, was involved in providing respected to the warranty limitations and disclaimers and limitations of liability in this Agreement.You Subscription Services to you hereunder.The foregoing shall apply for one(1)year following the shall enter into a lease agreement with the Leasing Company providing,in addition to such terms and Subscription Services Term,or for any former employee of CSA for one(1)year period after he or conditions as the Leasing Company shall require,for a fixed periodic lease payments indicated herein she ceases to be an employee of CSA. over a fixed lease terms as specified in the lease agreement. a LIMITED WARRANTY;DISCLAIMER OF WARRANTIES. (c) Unless included as a Listed Item,Installation Services are not provided for any of the Software. CSA SHALL, UPON REQUEST, FURNISH TO YOU WITHOUT RECOURSE ANY END USER Installation Services may be conditioned on a separate statement of work covering the scope and WARRANTIES MADE BY THE DEVELOPER OF THE SOFTWARE.CSA WARRANTS THAT IT WILL schedule of installation,configuration options,responsibilities of each party,and other matters,as may PERFORM ITS SERVICES UNDER THIS AGREEMENT IN A PROFESSIONAL AND COMPETENT be reasonably requested by CSA or the developer or supplier of the Software,which shall solely MANNER CONSISTENT WITH GENERALLY ACCEPTED INDUSTRY STANDARDS.OTHER THAN govern as to the matters covered therein. Installation Services not covered by a separate statement THE FOREGOING,CSA MAKES NO OTHER WARRANTIES,EXPRESS OR IMPLIED,INCLUDING of work shall consist of basic installation of the Software in accordance with CSA's normal practice, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, provided that your hardware and network configurations are as required for installation.Additional WITH RESPECT TO THE USTED ITEMS. CSA EXPRESSLY DISCLAIMS AND EXCLUDES ANY AND charges may apply for work beyond the initial scope described in any statement of work. CSA shall ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF make available to you from time to time upgrades and bug fixes for the Software,but:(i)only if such MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE RELATING TO THE USE OR upgrades and bug fixes are provided to CSA by suppliers of the Software,(ii)availability of upgrades PERFORMANCE OF THE LISTED ITEMS. and bug fixes may be at additional charge unless covered by the Software Support Contract(s) 4. SECURITY. As security for the payment of all amounts due to CSA,you hereby grant to CSA a purchased by you,and(iii)installation of such upgrades and bug fixes by CSA if requested by you security interest in the Software. To the extent permitted by applicable law,you hereby authorize CSA to shall be at additional charge.You are not required to use CSA for installation of either Software or for file with the appropriate governmental authorities any and all financing statements necessary to evidence any upgrades and bug fixes,but if installation is done by anyone other than CSA,CSA shall have no or perfect CSA'security interest in the Software. responsibility for any performance or other issues that may result from such installation. Level 1 5. WARRANTY OF BUSINESS PURPOSE. You represent and warrant that that the Listed Items support for the Software shall be provided by CSA or the third party software developer but only if will not be used for personal,family or household purposes. Software Support Contract(s)for the Software have been purchased by you(or are otherwise included 6. LIMITATION OF LIABILITY. CSA SHALL NOT BE LIABLE FOR INJURY OR DAMAGE EXCEPT with the purchase of the Software)and for so long as such Software Support Contract(s)remain in TO THE EXTENT CAUSED BY CSA'S NEGLIGENCE OR WILLFUL MISCONDUCT. CSA SHALL NOT effect.Notwithstanding any provision in the support contract to the contrary,it shall automatically BE LIABLE FOR LOSS OF REVENUE OR PROFIT,LOSS,RELEASE OR CORRUPTION OF DATA,OR renew on an annual basis.Level 1 support consists of(i)providing help-line telephone assistance in SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THIS operating and identifying service problems in the Software,and attempting to troubleshoot any such AGREEMENT OR THE USE OF OR INABILITY TO USE THE SOFTWARE,REGARDLESS OF THE problems;(ii)escalating operating problems to the applicable developer of the Software as needed to LEGAL THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA HAS BEEN ADVISED OF THE rectify such problems,including facilitating contact between you and the developer of the Software as POSSIBILITY OF SUCH DAMAGES.IN NO EVENT SHALL CSA'S LIABILITY TO YOU HEREUNDER necessary; and (iii) maintaining a log of such problems to assist in tracking the same. You OR IN CONNECTION WITH THE LISTED ITEMS EXCEED THE AGGREGATE PURCHASE PRICE acknowledge that CSA is not the developer of any of the Software and other than the foregoing and PAID FOR THE LISTED ITEMS BY YOU OR THE LEASING COMPANY TO CSA. Subscription Services if applicable,installation and other support for Software is not provided under 7. CHOICE OF LAW AND FORUM. THIS AGREEMENT AND ALL CLAIMS, DISPUTES AND this Agreement. CAUSES OF ACTION RELATING THERETO, WHETHER SOUNDING IN CONTRACT,TORT OR (d) The Software is provided pursuant to the end-user license agreements and any other terms and STATUTE,SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF conditions required by the owners or developers thereof,and you agree that your use of all Software THE STATE OF NEW YORK. YOU CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF shall at all times be subject to and in compliance with the terms and conditions of such end-user ANY STATE OR FEDERAL COURT LOCATED WITHIN THE CITY OF NEW YORK UPON SERVICE license agreements and other terms and conditions. OF PROCESS MADE IN ACCORDANCE WITH THE APPLICABLE STATUTES AND RULES OF THE (e) CSA reserves the right to withhold shipment of the Software until you(or the Leasing Company) STATE OF NEW YORK OR THE UNITED STATES.ANY AND ALL SUITS YOU COMMENCE AGAINST make full payment of the total price specified in this Agreement or to revoke any credit extended to CSA,WHETHER OR NOT ARISING UNDER THIS AGREEMENT,SHALL BE BROUGHT ONLY IN THE you because of your failure to pay any amounts when due or for any other reason affecting your STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY OF NEW YORK.YOU HEREBY WAIVE creditworthiness.If at any time prior to shipment,CSA discovers any mistake in pricing or configuration OBJECTIONS AS TO VENUE AND CONVENIENCE OF FORUM. ANY SUIT,OTHER THAN ONE for any Software,CSA reserves the right to notify you of the mistake in writing,and such notification SEEKING PAYMENT OF AMOUNTS DUE HEREUNDER, SHALL BE COMMENCED, IF AT ALL, will constitute the non-acceptance of this Agreement by it with respect to such Software without liability. WITHIN ONE(1)YEAR OF THE DATE THAT THE CLAIM ACCRUES. THE PARTIES IRREVOCABLY 2. SUBSCRIPTION SERVICES.If purchasing or leasing Subscription Services as specified on the WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUIT BETWEEN THEM. face page,then the following shall apply: 8. GENERAL This Agreement shall be binding upon you when you sign this Agreement,and shall be (a) CSA shall provide such Subscription Services until the earlier of(i)the units of Subscription binding upon GSA upon(i)acceptance hereof in writing by CSA or(ii)delivery of any of the Software, Services specified on the face page("Units")are consumed or(ii)either twelve(12)months from the whichever occurs first. Title to any Software shall pass to you or the Leasing Company only upon full Order Date or the end of the term of the applicable lease agreement with the Leasing Company(the payment to CSA therefor.All provisions of this Agreement which by their nature can be construed to "Subscription Services Term"). survive the expiration or termination of the Agreement shall so survive.This Agreement,together with any (b) Subscription Services will be provided by CSA at the Resource Level based upon your resource related CSA credit application,constitutes the entire agreement between the parties with respect to the selection or description of the scope of work to be performed,and will be provided during GSA's local furnishing of the Listed Items,superseding all previous proposals and agreements,oral or written. No regular business hours(8:30 A.M-5:00 P.M.Monday through Friday,excluding holidays).Any pre- lease agreement entered into between you and the Leasing Company with respect to any Listed Items approved scheduled work beyond these hours will be billed at a premium rate. shall be binding on CSA in any respect or affect your rights or GSA's obligation hereunder.You may submit (c) Units are available to you based upon the Resource Level utilized to perform the Subscription a purchase order for procurement of Listed Items.Any terms and conditions set forth in any purchase Services: order shall be for your administrative convenience only,and any terms therein which conflict with,vary Resource Level Units per Min Hours per from or supplement the provisions of this Agreement shall be deemed null and void. No representation Hour Engagement or statement not contained on the original of this Agreement shall be binding upon CSA as a warranty or National Consulting and Support(ICS")Engineers 4 8 otherwise,nor shall 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 thereof)to Production Analyst 4 8 be unenforceable,the remaining provisions of this Agreement shall remain in full force and effect.This Local Systems Analyst 3 1 Agreement shall not be assignable by you without GSA's prior written consent,and any attempted Local Systems Engineer 3 1 assignment without such consent,which shall not be unreasonably withheld,shall be void;except that you may,as described above,assign to your Leasing Company your right to acquire the Software and Product Trainer 2 1" your warranty rights hereunder,but your other rights hereunder,are not assignable to the Leasing "Subject to Course minimum requirements if applicable Company and such assignment shall not relieve you of any of your obligations hereunder. You (d) Subscription Services will be provided when requested by you through the CSA service expressly disclaim having relied upon any representation or statement concerning the capability,condition, dispatch center.CSA will determine the appropriate Resource Level(s)to be assigned based on operation,performance or specifications of the Listed Items except to the extent set forth on the original of your resource selection or description of the requested Subscription Services.CSA reserves the right to this Agreement.You agree that CSA may accept an electronic image of this Agreement as an original,and reject any request by you if CSA determines that such request is for work beyond the scope of the Subscription that electronic copies of your signature will be treated as an original for all purposes. Services covered by this Agreement or the Resource Levels available hereunder.Unused Units are non-refundable. If Subscription Services requested by you,or completion of ongoing Subscription Services,will require Units in excess of the unused quantity available hereunder,CSA shall notify you SLS422,July 2017 a:a __ . -Page 2,. Customer Initials ^ Date PHASE II PROPOSAL MIAMI BEACH Procurement Department, 1755 Meridian Avenue, 3'8 Floor, Miami Beach, Florida 33139,www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 20 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES March 26, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). PURSUANT TO INVITATION TO NEGOTIATE,THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED.ACCORDINGLY, NO FURTHER EXTENSIONS TO THE DUE DATE FOR BIDS WILL BE ALLOWED. I. ATTACHMENTS. Exhibit A: Phase II Acknowledgement of Addendum II. ANSWERS TO QUESTIONS RECEIVED. Q1: Per Addendum 18, Q2, A2; How are we to price for weekend service calls in the printer price?, Typically in the industry this a separate service request with a per event cost since in our experience there are more cost effective ways to handle weekend service. May we price it as a line item per request? Al: No, separate pricing is not allowed. The unit costs provided shall be inclusive of all costs, including (but not limited to) equipment, consumables, parts, taxes, and service (preventative and repairs) as indicated in the ITN, and subsequent addenda, for each location. Q2: I have the final addendum but can't find a place where to insert the service cost (parts, labor and supplies)? A2: See response to Q1. Q3: Do we need to print the 18 addenda and the price page per binder? Or is it only for the original binder? A3: a) Addenda: It is not necessary to print and return the addenda. Proposers are to acknowledge the addenda in the attached exhibit (Phase II Acknowledgement of Addendum) and submit it in both the original proposal and the copies. b) Cost Proposal (Price Page): The Cost Proposal must be included in both the original proposal and the copies. Responses that fail do include the Cost Propoal at the time of submittal shall be deemed non-responsive and not considered. 1 Addendum No.20 ITN 2017-015-JC Managed Print Services(Phase II) Q4: How many copies should we submit; the same as Phase I? A4: Proposers shall submit one original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. Addtionally, the proposal shall be formatted as indicted in Section 0300 Proposal Submittal Instructions and Format, No. 6 Phase II Response Format (Technical Proposals). Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranado(a�miamibeachfl.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: Kristy Bada 305-673-7490 kristybada( miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Si , erely, AI:x De Prc -ment Director 2 Addendum No.20 ITN 2017-015-JC Managed Print Services(Phase II) Exhibit A: Phase II Acknowledgement of Addendum • addendum No.20 ITN 2017-015-JC Managed Print Services(Phase II) Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Initial to Initial to Confirm Confirm Confirm Receipt Receipt Receipt fit 3 Addendum 10 ' M,s Addendum 15 Ai,S Addendum 20 l /1/..S Addendum 11 At 5 Addendum 16 Ai-3 Addendum 21 /1/,5 Addendum 12 j-,/ j Addendum 17 Addendum 22 Ar,; Addendum 13 /VI-, Addendum 18 Addendum 23 w�- Addendum 14 A,/._5 Addendum 19 Addendum 24 If additional confirmation of addendum is required,submit under separate cover. I i this. VII, 4 Addendum No.20 ITN 2017-015-JC Managed Print Services(Phase II) M1AMl BEACH Procurement Department, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov, 305-673-7490 ADDENDUM NO. 21 (PHASE II) ITN 2017-015-JC MANAGED PRINT SERVICES March 29, 2019 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). PURSUANT TO INVITATION TO NEGOTIATE, THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED. ACCORDINGLY, NO FURTHER EXTENSIONS TO THE DUE DATE FOR BIDS WILL BE ALLOWED BEYOND THE EXTENSION BELOW. I. DUE DATE AND TIME FOR PROPOSALS. The deadline for the receipt of proposals is extended until 3:00 p.m., on Friday, April 5, 2019, at the following location: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. II. ANSWERS TO QUESTIONS RECEIVED. Q1: On Addendum 20 you stated separate pricing is not allowed for weekend coverage and that the pricing needs to be all inclusive. This is only achievable by your current vendor. unless you are the incumbent and know exactly how many units are located at the fire and police department for weekend coverage, you asking for vendors to use a worst case over price strategy. Can you tell us what are the weekend hours? Is it 24x7 or just from the hours of 8-5PM? Al: DISREGARD ANY WEEKEND COVERAGE AT THIS TIME. The City may negotiate with the selected bidder any weekend coverage required for specific sites. t Addendum No.21 ITN 2017-015-JC Managed Print Services(Phase II) Q2: You stated the weekend coverage is prefix for fire_ and PD_. On Exhibit A there is no such listing Can you take a look at the spreadsheet sent and update the units for weekend coverage. Or can you tell us how many units will need weekend coverage, (for example 6 Copiers and 4 Printers for Police and 7 Copiers and 3 Printers for Fire) A2: Please refer to response Al above. Q3: May we offer 4 hour response time? A3: The response times are indicated in Appendix C, Minimum Requirements and Specifications, subsection C3 Technical Specifications. Q4: May we provide an outright purchase price for hardware with separate Cost per Page (CPP) for toner? Leasing options can be made available upon request. A4: An outright purchase will not being considered. Proposers must follow the current format requested which is an all-inclusive lease price per month per unit. The unit costs provided shall be inclusive of all costs, including (but not limited to) equipment, consumables, parts, taxes, and service (preventative and repairs) as indicated in the ITN, and subsequent addenda, for each location, exclusive of paper. Q5: May a HP Reseller now respond to the RFP to meet your standard requirements as outlined by your addendums? A5: Only the proposers that submitted proposals for Phase I of the ITN and were shortlisted to proceed to Phase II may submit a proposal for Phase II. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to RafaelGranado(a miamibeachfl.gov of the City Clerk's Office. Procurement Contact: Telephone: Email: Kristy Bada 305-673-7490 kristybada(u�miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Sine. , A ex De.' P,ocurement Director 2 Addendum No,21 ITN 2017-015-JC Managed Print Services(Phase II) Call Oil Canon Solutions America, Inc. One Canon Park Melville, NY 11747 CANON SOLUTIONS AMERICA Phone: 800.815.4000 www.csa.canon.com April 3, 2019 Kristy Bada Procurement Department City of Miami Beach 1755 Meridian Ave., 3'Floor Miami Beach, FL 33139 Dear Ms. Bada: On behalf of Canon Solutions America, Inc., I would like to thank you for allowing us to respond to Addendum No. 21 (Phase II)of ITN 2017-015-JC Managed Print Services. I believe that you will find our company,products,and services to be of considerable value to your organization. Furthermore,we wish to express our ongoing commitment to provide City of Miami Beach with the highest level of customer satisfaction. I am pleased to delegate Rosemarie Bouza, Major Account Executive of Canon Solutions America,Inc.as the main contact for City of Miami Beach.The contact information for Rosemarie is as follows: Rosemarie Bouza Major Account Executive Canon Solutions America, Inc. 7975 NW 154th Street, Suite 350,Miami Lakes,FL 33016 Office: 305-231-1092 Email: rbouza@csa.canon.com Enclosed please find our proposal in response to your Addendum No. 21 (Phase II) of ITN 2017- 015-JC Managed Print Services.Please do not hesitate to contact Rosemarie directly with any questions or concerns. Sincerely, aoki annomiya arskylo Senior Vice President " A Canon U.S.A. Company Table of Contents Canon Solutions America, Inc. Table of Contents City of Miami Beach ITN 2017-015-JC Managed Print Services Addendum No. 20 PHASE II - Technical Proposal Approach and Methodology of Technical Proposal Tab 1 Minimum Requirements (Phase 2) - Original Equipment Manufacturer's Certification Letter Equipment/Software Equipment Overview and Brochures Proposed Software—uniFLOW Solutions Overview/Device Management Tools Detailed Project Scope of Work and Deliverables Implementation Eco-Friendly Solutions Outcomes and Performance Standards Measurable Ways to Improve the City's Total Cost of Ownership (TCO) Commitment to Excellence Schedule Sample Implementation Timeline Sample MPS Implementation Timeline Quality Control and Risk Mitigation Service Level Agreement Value-Added Services Operations and Maintenance Plan Tab 2 Account Team Overview Proprietary and Confidential Appendix E: Cost Proposal Form (submitted in sealed envelope, as per ITN instruction) Tab 3 Standard Review of ITN Terms and Conditions Tab 4 Letter of Assignment f .nom TAB1 APPROACH AND METHODOLOGY OF TECHNICAL PROPOSAL 111111111164 Canon CANON SOLUTIONS AMERICA Approach and Methodology of Technical Proposal Canon Solutions America,Inc. Approach and Methodology of Technical Proposal Canon Solutions America, Inc. is the strategic partner with the resources, technology, and customer focus to help the City meet their needs and overall goals. We offer the expertise and experience that is required to manage a fleet such as the one being proposed in our response. Canon understands that national, state, and local government agencies face diverse challenges, as they are regularly impacted by political, social, and economic changes. Often, reduced budgets drive agencies to improve their cost efficiencies, while simultaneously securing confidential information, maintaining Section 508 accessibility compliance,and working more environmentally responsibly. Canon Solutions America, Inc. offers in our proposal hardware and software solutions to help the City overcome today's challenges, allowing you to focus on providing high quality services to the community you serve. By implementing Canon's solutions, the City can realize improved efficiencies, prevent overuse of costly device functions, secure the working environment, and comply with a variety of regulations. Work More Productively and Efficiently Our solutions are designed to promote ease of use and encourage cost-conscious printing. The Canon imageRUNNER ADVANCE models are equipped with features that allow users to accomplish much more in much less time. Canon �'< ► software interfaces and print drivers offer clear, intuitive access to features, allowing the City's users to quickly understand all the options, access exactly what they need, and execute their task. As advanced as the solutions technology is,the Canon product line is user-friendly and simple to learn. Automate Tasks Automating manual, repetitive processes can help the City streamline workflows and produce more with fewer resources. With the Quick Menu,your staff can combine and access routine tasks and job flows using customized one-touch buttons. Consolidating multi-step manual workflow processes can save time and improve agency productivity. Assemble Multi-Source Documents Quickly With Canon's imageRUNNER ADVANCE Desktop and Quick Printing Tool, your employees can more efficiently assemble complex reports comprised of multiple elements, such as policy revisions, summaries, and images. Users can 1111111 "".GOVERNOR S"`IC' quickly combine scanned hardcopy files with other bureau or constituent data into a single,cohesive document. Simplified Document Distribution Canon imageRUNNER ADVANCE solutions can also boost City productivity by enabling control of document distribution processes. Users can easily create folders to store their scanned documents, or they can scan and send to a preset mailing list. The City can set permissions for Canon CANON SOLUTIONS AMERICA Approach and Methodology of Technical Proposal Canon Solutions America, Inc. authorized users to send their scanned documents to multiple destinations via email, fax servers, or SharePoint servers. Control Print Costs The City can also limit desktop printing by setting parameters that allow only up to a certain number of pages to print before triggering an automatic re-routing to a less costly multifunction device. Configurable print drivers can be set to restrict users to more cost-effective output options, such as printing only duplex (double-sided) or black and white. Upon login, imageRUNNER ADVANCE Tracker can provide pop—up reminders on the device to alert users as to how much they have printed and how near they are to their limit preset by the administrator. Device and Document Security Government agencies create and store a multitude of documents with information that must be kept confidential and secure. Canon Solutions America provides practical solutions to help safeguard confidential information from unauthorized access or printing during daily use and at end of life. In addition,we offer higher levels of protection with Evaluation Assurance Level (EAI.) certification. Our solutions are designed to maintain confidentiality while giving approved users the appropriate data accessibility they need. With our solutions, the City can require user authentication at the device, implement hidden watermarks, offer the option to hold jobs at the server, and require confirmation of fax destinations to prevent information from being sent to the wrong recipient. User Authentication Device-based login offers a simple, effective way to control access to imageRUNNER ADVANCE devices. City users can authenticate with individual or department IDs and passwords, or leverage Single Sign On (SSO-H) to log in with the same passwords used for their PCs. With the server-less, embedded Advanced Authentication (AA) CAC/PIV solution,access can be validated using CAC or PIV card authentication.This solution can also integrate with Authorized Send CAC/PIV for secure document distribution with encryption and digital signatures. Canon's Access Management System (AMS) allows the City to configure predetermine rules for user access to functions, including those defined in the Active Directory, i.e., a manager may have access to all functions, while other staff may be restricted to copy and print,and contract workers may be blocked from all access. The Canon imageRUNNER ADVANCE line offers a variety of secure fax forwarding tools as well, enabling the City to send faxes automatically to email addresses, desktop locations, and even password-protected Advanced Box folders. Safeguard Device Data Canon offers several security measures to help agencies protect confidential data on their hard drives on a daily basis or when one of these devices is retired or removed. Canon CANON SOLUTIONS AMERICA Approach and Methodology of Technical Proposal Canon Solutions America, Inc. • The standard HDD Format feature overwrites all stored data nine times when devices reach end-of-life,helping to ensure that no data is left on the HDD. • The HDD Data Erase Kit helps ensure that sensitive data on applications, such as home address, employment history, and earnings is deleted on a daily basis and properly erased with a standard 3x format overwrite as part of routine job processing. • The HDD Data Encryption Kit uses AES 256-bit encryption to help protect all data stored on the internal disk drive. • The HDD Password Lock secures the HDD with an automatically generated password (32- byte) to help prevent access to HDD from a PC when it's removed from MFP devices. Managed Print Services Overview Canon Solutions America,Inc.'s Managed Print Services (MPS) are designed to not only simplify the management and administration of an organization's print environment but also seek to optimize the environment so better efficiencies, productivity, and cost savings can be realized. The MPS offering entails the following services to help organizations reduce their total cost of ownership: • Assessment: Provides a complete inventory of your imaging fleet throughout your enterprise, giving you the ability to track and manage assets including copiers,printers,and fax machines. • Monitoring: Provides reports of critical metrics from your imaging fleet including device inventory,volume capture, supplies alerts,and service alerts. • Cost- er-Page: Provides one cost for supplies replenishment and printer maintenance. • Fleet Rightsizing: Provides review, design, implementation, and management strategies of an organization's imaging and printing infrastructure. By effectively managing the use and allocation of an organization's existing hardware, Canon Solutions America, Inc. helps optimize document output environments to save time and money. Organizations reap the benefits of one vendor to manage all document output devices and a simplified management and administration of print environments. Managed Print Services are designed to not only simplify the management and administration of an organizations print environment, but also to seek to optimize the environment (balance single- function printer to multifunctional device and end user to print device ratios) so that better efficiencies,productivity and cost savings can be realized. By active management of devices through Canon Solutions America, Inc.'s Managed Print Services, the City can realize significant benefits including: • Control and reduction of per-page printing costs canon CANON SOLUTIONS AMERICA Approach and Methodology of Technical Proposal Canon Solutions America, Inc. • Simplified vendor management—one vendor to support all printing needs • Reduced support burden • Reduced total cost of ownership • Increased device availability Canon Solutions America, Inc.'s Managed Print Services program does not take a one-size-fits-all approach. Canon recognizes there are many drivers behind a company's objectives regarding management of their print device fleet. Because of this, Canon can help clients of all sizes achieve their unique objectives by designing a program that meets your specific business needs. Starting with managing a client's fleet of single function printers under a Cost-Per-Page contract and extending later to Fleet Rightsizing, End-User Behavior Modification and even Total Print Outsourcing, Canon partners with our clients to develop a long-term strategy, transforming your print infrastructure;lowering your costs while increasing your level of service. Savings will mostly be achieved through rightsizing the equipment; providing departments with the proper equipment and education on what is the most cost-effective device to use for larger projects. This can be monitored on a granular level all the way down to the application that the end user utilized to print. Canon Solutions America, Inc. can also provide rules-based routing which will force the printed documents to be printed on the most cost-effective device. Reviewing the City's existing printer fleet, determine which device(s) is not cost effective and productive, and possibly providing a multifunctional device or even consolidating the unit, will generate cost savings. Canon Solutions America,Inc.'s Managed Print Services (MPS) customers also have the ability to utilize the recycling programs available through toner manufacturers, helping to reduce their environmental footprint. Canon CANON SOLUTIONS AMERICA Canon Canon U.S.A., Inc. One Canon Park Melville, NY 11747 Tel: 631.330.5000 January 2,2019 To Whom It May Concern: Canon Solutions America,Inc.,headquartered at One Canon Park,Melville,New York 11747,is a non- exclusive Canon Business Information Communications Group Dealer. Under the terms of the Business Information Communications Group Retail Dealer Agreement,this dealer is presently authorized to sell and service the Canon Business Information Communications Group machines listed in response to your Request for Proposal,which may include the Océ VarioPrint DP machines,and related Canon Business Information Communications Group supplies and parts. The agreement requires that the dealer enroll technicians in Canon training programs to enable the Dealer to properly maintain each model of the products it is authorized to sell.The agreement also provides that the dealer shall maintain an adequate inventory of parts and supplies to service all the Canon Business Information Communications Group machines sold by it.The contractual commitments by the dealer have been established by Canon to afford the user of the Canon Business Information Communications Group products adequate service facilities to properly maintain these products. In the unlikely event that Canon Solutions America,Inc. should not continue in business as an authorized Canon Business Information Communications Group Dealer,Canon U.S.A.,Inc.will use commercially reasonable efforts to make arrangements to find a suitable replacement facility. If there are further questions,please contact the Canon Regional Office. Very truly yours, CANON U.S.A..INC. Shinichi"Sam"Yoshida Executive Vice President and General Manager Business Information Communications Group Equipment/Software Canon Solutions America, Inc. Equipment/Software Canon Solutions America,Inc. is proposing the following solutions to the City of Miami Beach: imageRUNNER ADVANCE 45511111 imageRUNNER ADVANCE 5550i III Color imageCLASS LBP654CDW imageCLASS LBP312DN imageRUNNER ADVANCE Overview Designed with the user in mind, the highly responsive, flexible user interface is all about simplicity and ease. The imageRUNNER ADVANCE models have a range of features that allow users to accomplish much more in much less time. As advanced as the solutions technology is, Canon has developed software interfaces and print drivers that offer the user clear, intuitive access to features through logical screen arrangements and consistent naming conventions. No matter where your users are, they are able to quickly understand all the options, access exactly what they need, and execute their task.The Canon product line is user-friendly and simple to learn. The imageRUNNER ADVANCE portfolio is an intelligent business platform built to complement every stage of the document life cycle. From creation to sharing, output to archival, these systems are designed to help you increase productivity and efficiency, meet security and environmental needs,control costs,and optimize your return on investment. From small workgroups and offices to large departments and print rooms, this platform offers a wide range of models and integrated solutions with the proven technology to help address the document workflow challenges of evolving work environments. The imageRUNNER ADVANCE platform can be customized to help meet the specific requirements of your business. It can integrate seamlessly with Canon solutions and third-party software to provide powerful output management, document capture, information management, and automated workflow solutions that help streamline daily business processes. Exceptional Ease of Use A large,responsive,and intuitive touch-screen user interface helps make carrying out tasks quick and effortless. New operations, like flick and pinch features as well as drag-and-drop functionality on certain screens, improve usability and are common with many smartphones*. Built-in tutorial and support videos assist with basic maintenance to help maximize uptime. Plus, users will be comfortable with any device in the portfolio, thanks to a common platform and operating principles. Canon CANON SOLUTIONS AMERICA Equipment/Software Canon Solutions America, Inc. Universal Design Professional success in today's workplace requires that technology be easily accessed by everyone, including those with disabilities. That's why Canon has taken the lead in developing solutions that help simplify the use of office products for all, regardless of ability. For more than 30 years, Canon has been addressing accessibility needs for people with disabilities and the senior workforce. The company's latest solutions were built on this foundation, so that everyone could benefit from Canon technology and all it offers. Personalized Experience The imageRUNNER ADVANCE system can provide a unique, personal experience for each user. When an authentication service is activated, individual users can customize their workspace using My ADVANCE** functions. With My Display, users can personalize the user interface, including the initial screen after login, language display, or accessibility settings. My Functions create efficiencies by giving users easy access to unique information that can assist in their workflows, like their personal address books. My Settings allows for personal default settings for Copy, Send, Fax, and Store. My ADVANCE user preferences can be synchronized across up to 10 devices without a server, so that preferences follow the user throughout the office*. Support for Mobile Workflows Scalable support for flexible working practices can help increase efficiency by allowing workers to capture or print documents on the move and quickly link their compatible mobile devices into business workflows. Users can establish a LAN connection between their smartphone or tablet and the imageRUNNER ADVANCE system on the same network*. They can also establish a Direct Connection using the standard Wireless LAN via a QR code, or over Bluetooth or NFC with the optional BLE and NFC connection kits*. The imageRUNNER ADVANCE portfolio works with many devices and offers support for common applications such as Google Drive and Mopria*. It can also connect directly to certain cloud-based services, such as Google Cloud PrintTM (available on select imageRUNNER ADVANCE models). Streamlined Document Capture Powerful scanning capabilities enable streamlined document capture and digitization. Simultaneous, two-sided scanning*** helps deliver fast results, allowing you to easily send documents to a multitude of destinations. Standard support is included for scanning and converting documents to searchable PDF,Microsoft®Word***,and Microsoft®PowerPoint formats. For environments using the file format PDF/A-lb, you can now select that file type from the main send screen*. For process and workflow optimization, imageRUNNER ADVANCE systems integrate seamlessly with a range of powerful Canon and third-party software, thanks to the embedded MEAP and MEAP Web application platforms. End-to-End Document Creation The imageRUNNER ADVANCE systems offer flexible finishing options (may vary by model), such as stapling, document insertion, hole-punching, and booklet printing as well as C- and Z-folding. Canon CANON sownoNs AMERICA Equipment/Software Canon Solutions America, Inc. This, coupled with Canon's optional imageRUNNER ADVANCE Desktop publishing software, can provide simple, in-house creation and production of high quality, professional-looking documents. Centralized, Scalable Control Canon's advanced device management tools keep you in charge at every step, right from your desktop and even through the cloud. Easily install and replace devices, migrate settings and data to new devices, and distribute applications and settings across your network. Track your fleet's activity to learn when supplies are low or service is needed. Cloud-based tools can help reduce costs, improve serviceability,and secure data. Cost Management Today's businesses are looking for operational efficiencies and a clear return on their investments. But many are unaware of the true cost of print and information management in their organization, which can be significant if not managed properly. The Canon imageRUNNER ADVANCE is designed to deliver cost savings to help maximize return on investment. Security With confidential data regularly moving between a user's desktop, mobile device, and MFP, it's important to take measures to help protect your print environment. The imageRUNNER ADVANCE platform offers a range of security capabilities to help facilitate the confidentiality, accessibility,and availability of your information. Sustainability Canon's commitment to the environment is an integral part of our product design, manufacturing, and corporate culture. The progressive thinking behind the imageRUNNER ADVANCE platform incorporates innovative, sustainable solutions that help keep your business operating efficiently while also helping to reduce your environmental footprint. Awards Canon's imageRUNNER ADVANCE platform has earned numerous awards and recognition from leading industry analysts for its innovation, design, and environmental features, including Buyers Laboratory,Inc.'s A3 MFP Line for the year award for the last three years. *Available on third-generation imageRUNNER ADVANCE models. **Certain My ADVANCE features are available only on select imageRUNNER ADVANCE models. ***Available on select imageRUNNER ADVANCE models. Canon CANON SOLUTIONS AMERICA Equipment/Software Canon Solutions America, Inc. imageRUNNER ADVANCE 4551i II Product Highlights ori • Designed to deliver consistent and reliable performance to busy ®_ departments and work environments. • With an efficient, compact design, these intelligent systems work • seamlessly within fleet environments, offer an intuitive user experience,and integrate with Canon's holistic business solutions. Technical Specifications -setters • Print up to 51 ppm in black and white rats :z' 017 PICK • Scan up to 160 ipm (300 dpi) (BW, color,duplex) • Print up to 11" x 17" • 6,330-sheet maximum paper capacity e.Q� rNFrevSTA:7 GOLD Brochure https://csa.canon.com/online/wcm/connect/csa/5b02542f-417b-4eee-858b-f124b0eb543d/imageRUNNER- ADVANCE-4500i-II- Brochure.pdf?MOD=AJPERES&CACHEID=ROOTWORKSPACE.Z18 308E1O02N8LS40QOQNDSG32005- 5hO2 542 f-417b-4eee-858b-f124b0eb 5434-m kO kdjG&TC=&CN=&CS=&CR= imageRUNNER ADVANCE C5550i III Product Highlights • Provides high-quality performance with outstanding ease-of-use and integration with solutions that can help streamline business workflows \\ • • Intelligent information management platform designed to support the - goals of business Mitaim Technical Specifications • - • Print up to 50 ppm in color/black and white F3rtt,., BLI . • Scan up to 160 ipm (300 dpi) (BW, color,duplex) • Print up to 12" x 18" • 6,350-sheet maximum paper capacity Q aa. eQ� Brochure FNFRCYSTAR °°`° https://csa.canon.com/online/wcm/connect/csa/b77adc16-55cb-4f7d-97dc-445427c8d5b6/imageRUNN ER- ADVANCE-05500-III- Brochure.pdf?MOD=AJPERES&CACHEID=ROOTWORKSPACE.Z18 308E1 O02N8LS40QOQNDSG32005- b77adc 16-55cb-4f7d-97dc-445427c 8d 566-mB9J aeT&TC=&CN=&CS=&CR= Canon . ..._ CANON SOLUTIONS AMERICA Equipment/Software Canon Solutions America, Inc. imageCLASS Series Overview Canon provides one of the broadest ranges of print and imaging solutions available today, from scanning to multifunction devices to production print—with software solutions that help our customers work smarter and more cost-effectively. Enjoy peace of mind with; award winning, 100% U.S.-based customer support, expert assistance for every level of experience, and uncompromising dedication to product reliability, service,and support. With the addition of imageCLASS devices, our portfolio grows even stronger, encompassing compact MFPs, single function desktop printers, low-, mid-, and high-volume enterprise imageRUNNER ADVANCE multifunction devices, scanners, plus select large format and production devices. Key features of the new imageCLASS models include Mobile-Friendly Device Access, Single Pass, 2-Sided Scanning, and Secure Print. From the desktop to the print shop, uniFLOW ties the entire fleet together for comprehensive print and scan management across the enterprise. Color imageCLASS LBP654Cdw Product Highlights • Print at speeds of up to 28 pages per minute, with your first print in your MEN hands in 9 seconds or less. • Two-sided printing out of the box saves paper and related cost. -' • Easily print from, and scan to, your USB flash drive in JPEG, TIFF, and ■ PDF formats. • Generous,expandable paper capacity allows for up to 850 sheets. • Low energy consumption; uses approximately 1 W in wireless, Energy Saver Mode. m eQe SILVER Technical Specifications • The LBP654Cdw delivers high-speed, color and black-and-white output up to 28ppm to help keep your business running. • Easily connect your mobile devices without a router using Wi-Fi®Direct Connection. • Print on-the-go with Canon PRINT Business, MopriaTM Print Service, Apple® AirPrint®, and Google Cloud PrintTM. • Navigate through all the features with the user-friendly, 5-inch,Color Touch LCD Panel. Brochure https://csa.canon.com/online/wcm/connect/csa/b2bfa7e2-05d1-47af-8c75- 6fe02dacc36d/CSA+Version+imageCLASS+LBP654Cdw+Spec+Sheet+with+uniFLOW+3317+A.pdf?MOD=AJ PER ES&CACI I E ID=b2bfa7e2-05d1-47af-8c75-6fe02dacc36d&TC=&CN=&CS=&CR= Canon CANON SOLUTIONS AMERICA Equipment/Software Canon Solutions America, Inc. imageCLASS LBP312dn Product Highlights • Print at speeds of up to 45 pages per minute, with your first print in your hands in approximately 6.2 seconds. ,• -- • Generous,expandable paper capacity allows for up to 2,300 sheets. • Two-sided printing out of the box saves paper and related cost. r • Low energy consumption; uses approximately 1.2 W in wired, Energy Saver Mode. r•, ea`' Technical Specifications e4Z'slLVER • The LBP312dn delivers high-speed,black-and-white output up to 45 ppm. • Easily connect your mobile devices without a router using Wi-Fi®Direct Connection. • Print on-the-go with Canon PRINT Business, MopriaTA' Print Service, Apple® AirPrint®, and Google Cloud PrintTM. • Supports UFR II, PCL5c/e, PCL6, PDF, XPS and Adobe® PostScript® printer languages, allowing greater versatility for your printing needs. Awards ✓ Buyers Laboratory,Inc. 2017 Summer Pick Award Outstanding Printer for i Small Workgroups 2017 PICK- Brochure https://csa.canon.com/online/wcm/connect/csa/aff93ae2-b505-489a-bddc- c69df93e9892/CSA+Version+imageCLASS+LBP312dn+Spec+Sheet+with+uniFLOW+A.pdf?MOD=AJPERES&CA CHEID=aff93ae2-b 505-489 a-bddc-c69d f93e9892 Canon CANON SOLUTIONS AMERICA Equipment/Software Canon Solutions America, Inc. Going Further - Alternative Approach Through our initial assessment of the multiple locations throughout the City of Miami Beach,Canon Solutions America, Inc. would like the City to consider an Alternative Option to the replacement of the Printer Fleet. We are asking for the consideration of a small desktop multi-functional device. These proposed devices will eliminate the need for individual costly Scanners,Printers and Fax machines that are scattered throughout all the departments. All of the Canon imageCLASS devices will be placed in a phased approach. All will be serviced and monitored under a Managed Print Services (MPS) program. The following outlines the high level overview of Canon's approach: Phase I: Put existing single function devices under a Canon MPS agreement. Phase II: Establish which devices can remain and which devices can be upgraded to a new single function printer or a Desktop multi-function printer. Phase III: Defining which areas truly need a A3 (Letter,Legal and Ledger)vs.A4 (Letter and Legal) Phase IV: Defining areas which truly need higher speed color at 41 PPM vs. which areas with lower volume which could potentially be fulfilled with a more cost effective color device. Designing a Document Strategy is only the beginning. Canon's offerings encompass the full range of services required to achieve your company's print management objectives. By leveraging Canon's deep expertise in document and print management,you organization can truly optrmize your fleet— through a balanced approach, reducing costs while also increasing the level of service received by your end-users. By going further with your organizations print output ior goals, Canon's comprehensive portfolio of Managed out: Print Services will help your organization realize the full e Modification potential of its output strategy. • Print Device Fleet Rightsizing Fleet Rightsizing • End-User Print Behavior Modification • Print Outsourcing Cost-Per-Page Fleet Rightsizing Office environments that do not actively manage their print device fleet typically suffer from sub-optimal investment and inefficient on-going spend. Research group IDC reports that poorly managed copy/print environments affect approximately 75% of all organizations; costing those organizations upwards of 30% more than required. This inefficiency is often the result of factors that are not easily recognized until they are specifically sought out. canon ,,.. CANON SOLUTIONS Abl`_^.I(A Equipment/Software Canon Solutions America, Inc. Simply put, most organizations have too many print devices and too many printer makes and models. Often motivated by the perception that locally attached printers will provide more convenience and better security, this generally results in the proliferation of small, easy to procure, inexpensive to acquire, ink-jet printers. This is further exacerbated when supplies are considered as each make and model of ink-jet printer requires specific,and expensive,consumables. • Excess capacity • Device standardization • Device lifecycle management • Personal printers By engaging a methodical approach, governed by best practices, to consolidate print devices, standardize the infrastructure and better leverage technology, (uniFLOW Solution), organizations can enjoy significant cost savings while improving the level of service delivered to end- users. Behavior Modification "Output fleets represent a hidden Most organizations do not understand their total costs related to gold mine of cost savings to printing; the same is true for your employees. By implementing an enterprises. By developing a output management solution, organizations can gain valuable insights comprehensive approach that regarding their total spend on print related activities. Organizations includes rightsizing,cost-per-page- can further use this technology to extend their commitment to oriented procurement and ongoing reducing print volumes by educating their employees about the cost of management of the fleets, each print job. By providing employees with real time feedback enterprises can reap the savings regarding the cost of each print job, employees are empowered to benefits of this often overlooked make informed and thoughtful decisions. Through the powerful technology area." combination of employee education and the comprehensive reporting -Gartner Group provided by these solutions, organizations can further drive down their total cost of print output. • Uncover the true cost of printing • Educate and empower employees • Implement and manage policies As organizations continue to drive cost efficiencies within their print environment, additional benefits become available not previously possible within a standard,non-managed infrastructure. By deploying Canon's output management suite, organizations not only gain the insight required to encourage responsible printing behaviors but also enable such advanced capabilities as secure print release,rules-based print routing,and authorization workflow. • Reduce costs and improve user productivity • Heighten document security Canon CANON SOLUTIONS AMERICA Equipment / Software Canon Solutions America, Inc. Proposed Software uniFLOW This powerful software is both modular and configurable, so that it can be adapted to fit the specific needs of different businesses: large corporations, small offices, education establishments and local government. The uniFLOW solution can be built from several different components depending on customers' needs. The server-based software and modules provide the functionality while optional hardware provides access control to the devices. The core functionality of uniFLOW can be extended by various additional modules. Each module provides exciting new features to the system that allow the benefits of uniFLOW to be extended into other parts of your business. From providing secure printing features to allowing users to scan documents directly to Microsoft Sharepoint, uniFLOW really is an end-to-end office management system. Modules Statistics • Storage of accounting data of print and copy jobs in the database • Possibility to run reports on the stored accounting data using a built-in Crystal Reports engine • Possibility to generate various different standard statistics and easy customizing of statistics • Export of statistical data via XML • Scheduler that allows scheduling of statistical reports to run automatically in a regular time interval • Export of statistical data in different formats Secure Printing • Holds print jobs on the server and releases them only after user authentication at the printing device • Authentication possible by entering a code,by fingerprint,or by using various chip cards • Assignment of a unique job code to each print job; output of print job only after entering this code at the printing device • Central Release Queue where print jobs can be securely released via a web browser • Enables free routing between similar printing devices. The print job is released to the printer at which the user provides valid authentication • Distributed Release Queue Management, offering a global print job release mechanism that spans any number of servers Canon CANON SOLUTIONS AMERICA Equipment / Software Canon Solutions America, Inc. Biometric Module • Fingerprint sensor sends a compressed and encrypted image of the fingerprint data to the server • Biometric analysis takes place on the server,using an advanced biometric algorithm • The fingerprint reference is continuously updated by an adaptive algorithm which increases recognition performance • The stored fingerprint data of the received image can be displayed with a watermark in the background on the server • Only used in combination with Secure Printing Module Desktop Accounting • Allows the monitoring and accounting of print jobs processed on locally connected printers (via LPT,USB etc.) • Provides a complete accounting of other services, i.e. application usage or internet usage, when deployed with Internet Watchdog • Mostly used in combination with Statistic Module Rules & Routing • Clustering of printing devices to logical units • Routing of print jobs to other printing devices in case of error or offline printers • Routing of print jobs to different devices based on rules that can be defined by the user (Rule Based Routing) • Status monitoring via HTML, SNMP etc. • Automatic status message (for example via SMTP Email) uniFLOW Server Clustering (only Enterprise Edition) • Clustering several uniFLOW Servers into one virtual server on the network • Provides fail-over and load balancing behavior • Integration in Windows 2003 Clustering (requires Windows Server 2003 Advanced Server) • Possibility to create Hot/Hot,Hot/Spare Clusters Canon CANON SOLUTIONS AMERICA Equipment / Software Canon Solutions America, Inc. uniFLOW Printing Features uniFLOW can be tailored to fit any size of organization. It is available in different user versions (up to an unlimited number of user licenses) to provide scalability and flexibility regardless of your business type. Its web-based architecture allows the software to be run over multiple buildings, locations or sites with all the data stored in a central SQL Server database. Print From Anywhere uniFLOW allows users to print with authentication from wherever they're working, they can print from their desktop PC, a host-based system such as SAP®, or their compatible mobile phone. Regardless of how a print job is submitted, all users' jobs will be held in their personal print queue until released with authentication. uniFLOW app for iPhone/iPadcfor UNIX'/ Windows Phone° Linux SAP'Host for Android"' T Printing Driverless Illb-- Apple Web Upload ------............h, =� / AirPrint" IBM Macintosh' ----------P' acintosh° Google 7 \R Cloud Print"' Internet \Email Printer Driver Printing The uniFLOW Universal Driver is designed to provide output based on your specifications, users can choose any network device from which to print their documents,regardless of model or manufacturer. This helps reduce user dissatisfaction when printing and saves costs by cutting waste. Should the designated uniFLOW server be offline,the uniFLOW Universal Driver can reroute print jobs to any available server, providing continuity. Users can also submit their print jobs from OS X® —without installing a separate driver—using Apple AirPrint® technology. Apple AirPrint®Support The standard uniFLOW Service for AirPrint feature provides authentication printing from iPad®/iPhone® and Mac® devices. Your business can benefit from app-free printing and accounting for Apple® devices integrated within your company's network. Users can easily submit their print jobs to uniFLOW using Apple AirPrint and,if required, even change the finishing options directly on their device before submitting the job. uniFLOW Brochure http://mycsa.solutions.canon.com/ESSMarketing/Shared%20Documents/CSA%20Brandcd%20C ollateral/Integrated%20Solutions/uniFLOW-2018-LTS-Brochure.pdf Canon CANON SO'UnONS AMERICA Equipment / Software Canon Solutions America, Inc. Solutions Overview / Device Management Tools imageWARI Enterprise Management Console imageWARE Enterprise Management Console imageWARE Enterprise Management Console (iEMC) delivers a streamlined, centralized point of control for all devices installed across your enterprise. This expandable console reduces the downtime of devices by directing low toner, paper jams, and device maintenance alerts via e-mail messages to the network administrator. The Accounting Module is a plug-in upgrade that tracks, analyzes,and recovers costs associated with all networked output devices,including printers, copiers, and fax machines. Administrators can create efficient billing code management and quickly generate ROI reports. iEMC also offers advanced automated task management including discovering new devices, retrieving/distributing device settings, rebooting devices, retrieving/distributing address books, retrieving device meters, installing/upgrading printer drivers and download font and color profiles. iEMC is a foundation for future innovation due to its distinctive framework and is designed for easy implementation and simplified expandability. • universal r login manager Universal Login Manager (ULM) The Universal Login Manager (ULM) provides convenient authentication through picture logins, PIN codes, or proximity cards for small to medium organizations. This scalable solution allows IT departments to control access and usage,managing security and costs without requiring a server. ULM is a server-less solution for Canon imageRUNNER ADVANCE MFPs, and MEAP-enabled Canon imageRUNNER LBPs, offering login and usage tracking functionality. It is designed to fit into small- to medium- sized organizations that require device authentication and simple usage tracking in a customizable, easy-to-implement solution. It delivers convenient user authentication through picture logins, PIN codes, or proximity cards, and allows organizations the ability to manage security and costs by controlling individual users'access and usage. geilL_ CSA Secure Account Management myCSA provides a simple and convenient solution to managing your devices online. The Secure Account Management Portal is a self-service utility available 24 hours a day, 7 days a week that provides an efficient way to handle day-to-day functions related to your Canon devices. Upon enrollment,you can take advantage of the many features of myCSA such as submitting meter reads, placing service requests, ordering contracted supplies*, and retrieving account information. *requires an active service contract with Canon Solutions America,Inc. Canon CANON SOLUTIONS AMERICA Equipment / Software Canon Solutions America, Inc. myCSA will help save you valuable time and includes these exciting features: • Business intelligence dashboard with usage information on devices • Submit meter reads and view meter read history • View,pay and download open and closed invoices • Order/track supplies • Place/track service requests • Full catalog of Canon Solutions America,Inc. products and solutions to request a quote • Quick action buttons to order supplies, enter meter reads, request service and remove devices • Update preferences and contact information • Tablet friendly BUSINESS INTELLIGENCE DASHBOARDS The myCSA Secure Account Management Dashboard provides - = -_ = = you with an overview of usage associated to the devices _ registered to you. Depending on your user role, it also allows you to quickly access overall customer account-related information such as the device fleet, invoicing,orders and service requests. METER READINGS - - - * Enter meter readings individually, or upload readings for --- - multiple devices from a Microsoft Excel spreadsheet-even if they are on different contracts. Receive email alerts to notify ___ --_ _ you when meter reading due dates are approaching. Readily = - _ access past meter reads to monitor monthly usage. - .= w moucts. E ORDER SUPPLIES ONLINE Order Contract.L.ppkes ■ - -- — ---- °°""'P°""°`°' Easily order toner for devices on a toner-inclusive or • — — ___- "°AS• O« .`= ^ Equprnelt Managed Print Services contract. Visibility into open and closed supply orders along with tracking information by order number or date range. Receive email confirmations when supply orders are placed. Mme, Canon CANON SOLUTIONS AMERICA Equipment / Software Canon Solutions America, Inc. ACCOUNT MANAGEMENT vISM - Efficiently designate who has access to myCSA, and define ■■ - _ which features and devices each person has access to. Enter requests to make changes to your account, such as removing devices from a contract or modifying meter readings. INVOICES & PAYMENTS • I ----- °° Conveniently view, download, and pay invoices online. MIMIMN Easily view or download contract invoices into Microsoft Excel, to manipulate the data as you require. imageWARE Remote imageWARE Remote is firmware that is embedded in our imageRUNNER products. The function of imageWARE Remote is to automatically provide accurate meter reads without the need for customer intervention. It reduces administrative costs and increases accuracy. The meters are automatically read every day for the most up-to-date reporting capabilities. The Service Monitoring portion of this tool automatically notifies our Dispatch Department of a hardware/software error. This feature allows our Dispatch Representatives to proactively call the customer to confirm that service is required. Canon CANON SOLUTIONS AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. Implementation Managing large, complex implementations requires specialized expertise that can only be gained from extensive experience. Canon Solutions America, Inc. (Canon) has a dedicated Implementation Team that is engaged for large equipment installations/transitions, such as the one being proposed for City of Miami Beach. Canon's methodology is based on Project Management Institute (PMI) standards, processes, and best practices to minimize business risks and ensure that the project is completed on time,within budget,and to the City's exacting specifications. The Canon Implementation Team will consist of a Project Manager, an Implementation Specialist, the City's Canon Account Executive, Canon Service Technicians, as well as any other support personnel and resources deemed necessary at each location. The three key roles are detailed below: Project Manager A Project Manager will be engaged to act as the City's primary point of contact for implementation planning and coordination. The Project Manager is responsible for managing the day-to-day operational aspects of the engagement,including: • Creating and managing customized project plan • Identifying,managing,and mitigating project risks • Identifying and securing required resources,and assigning individual responsibilities • Identifying,tracking,and managing project issues • Updating and managing the Action Items/Issue Tracking Log • Coordinating and leading regularly scheduled project status meetings and team huddles • Preparing engagement reviews and quality assurance checks • Ensuring accuracy and completeness of project documents • Effectively applying Canon's methodology and enforcing project management standards • Defining and tracking project metrics to ensure project is completed on time and within budget Implementation Specialist An Implementation Specialist will be assigned to coordinate the logistical requirements of your implementation/transition,including: • Coordinating with the City's IT department to develop the equipment configuration, default settings,and rollout plan • Reviewing and confirming equipment configurations • Ensuring thorough walk-through and service assessment are completed prior to delivery • Coordinating with the City Facilities department prior to and on the day of delivery to ensure all designated spaces are prepared for device placement • Coordinating with internal Canon resources (i.e.,warehouse,Service,Systems, etc.) • Physical check-in of devices at the City's loading dock Canon CANON SOLUTIONS AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. • Recording all serial numbers of devices and accessories • Retaining copies of customer signed Proof of Delivery documents • Coordinating with Service and Systems personnel to ensure timely preparation and installation of devices • Ensuring all devices and related accessories are accounted for and placed in their designated locations • Ensuring all devices are configured correctly and tested Account Executive The Account Executive will be responsible for the overall management of the City account throughout the term of the engagement. Canon's Project Management Methodology At its highest level, Canon's Project Management methodology encompasses four phases: • Initiate • Plan • Execute&Control • Close-Out Initiate During this phase, Canon will conduct an internal kickoff meeting to review the project scope and to familiarize any new Canon team members with the account history and details. A joint Project Kickoff Meeting will then be scheduled between the Canon Implementation Team and the City's core team to establish the high-level goals, objectives, risks, and timeline for the project. A formal Project Charter will be finalized and signed off by both parties."'Once the joint project team is solidified and the Project Charter is finalized,the project will move into the next phase -Plan. Plan During this phase, due diligence will be performed and the critical project documents will be finalized —including. a Communication Plan, a Resource Availability Calendar, a Risk Assessment, and a detailed Project Schedule. Project documents will be shared with the City team throughout the course of the project. The key component of this phase is a site survey,which was partially conducted on June 11th at five (5) of the respective sites to obtain the necessary data for a smooth implementation process. Once completed and all data captured from the 12 sites, Canon's Implementation Team will work in coordination with the City team to ensure all critical project elements have been accounted for. During the site survey,Canon personnel will: • Identify key contact(s) for each location in scope • Identify/verify install location for each device in scope • Verify devices to be removed (if necessary) Canon CANON SOLUTIONS AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. • Create equipment removal schedule (if necessary) • Collect appropriate fax numbers/IP addresses for each device in scope • Identify priority installs • Verify power and data connectivity at each new device install location • Identify room numbers/departments for each new device install location • Identify specific installation challenges,risks,and/or special circumstances for each location in scope • Identify equipment staging area at each location in scope • Identify location for onsite parts and/or consumables storage (if necessary) Upon the City's acceptance of Canon's proposed equipment configuration, Order Management reviews and processes the contract and sets up the City account within Canon's internal system. This triggers a number of other actions,including • Equipment is released to a staging area for delivery preparation • Equipment is pre-configured to the specifications of the bid, including the enclosure of Starter Kits and service information labeling • Customer information packages (including device specifications, service call procedures, reference guides,and instructional guides) are compiled to accompany the equipment • Service installation and training are scheduled to coincide with delivery of the equipment • Customer's myCSA account is set up. myCSA is a simple and convenient solution to managing your devices online. The Secure Account Management Portal is a self-service utility available 24 hours a day, 7 days a week that provides an efficient way to handle day-to-day functions related to your Canon devices. Upon enrollment', the City can begin taking advantage of the many features of myCSA, such as: o Submitting meter reads o Viewing meter read history o Placing service requests o Checking status of service requests o Ordering supplies o Ordering tonere o Managing users o Retrieving account information A Communication Plan will be developed by the Canon Project Manager to ensure efficient and effective communication among the project team. Information detailed in the Communication Plan includes: • How and when regular team meetings/huddles will take place • What information will be provided Requires an active service contract with Canon Solutions America,Inc. 2 Requires a toner-inclusive service contract with Canon Solutions America,Inc. Canon CANC N SOI.U?IONS AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. • Who will receive the information • How the information will be provided • When the information will be provided A Risk Assessment will be jointly conducted in order to identify, manage, and mitigate project risks. Once created,the Assessment will be maintained and managed by the Canon Project Manager. The Canon Project Manager will also develop and manage a Resource Availability Calendar ensure the proper resources are available when needed. A detailed Project Schedule will be developed and maintained by the Canon Project Manager to ensure that all project tasks are tracked and updated. This plan will detail the key project tasks and their related schedule,what resource is assigned to each task, task dependencies, and the key project milestones. Once all due diligence and planning is completed and the project documents have been finalized,the project will then move into the Execute&Control phase. Execute & Control During this phase, the Canon Project Manager, working closely with the assigned Canon Implementation Specialist, will manage the implementation/transition in accordance with the Project Schedule. The Project Manager will closely monitor project metrics, and, if necessary, will determine and implement corrective actions—including enactment of a formal risk response plan. Throughout this phase of the project, information/updates will be regularly disseminated according to the Communication Plan, and the Project Schedule will be updated accordingly. In addition, an Action Items/Issues Tracking Log will be maintained by the Canon Project Manager throughout the duration of the project execution phase, to ensure that all outstanding items are tracked and resolved in a consistent and timely manner. Once all of the equipment is installed, configured, and properly tested, and end-user training is coordinated, the project will transition to the Close-Out phase. Close-Out During this final stage of the project, a formal Implementation Close-Out Meeting will be conducted. This meeting will consist of the core team members from Canon and the City, and the purpose of this meeting is three-fold: • To deliver and review project deliverables—including device information spreadsheet,device floor maps (if available),and other key project documentation • To review solicit feedback from the City regarding how the implementation went — i.e., "Lessons Learned" • To formally disengage the Canon Implementation Team, and transition the City back to the Account Management Team Canon CANON SOLUTIONS AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. Eco-Friendly Solutions Government organizations face increasing pressure to comply with environmental and accessibility regulations. Canon strives to achieve the highest environmental standards and can help its customers do the same. Upon implementation of the Canon solutions proposed, the City will benefit from the following environmentally friendly features: EPEAT Rated All next-generation imageRUNNER ADVANCE models are rated in EPEAT, a voluntary environmental rating program developed using a grant from the U.S. EPA and managed by the Green Electronics Council. EPEAT-registered imaging products meet an extensive list of environmental lifecycle-based criteria covered in the IEEE1680.2 Standard for Environmental Assessment of Imaging Equipment, allowing the City to use more environmentally preferable products. ENERGY STAR® Over 200 of Canon's products have earned the ENERGY STAR® rating. The ‘i, # ENERGY STAR Program promotes the development and introduction of energy-efficient products to combat climate change and other environmental issues. Canon products have received ENERGY STAR awards for cost- and energy-saving features that help improve workflow efficiency, conserve energy, and prevent waste. These features include one-watt sleep mode, reduced warm-up time and heat usage, reduced-energy scanning, recycle-conscious design, and smaller, lighter product design. By utilizing Energy Star-rated models, the City can further reduce costs,print-related waste,and their overall environmental footprint. Eco-Friendly Device Lifecycle Canon devices are designed to conserve power throughout their lifecycles. Through its Life Cycle Assessment (LCA) System, Canon has lowered CO2 emissions by focusing on each stage of the product lifecycle, including manufacturing, energy use, and logistics. Canon strives to make the lightest, smallest products in their category, helping to conserve energy and reduce transportation costs. Furthermore, all suppliers are required to meet Canon's stringent Green Procurement policy and environmental terms, helping to exceed the toughest global standards set by the EU RoHS Directive,which restrict the use of certain hazardous substances. Canon is making a difference through creative, ecological thinking. The next-generation imageRUNNER ADVANCE models employ certain components fabricated with 100% recycled plastic from retired products. Canon's innovative technologies also include bio-based plastic,a plant- derived compound that replaces certain petroleum-based plastic parts. From the inside out, Canon's imageRUNNER ADVANCE Series is designed for high energy efficiency and stellar performance. Fusing technologies and low-melting-point toner help lower overall energy consumption by minimizing power requirements and reducing energy use during Canon .Y. CANON SOLUTIONS AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. warm-up and stand-by mode. Printing elements heat instantly and print at lower temperatures. Low Power Mode, Auto Sleep Time, and Energy Saver modes can be adjusted so energy efficiency is improved when a device is idle. In lieu of traditional xenon lamp technology, Canon uses white LEDs in scanners so units can be smaller, provide brighter light when scanning, shorten recovery time from Energy Saver mode, and lower energy consumption up to 70%. PC Fax saves paper by allowing documents to be sent directly from a computer. Toner Saving Mode allows for 20% more economical toner usage when printing documents, helping to conserve resources. Our toner cartridges are recyclable as well,and are 100%recovered with zero landfill waste. Additionally, the use of document scan and capture technologies instead of paper can help the City serve its citizens faster,increase accuracy of information,and make information accessible anywhere, all while contributing to their environmental initiatives. Converting paper-based documents into electronic data format for storage or distribution can reduce the volumes of paper stored in file cabinets, as well as circulating via interoffice,overnight delivery, or regular mail. Eco-Conscious features allow the City to reduce waste and cut energy consumption with secure authentication and centralized control. By utilizing Access Management Modes, administrators can track and control device access and usage, and implement enterprise-wide resource-conserving settings, such as page limits, two-sided printing, etc. Auto-duplexing and image combination can save 50% or more of an agency's paper supply. Toner Cartridge Recycling Canon explores methods to minimize the environmental burden of its products throughout their lifecycle and promote research and development, which contribute to environmental assurance. In 1990, Canon became the first company to collect and recycle used copier toner cartridges. With the cooperation of our customers, Canon has collected more than 378,000 tons around the world. The goal of the Toner Cartridge Recycling Program is to achieve zero landfill waste by reusing parts, recycling materials and employing energy recovery. Because these cartridges have components that can be re-used, the environmental benefits positively offset the negative effects of shipping to our recycling facility and then on to our manufacturing sites. Returned cartridges are sorted and put through the recycling and energy recovery process, producing plastics, metals and reconditioned parts that can be used in the manufacture of new cartridges and other products. The Canon Cartridge Return program is easily accessible on the website at https://ereturn.usa.canon.com/. Here, using the machine's serial number, customers can print a UPS label for the return of cartridges or request a multiple-cartridge return box and it will be mailed. More information about the Canon Cartridge Return program can be found on the website. Toner Container Recycling To contribute to the goal of zero landfill waste, Canon is introducing a collection and recycling program for Canon plastic toner containers. Unlike Canon's all-in-one cartridges, these toner Canon t, .. CANON sownoNs AMERICA Detailed Project Scope of Work and Deliverables Canon Solutions America, Inc. containers are made mainly of plastic material making local recycling and local energy recovery possible. Canon toner particles and plastic toner containers contain no hazardous materials and are therefore acceptable at local recycling and local energy recovery facilities. When local recycling is utilized environmental impacts associated with the transportation of containers are reduced. To support local recycling and energy recovery, Canon has engraved a plastic resin code on each container. Canon toner particles and plastic toner containers are safe for local recycling and local energy recovery facilities. In the case that Canon plastic toner containers cannot be recycled locally or sent to a local energy recovery facility, Canon asks that customers ship them to: Canon Toner Container Collection Center, 5980 Industrial Drive, Gloucester, VA 23061 at their own expense. Once received by our facility, Canon assumes the responsibility and cost for recycling to keep Canon toner containers from going into landfills. For more information,please visit http://www.usa.canon.com/cusa/about canon/community environment/environmental commit ment/environmentally conscious programs/toner container collection program. For the MPS Program, Canon Solutions America, Inc. will also work with the City to develop a change management program to minimize the impact on end-users and ensure a smooth transition. Throughout the transition, Canon Solutions America, Inc. will provide consistent and efficient communication to the implementation team. This will ensure the project will remain on track and in line with your organizational goals. Canon ..••naxm. CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Measurable Ways to Improve the City's Total Cost of Ownership (TCO) Canon Solutions America, Inc. provides onsite consultation to analyze your organization's paper flow and document needs, allowing us to make recommendations that utilize the latest technology related to copying, printing, faxing, color output, and document imaging. Our approach to our relationship with the City provides the benefit of familiarity of your environment and historical data, to serve as a solid foundation for seamless continuation of analysis, a deeper insight into future recommendations, and a smooth transition of our proposed solutions into your locations. We will continue to provide document management services and support with a thorough knowledge of your applications and workflow, and will use our expertise to provide solutions that seamlessly integrate into your environment and are supported by a web of technical and professional experts to ensure maximum efficiencies. Canon's advanced device management tools keep you in charge at every step, right from your desktop or through the cloud. Easily install and replace devices, migrate settings and data to new devices, and distribute applications and settings across your network. Track your entire fleet's activity to learn when supplies are low or service is needed. New cloud-based tools also further reduce costs,improve serviceability,and secure data. Optimizing resources is key to saving money and protecting the environment. Canon's imageRUNNER ADVANCE Series makes it easier to track, manage, and influence user behavior. From analyzing color output by employee or department to enforcing double-sided printing, you can ensure that resources are employed intelligently. The system can also route jobs to the most cost-effective device. Canon Solutions America, Inc. provides practical solutions to help safeguard confidential information from unauthorized access or printing during daily use and at end of life. Government agencies create and store a multitude of documents with information that must be kept confidential and secure. Canon Solutions America, Inc. provides secure printing solutions that require user authentication at the device, implement hidden watermarks, offer the option to hold jobs at the server, and require confirmation of fax destinations so that information is never sent to the wrong recipient. We are a full-service solutions provider, designed to be your single-source for technology recommendations, service, and systems support. Our onsite consultation and ongoing analysis of your paper flow and document requirements allows us to recommend the solutions that are best adapted to meet your needs as they change. As a part of our frequent assessment of our solution within your organization, we will continue to monitor performance against established service level agreements and cost data to measure our solution's effectiveness and our partnership. Canon CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Our goal is to capture your vision and deliver office solutions that drive results. We offer strategies designed to provide the highest quality service and the best technology available, all in a cost- effective package. Exceptional Ease of Use A large,responsive,and intuitive touch-screen user interface helps make carrying out tasks quick and effortless. New operations, like flick and pinch features as well as drag-and-drop functionality on certain screens, improve usability and are common with many smartphones*. Built-in tutorial and support videos assist with basic maintenance to help maximize uptime. Plus, users will be comfortable with any device in the portfolio, thanks to a common platform and operating principles. Universal Design Professional success in today's workplace requires that technology be easily accessed by everyone, including those with disabilities. That's why Canon has taken the lead in developing solutions that help simplify the use of office products for all, regardless of ability. For more than 30 years, Canon has been addressing accessibility needs for people with disabilities and the senior workforce. The company's latest solutions were built on this foundation, so that everyone could benefit from Canon technology and all it offers. Personalized Experience The imageRUNNER ADVANCE system can provide a unique, personal experience for each user. When an authentication service is activated, individual users can customize their workspace using My ADVANCE** functions. With My Display, users can personalize the user interface, including the initial screen after login, language display, or accessibility settings. My Functions create efficiencies by giving users easy access to unique information that can assist in their workflows, like their personal address books. My Settings allows for personal default settings for Copy, Send, Fax, and Store. My ADVANCE user preferences can be synchronized across up to 10 devices without a server,so that preferences follow the user throughout the office*. Streamlined Document Capture Powerful scanning capabilities enable streamlined document capture and digitization. Simultaneous, two-sided scanning*** helps deliver fast results, allowing you to easily send documents to a multitude of destinations. Standard support is included for scanning and converting documents to searchable PDF,Microsoft®Word***, and Microsoft®PowerPoint formats. For environments using the file format PDF/A-1b, you can now select that file type from the main send screen*. For process and workflow optimization, imageRUNNER ADVANCE systems integrate seamlessly with a range of powerful Canon and third-party software, thanks to the embedded MEAP and MEAP Web application platforms. Built-in Intelligence A range of intelligent features helps to streamline document workflows and maximize productivity. Motion sensor technology*** intelligently wakes the device from. Sleep mode to reduce perceived Canon Outcomes and Performance Standards Canon Solutions America, Inc. waiting time, while smart media handling capabilities, such as skip blank pages*** and multi-sheet feed detection***,help facilitate efficient scanning. End-to-End Document Creation The imageRUNNER ADVANCE systems offer flexible finishing options (may vary by model), such as stapling, document insertion, hole-punching, and booklet printing as well as C- and Z-folding. This, coupled with Canon's optional imageRUNNER ADVANCE Desktop publishing software, can provide simple, in-house creation and production of high quality, professional-looking documents. Centralized, Scalable Control Canon's advanced device management tools keep you in charge at every step, right from your desktop and even through the cloud. Easily install and replace devices, migrate settings and data to new devices, and distribute applications and settings across your network. Track your fleet's activity to learn when supplies are low or service is needed. Cloud-based tools can help reduce costs, improve serviceability,and secure data. Cost Management Today's businesses are looking for operational efficiencies and a clear return on their investments. But many are unaware of the true cost of print and information management in their organization, which can be significant if not managed properly. The Canon imageRUNNER ADVANCE is designed to deliver cost savings to help maximize return on investment. Security With confidential data regularly moving between a user's desktop, mobile device, and MFP, it's important to take measures to help protect your print environment. The imageRUNNER ADVANCE platform offers a range of security capabilities to help facilitate the confidentiality, accessibility,and availability of your information. Sustainability Canon's commitment to the environment is an integral part of our product design, manufacturing, and corporate culture. The progressive thinking behind the imageRUNNER ADVANCE platform incorporates innovative, sustainable solutions that help keep your business operating efficiently while also helping to reduce your environmental footprint. Awards Canon's imageRUNNER ADVANCE platform has earned numerous awards and recognition from leading industry analysts for its innovation, design, and environmental features, including Buyers Laboratory,Inc.'s A3 MFP Line for the year award for the last three years. Canon CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Poised for the Future Canon's next-generation imageRUNNER ADVANCE Series stays focused on the future. With effortless synergy between hardware and software solutions, these intelligent systems are the ideal choice to help you achieve your goals as your organization evolves. *Available on third-generation imageRUNNER ADVANCE models. **Certain My ADVANCE features are available only on select imageRUNNER ADVANCE modelr. ***Available on select imageRUNNER ADVANCE models Genuine Canon Parts and Supplies Canon Inc. has poured all the know-how of its extraordinary history of developing innovative office machines into each of its copiers,printers, and networked office systems. Canon puts its name on its parts and supplies because it stands behind their quality and performance. Each of the parts and supplies Using genuine Canon parts and supplies is your best insurance against equipment damage, and possibly voiding your equipment warranty. Here are some more reasons to rely on genuine Canon toner,parts,and supplies: • Canon has decades of manufacturing expertise • Canon products are evaluated and tested under extreme conditions • All machines and consumables produced by Canon are constantly being redesigned and improved • Canon genuine supplies enhance the quality and performance of your Canon equipment, resulting in a longer life for your Canon equipment,higher yields, superior performance,high- quality output,and minimal equipment jamming or malfunctioning All Canon brand Copier toner and Copier toner containers are manufactured worldwide solely by Canon Inc. and its corporate affiliates. Canon Inc. does not outsource this manufacture, or sell or license its technology for Copier toner and Copier toner containers, to third parties on an OEM basis or otherwise. As such, the only genuine Canon Copier toner or Copier toner containers are those manufactured by Canon Inc. and its corporate affiliates. By using Canon genuine supplies you can enhance the quality and performance of your Canon equipment,experiencing: • Longer life for your Canon equipment • High yields • Superior performance • Highest quality output • Minimal jamming or malfunctioning of equipment Canon .�,.. CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Environmental/Sustainable Features of the imageRUNNER ADVANCE: Eco-Conscious • Auto-Duplexing - Using automatic two-sided printing and copying can save you up to 50% of your paper supply. • Image Combination - Allows users to copy or print multiple pages on one sheet, saving up to 75% of your paper supply. • Document Scanning - Allows users to convert paper-based documents into electronic data format for archival purposes, as well as, short-term storage, or distribution to other destinations over a network or the Internet. Can help reduce huge volumes of paper stored in file cabinets, and the need to distribute hardcopy documents via interoffice, overnight delivery, or regular mail. • White LED Scanning - The use of White LEDs in scanners allows the scanning unit to be smaller, provides a brighter light source when scanning documents while lowering energy consumption by up to 70%, and shortens the recovery time from energy-saving mode, when compared to traditional xexon lamp technology. • Secure Print - Also known as "PIN printing", allows users to send print jobs to a device and then not release the job for printing until entering a personal identification number at the device. This helps to eliminate the practice of users sending jobs to print and then not going to retrieve them,or reprinting lost jobs,both of which waste paper. • Mailbox - Electronic mailboxes allow users to store frequently used documents (ie. forms, etc.) into memory at the device, then edit and preview, and/or combine print data with other jobs already stored in a mailbox for later output. This capability provides users with significant flexibility in managing job composition and output, and permits the printing of jobs on demand thereby saving paper costs. • Access Management Modes - Includes a range of features allowing administrators to track and control device access and usage by department,or on an individual-basis, and allows settings that can be implemented across an entire enterprise (such as page limits, enforce 2-sided printing,restrict/allow color printing,and eliminate banner pages,etc.) to conserve resources. • Toner Saving Mode - Toner Saving Mode allows for 20% more economical toner usage when printing documents,helping to conserve resources. • Energy Saving Modes - Settings such as Low Power Mode, Auto Sleep Time, and Energy Saver modes, can be adjusted so that you can improve energy efficiency when the device is idle or not in use. Canon CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Eco-Friendly • Toner Container Collection Program -To contribute to the goal of zero landfill waste, Canon offers a collection and recycling program for Canon plastic toner containers. When Canon plastic toner containers cannot be recycled locally or sent to a local energy recovery facility, Canon allows customers to ship them to our designated facility for recycling. • Toner Cartridge Recycling Program - Canon was the first in the printing industry to create a toner cartridge recycling program. Canon toner cartridges are 100% recovered with zero landfill waste. • Use of Recycled Plastics - Canon uses numerous types of recycled plastic in exterior housings and other product parts. For example, "Sandwich molding" in which recycled plastic is sandwiched between layers of virgin plastic. This technology contributes to realizing more environmentally conscious products. • Use of Bio-Based Plastics - Canon's innovative green technologies include bio-based plastic, an environmentally conscious material that incorporates plant-based and organic components, with the world's highest level of flame resistance. Our imageRUNNER ADVANCE digital imaging series incorporate this design on certain parts where users directly interface with the device. Canon CANON S1't1TIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Commitment to Excellence At Canon Solutions America, Inc., we understand that our customer's investment in our products and solutions is integral to their success. Our customers benefit from our commitment to continuous improvement of engineering staff and gain peace of mind from frequent attention from service management. National Key Performance Indicator (KPI) Measurements Canon Solutions America, Inc. monitors and measures both equipment and engineer performance with extensive applications of key performance indicators (KPIs) through state-of-the-art performance "dashboards". We measure each and every area of service performance, based on key criteria for each department. Our engineers monitor machine performance against manufacturer's performance metrics in the areas of fleet uptime, failures between service visits,energy efficiency,and other key indicators. Our support personnel are held accountable for the service statistics by which they are measured.All of our technicians are formally evaluated through an extensive suite of performance indicators related to speed of repair,quality of repair,and overall customer satisfaction. Benchmarking: • Canon Solutions America,Inc. National Key Performance Indicator(KPI) Measurements • Third-Party Analysis of Industry KPIs • Canon Global KPI Measurements Machine Performance: • Mean Copy Between Failure • Mean Copy Between Visit • Machine Uptimes Service Performance KPIs: • Response Time • Restore Time • First-Call Fix Rate • Uptime Canon Solutions America, Inc. makes significant investments in logistic systems, regional parts warehouses, and computer-modeled technician inventories to help maximize uptime and minimize restore time for equipment. Through extensive training of our field and support professionals, we ensure all Canon Solutions America, Inc. technical employees are certified in the products and software they support. Additionally, they participate in ongoing skill enhancement and development training to provide the highest quality of service and support. Canon �.. CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Canon Solutions America, Inc.'s service leadership (local, regional, and national) meet face-to-face with our customers on a quarterly basis to review customer care quality metrics and fleet performance metrics, and to strategize opportunities for change management or improvement. It is through these stringent performance standards and the commitment to our continuous improvement process that we confidently offer our Customer Satisfaction and Service Performance Guarantees and maintain the highest levels of customer satisfaction. Additionally, Canon Solutions America, Inc.'s Secure Account Management portal, myCSA, provides customers access to the tools to manage their account at their fingertips, saving them valuable time. Upon enrollment, customers can view device status, enter meter reads, place service requests, order contract supplies, and retrieve account information from any tablet, laptop, or desktop. Features include: • Business intelligence dashboard with usage information on devices • Submit meter reads and view meter read history • View,pay,and download open and closed invoices • Order/track supplies • Place/track service requests • Full catalog of Canon Solutions America, Inc. products and solutions to request a quote • Quick action buttons to order supplies, enter meter reads, request service, and remove devices • Update preferences and contact information • Tablet friendly Canon CANON SOLUTIONS AMERICA Outcomes and Performance Standards Canon Solutions America, Inc. Approach to Project Performance Canon Solutions America,Inc. uses a structured methodology to support our customers' needs. For the City of Miami Beach, this approach allows us to fully understand the dynamics of your initiative, understand the complex nature of the changes being proposed by your workforce and infrastructure personnel, and then develop a high level solution"Road Map" in order to right size your equipment and provide workflow solutions for your office locations that will improve the efficiency and effectiveness of your print and document management needs. To start, Canon Solutions America,Inc. will conduct an extensive workflow analysis of your current print environment, devices,volumes, operating costs,lease commitments,workflow process and key requirements in all areas of your organization. Rosemarie Bouza, your dedicated Canon Solutions America,Inc. Major Account Executive,and her experienced team,will visit your locations to gather important information about your print environment and the current state of your output devices. Once we've assessed your print environment, and gathered valuable information from each of your existing devices, Canon Solutions America, Inc. will be able to determine the amount of technology you need for your locations to achieve maximum performance from your print environment and assist your users and administrators to work more effectively. As well, the solutions you demand for document management will be addressed through this analysis and will be developed to simplify complex tasks and provide a high-level of security to secure your company's critical information. By conducting this analysis, we can provide you with the most effective placement of equipment, finishing requirements,and workflow solutions,based on your exact needs and goals. The next step of our methodology will be to create a plan based on your specific requirements; one that builds an optimal device environment and recommends improvements for your workflow processes. Once the plan has be reviewed and finalized by the City,we can then transition you from your existing environment to a new one that is designed for your print environment and can help towards your cost-saving goals. The City can be assured the hardware and software solutions we deploy in your locations will be structured with a well-planned implementation strategy by experienced professionals of Canon Solutions America, Inc. who have an in-depth workflow and product knowledge of your implemented solutions. Canon Solutions America, Inc. will be your partner. We will work with you continuously to make sure your print fleet is always optimally located,optimally running,and optimally managed,as well as ensuring that the technologies you use are the right choice for your organization through quarterly account reviews. We will remediate, add value to your print environment, and develop the plan and roadmap to achieve the optimized "to be" environment for your entire fleet of multifunctional devices, printers and document management needs for your entire organization throughout our partnership. We will consistently listen to you needs and implement solutions that meet your specific business requirements and provide you with the highest level of customer service you deserve. Canon CANON SOIUTIC)NS AME"ICA Schedule Canon Solutions America, Inc. Schedule Canon CANON SOLUTIONS AMERICA Solutions America,Inc. Company ABC Solutions America.Inc. Solutions America,Inc - - - Company ABC _ _ i Solutions America.Inc. Company ABC i Solutions America,Inc. Company ABC Solutions America,Inc. _ Company ABC Solutions America,Inc. Solutions America,Inc -• - - Solutions America,Inc -- -- -- Solutions America,Inc -- - 'Solutions America,Inc. Company ABC Solutions America,Inc. Company ABC Solutions America.Inc , Company ABC Solutions America.Inc. Company ABC Solutions America,Inc _ _ _ _ Company ABC Solutions America.Inc Company ABC Solutions America,Inc. Company ABC Solutions America,Inc. Solutions America,Inc Company ABC Solutions America,Inc. Solutions America,Inc. Company ABC Solutions America.Inc Solutions America,Inc. Company ABC Solutions America.Inc _ • Solutions America,Inc Solutions America.Inc. Company ABC Solutions America,Inc. Company ABC Solutions America,Inc - - - Sample Managed Print Services (MPS) Implementation Timeline Below is the sample project plan for the City of Miami Beach's Managed Print Services Program. DATE EVENT TBD Canon Solutions America, Inc. installs and configures data collection agent on central PC. TBD Data collection agent executes and collects print data for 30 days. 1 BD Canon Solutions America, Inc. analyzes print data and develops Managed Print Services proposal. TBD Canon Solutions America, Inc. and the City review proposal and associated recommendations. TBD The City approves proposal, completes required documentation, and executes contract. Within 3 days of project Canon Solutions America,Inc. conducts pre-installation site survey. initiation Within 15 days of project Canon Solutions America,Inc. installs technology where appropriate. initiation 90 days post Canon Solutions America, Inc. monitors results of implemented implementation solution. Approximately 100 days Canon Solutions America,Inc. conducts account review with the City. post implementation Ongoing Canon Solutions America, Inc. will conduct Account Review on a quarterly basis to ensure ongoing customer satisfaction. Quality Control and Risk Mitigation Canon Solutions America, Inc. Quality Control and Risk Mitigation At Canon Solutions America, Inc., we understand that your investment in our products and solutions is mission critical to your success. In order to meet your needs, we make significant investments in logistic systems, regional parts warehouses, and computer modeled technician inventories to help maximize uptime and minimize restore time for your equipment. Through extensive training for our field and support professionals, we ensure that all Canon Solutions America, Inc. technical employees are certified in the products and software they support. Additionally, they participate in ongoing skill enhancement and development training to provide you with the highest quality of service and support to help ensure your ultimate satisfaction. Quality Assurance for Technical Service Our service technicians are measured on machine reliability,not on the number of calls per day.As a result, customers are assured the maximum productivity time for their Canon equipment. In addition, our technicians are trained on the network support systems and software that drive Canon's sophisticated technology. For the customer,this means one service call, one technician. The Association of Technical Service Professionals (ATSP) program is designed by Canon U.S.A. to uphold the high performance standards intended to support the needs and expectations of Canon customers.The ATSP program provides assurance that its certified members have attained a level of knowledge and performance that is second to none in our competitive business. The program sets out strict guidelines to which service technicians must adhere; ensuring customers receive best-in- class service. Canon Solutions America, Inc. is proud of its high volume of certified professionals currently in our corporation. Customer Satisfaction Canon Solutions America, Inc. is committed to customer satisfaction. Our goal is to continually provide best-in-class sales, service, and support in order to ensure the level of satisfaction you deserve. Immediately following the completion of a service call, a customer satisfaction survey is sent via email to the contact person who placed the service call. In the event of an unsatisfactory survey, a follow-up phone call is placed by a Service Manager in an attempt at understanding how we may improve our service. Quality Assurance Checks Canon Solutions America,Inc. service managers conduct periodic follow-up inspections at customer locations to evaluate a service technician's recent performance and to ensure the customer is satisfied with the service. On these visits, the service manager completes a quality assurance form, which contains a customer satisfaction survey and a detailed equipment and parts analysis section. The technician is unaware of this follow-up inspection until he/she meets with the supervisor to review the results. Canon CANON SOLUTIONS AMERICA Quality Control and Risk Mitigation Canon Solutions America,Inc. HDI Support Center Certification In addition to the awards that the Canon products we offer have received, Canon Solutions America, Inc.'s Solutions Support Center has achieved HDI Support Center Certification. HDI is a part of UBM Tech, a division of UBM LLC, and is the global professional association for technical service and support professionals and the premier certification body for the industry. HDI offers the industry's leading certification program for technical support centers. This certification,valid for two years,was first achieved by the Solutions Support Centers in 2015. To verify the Solutions Support Centers' compliance with the HDI Support Center Certification Standard, Canon Solutions America, Inc. successfully underwent a thorough onsite renewal audit. Driven by a core belief in continuous improvement, every support agent, supervisor, and manager in the Solutions Support Centers strived to not only maintain the standards of the HDI Certification, but to exceed the results that merited the 2015 accreditation. Notably, the recent audit did in fact indicate significant improvement in the areas of Customer Satisfaction, Process and Procedures,and Performance—an impressive 12.8% overall score increase from the previous audit. Our service technicians are measured on machine reliability,not on the number of calls per day. Our support personnel are held accountable for the service statistics by which they are measured. All of our technicians are formally evaluated through an extensive suite of performance indicators related to speed of repair,quality of repair,and overall customer satisfaction. Preventative Maintenance We establish preventative maintenance schedules to aggressively address technical issues before they become an operational problem resulting in equipment downtime. Service technicians will perform a Complete Call Process in which they service the unit to a preventative maintenance standard each time the unit is repaired. They will clean all optics and remove, inspect, and clean all assemblies of the machine and its accessories. This Complete Call Process ensures a consistent level of service at all times. By addressing needs and problems proactively, our solutions will help reduce administrative burdens, streamline service delivery,provide active device monitoring, and contribute to improved operational performance within your organization. ISO 9001 Certification All of our manufacturing sites in Japan and our manufacturing and return center in Virginia are ISO 9001 certified. ISO 9001 is a part of a family of quality management standards; it ensures that the customer receives a quality product/service and that the organization complies with any regulations pertinent to those products/services. Extensive experience provides the specialized expertise needed to manage large and complex transitions. Based on Canon Solutions America, Inc.'s experience, the primary factors that can adversely affect an implementation include inadequate investment made in proper planning, inconsistent communication, and lack of effective senior management support, insufficient resource availability,and resistance to change among end-users. Canon CANON SOLUTIONS AMERICA Quality Control and Risk Mitigation Canon Solutions America, Inc. During the Planning phase of the project, Canon Solutions America, Inc.'s will proactively work with the City of Miami Beach to identify known risks that may pose a threat to the implementation, as well as the success of the overall program. We will develop mitigation plans for each identified risk, and should a risk occur,we will work with the City to minimize the adverse impact. Canon Solutions America, Inc. understands that a successful change management plan consists of training and communication,in addition to the following • Ensure key stakeholder understanding and buy-in • Managing and aligning expectations • Anticipating resistance to change • Measuring success of the newly designed procedures • Issue tracking and resolution • Knowledge transfer • Account management • Promoting and supporting a high performing project team Canon has developed a comprehensive program that supports implementation goals by educating end users regarding device features that minimize both their environmental impact and costs. One of the unique aspects of-Canon Solutions America, Inc. is that we take a portfolio approach to account management. Our Sales Team is comprised of Account Executives who are responsible for only a handful of accounts; therefore, their involvement with the customer does not end at contract signing. Our Account Executives manage the account throughout the life of the relationship. This approach allows us to maintain constant focus on each customer through Single-Point-of-Contact accountability. Our Account Management approach is to provide an Account Team from the pre-sale process to the end of the contract. The Account Team will support the City during the implementation phase of our relationship and involve additional Canon resources as necessary. Our Account Team consists of a diverse group of industry experts from our Sales, Service, and Solutions Support teams.This cross-functional approach allows us to ensure our design will be successfully implemented and accepted by the end-user population.Additionally, by providing our customers with a full Account Team throughout the life of the agreement,we can ensure that the knowledge of the City account will be carried over throughout each phase of our relationship; creating continuity and further growing our relationship. Canon CANON SOLUTIONS AMERICA Service Level Agreement Canon Solutions America, Inc. Service Level Agreement Once you have made an investment in Canon technology, you will want to protect that technology and maximize its usefulness with certified technical support. A Canon Solutions America, Inc. service agreement is the most cost-effective approach to maintaining the highest level of quality.The advantages to a Service Contract include: • One fee for contract—no unexpected charges • Minimal downtime • Peak performance levels • Maximum quality • Fewer work interruptions • Faster service • Minimal waste Maintenance For all installed multifunctional devices, Canon Solutions America, Inc. will provide routine preventative maintenance and emergency break fix services to keep the equipment in good working order and performing up to the manufacturer's performance standards in accordance with the Canon Solutions America, Inc. Maintenance Agreement. Canon Solutions America, Inc.'s full service maintenance will include the following • All toner and repair parts (genuine Canon parts only), labor, and transportation charges utilizing OEM parts direct from the manufacturer (see contract for specifics) • Direct hire, OEM factory-trained service technicians will seamlessly install leading-edge digital technology and provide superior analysis and support services • Preventative Maintenance to keep machines performing at peak levels • Meter reads automatically retrieved and sent directly to Canon servers remotely • Software licenses and support • Help Desk to cover a wide spectrum of hardware, software, network connectivity, application, and workflow issues Included Supplies and Billable Supplies Parts, Labor,Toner, and Staples are included with Service Agreement. canon CANON SOLUTIONS AMERICA Service Level Agreement Canon Solutions America, Inc. Minimum Service Response Times/Uptime Guarantee Response Time - MFD Onsite response time for maintenance, repairs, and support shall occur within the following days and times: • Normal Business Hours: Monday through Friday 8:30 AM to 5:00 PM (excluding CityCanon Solutions America holidays) response within fleet average time of three (3) hours of notification by the City. • Weekend Coverage: Saturday through Sunday (including Monday on long holiday weekends), response time shall be within fleet average time of four (4) hours of notification by the City,and shall also be required for special events upon notification by the City. • Exceptions to Weekend Coverage: A critical response fleet average time of two (2) hour shall apply on weekends to include all Fire Houses, Emergency Operations Center, Mayor's Office and Police Department Station and sub-stations,upon notification by the City. After normal business hour coverage would be subject to Canon Solutions America standard charges. Response Time —MPS For all of customer's U.S. locations, Canon Solutions America, Inc. response time for MPS is next business day. Response time, as noted above, shall be calculated from the time the customer call is placed with our Dispatch Department, until the time the Technician arrives at the individual location. Response times are calculated between 8:30am and 5:00pm, Monday through Friday, excluding Canon Solutions America, Inc. holidays. For the individual location which has multiple machines and active service calls, the Technician's arrival shall stop the response time calculation for all open service calls at that location. Uptime - MFD Canon Solutions America, Inc. will commit to a fleet average uptime of 95% over the 4 fixed quarterly intervals per year, for devices within Canon Solutions America, Inc.'s Servicing Territory. (Excludes devices with rated speeds of 105ppm or greater) Canon Solutions America, Inc.'s regular hours of operation are from 8:30-5:OOpm Monday-Friday, excluding Canon Solutions America,Inc. Holidays. Uptime Penalty - MFD Failure to meet the above commitment(s) will result in the following reduction in charges, i. If Canon Solutions America, Inc. does not meet the above average uptime commitment(s) for the quarterly period for the total aggregate machine population, a 5% reduction for all covered and excess per image charges on the effected device(s) for the quarter will be credited to your account in the subsequent quarter. ii. All reductions in charges shall be requested by you in writing within 30 Canon CANON SOWTIONS AME Service Level Agreement Canon Solutions America, Inc. days after the quarter end and will be credited to your account in the subsequent quarter, provided that you are in compliance with the terms and conditions of this Agreement, including but not limited to your payment obligations to Canon Solutions America, Inc. pursuant to this Agreement. iii. Such credits,which shall be applied by Canon Solutions America, Inc. upon your written request, shall be your sole and exclusive remedy for any failure by Canon Solutions America,Inc. to meet the above uptime commitment(s). The maximum credit with respect to any particular machine's fixed maintenance and click charges in any quarter shall be 5%. Uptime - MFD We do not measure Uptime or Downtime statistic with MPS. Availability of Service As a sales and service subsidiary of Canon U.S.A., Inc., Canon Solutions America, Inc. is part of a larger support network and can provide extensive support to you. Our service and support division is the backbone of our company's success. At Canon Solutions America, Inc. we take great pride in our comprehensive support structure which allows our customers to enjoy a blanket of technical service coverage that ensures their ongoing satisfaction. Geographic Reach Canon Solutions America, Inc. provides geographic coverage in major metropolitan areas throughout the United States. Each region is supported by a comprehensive web of service professionals who provide best-in-class technical support to our growing base of customers. Beyond these critical regions, a network of Canon-authorized service companies stands ready to support your needs. All servicing entities must adhere to strict performance guidelines and must be fully certified to provide technical assistance on your Canon product. The strength of the Canon service delivery program is the over 1,000 locations across the United States who are all certified to meet Canon standards. There are over 7,500 factory-trained technicians who help solve technical and equipment problems wherever your site may be. All authorized service centers are required to submit a detailed business plan describing prospective territory and staffing plans as well as financials. They must agree to use only genuine Canon parts, and they must consent to unscheduled observations by Canon management. Service Hours Canon Solutions America, Inc.'s standard service hours are Monday through Friday, 8:30AM to 5:00PM, excluding weekends and holidays. Extended Service Hours Canon Solutions America, Inc. offers the flexibility of extended service hours. Should you require service outside of the scope of our standard service hours, we can accommodate your request by contracting on a device or location basis as required. We can also provide a dedicated technician to Canon CANON SOLUTIONS AMERICA Service Level Agreement Canon Solutions America, Inc. be on standby, should you have critical uptime or volume issues. Extended service is not available in all locations. Service Requests and Alerts There are multiple options for placing a service call. Customers may place a service call by: • Calling the toll-free number located directly on their Canon equipment. • Placing a request online at http://www.csa.canon.com. • Via their myCSA account. myCSA is a self-service portal available 24 hours a day, 7 days a week that provides an efficient way to handle day-to-day functions related to your Canon devices. Upon enrollment you can take advantage of the many features of myCSA, such as the ability to view your current fleet status, entering Meter Reads, placing Service Requests, Ordering Contract Supplies* and retrieving account information from any tablet, laptop, or desktop. myCSA works seamlessly with imageWARE Remote, so you can easily request service for your equipment online. You can also check the status of active service requests as well as review closed requests. *requires an active service contract with Canon Solutions America,Inc. imageWARE Remote is firmware that is embedded in our imageRUNNER products. The function of imageWARE Remote is to automatically provide accurate meter reads without the need for customer intervention. It reduces administrative costs and increases accuracy. The meters are automatically read every day for the most up-to-date reporting capabilities. The Service Monitoring portion of this tool automatically notifies our Dispatch Department of a hardware/software error. This feature allows our Dispatch Representatives to proactively call the customer to confirm that service is required. The imageWARE Enterprise Management Console delivers an easy-to-use centralized point of control for all devices installed across your organization. This expandable console helps reduce downtime by directing low toner, paper jams, and device management alerts via email messages to the designated resource(s) within your organization. It's designed for easy implementation and simplified expandability. Help Desk Triage Canon Solutions America, Inc.'s delivers the remote technical support needed to resolve disruptive workflow issues quickly, so critical systems can resume normal operations as soon as possible. Our Help Desk services provide a single point of contact for all incidents and service request. • Help Desk availability from 8:30AM to 8:00PM EST Monday to Friday • Toll-free phone and email access to support staff • Dispatch service • Call logging and ticket generation • Incident management Canon ... CANON SOLUTIONS AMERICA Service Level Agreement Canon Solutions America, Inc. • Escalation management • Extended Help Desk support 24/7/365 available* *24/7/365 Extended Solutions Support is currently available for unsFLOW, Therefore,IRIS,and IDEAS enterprise solutions ony. The Help Desk covers a wide spectrum of hardware, software, network connectivity, application, and workflow issues. It is the interconnectivity of these areas that sometimes creates challenging scenarios that require intelligent troubleshooting. The Help Desk is uniquely qualified to provide that type of assistance. Help Desk services are delivered via the National Technical Support Center's (NTSC) customer helpdesk with escalation to Canon U.S.A. and partner support desks, if necessary. With expert assistance, Canon Solutions America, Inc. delivers the remote technical support you need to resolve issues quickly. Service Escalation For technical issues that require further escalation, we have a rigid escalation process to ensure minimum downtime and maximum productivity. Supplies Replenishment The City of Miami Beach may call the toll-free Customer Service Department to speak to a Customer Service Representative who will place the supply order. This Department is available Monday through Friday, 8:30AM to 8:00PM EST to accommodate our customers with offices nationwide. This toll-free number is located directly on the Canon equipment. The representative will verify a contact person, address, and serial number, inquire about the number of toners needed, and provide a confirmation number. The City may also place a supply order via myCSA, a web-based account management tool included with an active Canon Solutions America, Inc. service agreement, and online at http://www.csa.canon.coni. At the City's request, Canon Solutions America, Inc. can maintain a standard stock of parts and supplies onsite, provided there is a secure location for storage. Maintaining a consistent supply of toner and additional supplies onsite maximizes uptime of your Canon equipment. Meter Read Management Canon Solutions America, Inc. offers a variety of meter reading submission methods. The City may submit them manually by calling our toll-free Customer Service Department;however,we encourage you to use our automated submissions tools, myCSA and imageWARE Remote, which are free of charge. Service Technicians Through thousands of certified field service engineers nationwide, our service organization utilizes a single "Total Service Process." Our customers have access to local, regional, and national level engineers ensuring full Service Level Agreement compliance regardless of location. Mobile Canon CANON SOLUTIONS AMERICA Service Level Agreement Canon Solutions America, Inc. technology allows our field technicians and industry certified engineers to handle customer calls quickly and efficiently,minimizing your downtime. Canon Solutions America, Inc. service technicians average 15 years' experience and are factory trained on Canon's equipment as well as the network support systems and software that drive its sophisticated technology. Our primary service objective is to resolve the problem on our first visit and eliminate the need for additional calls for the same problem. To accomplish this,our service organization: • Offers unparalleled manufacturer direct service and support • Delivers an average response time of four hours • Utilizes a state-of-the-art Automated Dispatching System: o Live person responds to caller o Service technician receives text page with customer information o Service technician calls customer with expected arrival time and, if applicable, troubleshooting occurs over the phone Our service technicians are measured on machine reliability— not on the number of calls per day. As a result, customers are assured the maximum productive time for their Canon equipment. For the customer this means one service call,one technician. All new technicians attend an extensive new hire training program called Printing and Digital Imaging Foundations (PDIF),which provides the technicians the tools to maintain, troubleshoot, and repair Canon products. During this time, the new hire service technicians receive classroom- based training and hands-on training in the field. The technician, upon successful completion, is certified on a specific Canon model, which is based on territory demand, and has received critical skill courses that enable him or her to be a successful service technician in the field.The critical skills portion of their training includes the following Customer Satisfaction Skills, Basic Network Install, Complete Call Process, Troubleshooting, Communication, and Technology. Ongoing product training and certifications are provided continually and are based on new technology and field territory growth. The Association of Technical Service Professionals (ATSP) program is designed by Canon U.S.A. to uphold the high performance standards intended to support the needs and expectations of Canon customers. The ATSP program provides assurance that its certified members have attained a level of knowledge and performance that is second to none in our competitive business. The program sets out strict guidelines to which service technicians must adhere, ensuring customers receive best-in-class service. Canon Solutions America, Inc. is proud of its high volume of certified professionals currently in our corporation. Canon CANON SOLUTIONS AMERICA Service Level Agreement Canon Solutions America, Inc. Preventative Maintenance We establish preventative maintenance schedules to aggressively address technical issues before they become an operational problem resulting in equipment downtime. Service technicians will perform a Complete Call Process in which they service the unit to a preventative maintenance standard each time the unit is repaired. He/She will clean all optics and remove,inspect,and clean all assemblies of the machine and its accessories. This Complete Call Process ensures a consistent level of service at all times. Service Loaner - MFD Canon Solutions America, Inc.'s experience has shown that the benchmark for a loaner to be issued has been 16 consecutive business hours. The reason for this time frame is that in the majority of cases we have been able to remedy the problem with the inoperable machine. In the event that an item of equipment is inoperable for a period in excess of sixteen (16) consecutive business hours, Canon Solutions America, Inc. will deliver a loaner unit, upon customer's written request, until the item is restored to good working order. The loaner remedy excludes machines with rated speeds of 110 pages per minute or greater,imagePRESS and CLC color machines. Replacement Guarantee - MFD If you are not satisfied with the performance of your Canon or Océ brand product, upon your written request, Canon Solutions America, Inc. in its sole discretion will repair or replace the product with a like unit with equivalent capabilities. Prior to replacement Canon Solutions America, Inc. shall have 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 Canon Financial Services, Inc. Lease, if longer, provided you are not in default of this Agreement and such maintenance services have not been canceled or terminated. Quarterly Reviews Canon Solutions America, Inc. takes a proactive approach to customer service. We prefer to anticipate your needs and to identify opportunities for process improvements. As part of this, we will perform quarterly account reviews with you where we will survey: • Number of devices on the account • Uptime • Response time • Volume of output • Billing issues • Upgrade and downgrade opportunities (Right-sizing opportunities) • Additional ways to reduce spending associated with your printing • Cost,design,implementation,and management strategies • Current and future technology investments that can lead to additional cost savings canon ..... CANON SOLUTIONS AMFC;C". Service Level Agreement Canon Solutions America, Inc. Cycle Clinic Predictive Maintenance Program (CC - PDM) Mission Statement Increased Customer Satisfaction utilizing revolutionary product design improvements that will significantly improve unscheduled downtime,minimize machine failure and maximize copy quality. Benefits of Performing CC-PDM: • Higher First Call Fix Ratio % (FCFR) _ • Increased Uptime. Machine will run more efficiently and have less problems related to durable failures. • Increased Mean Copy Between Visits (MCBV) • Fever Emergency Service Calls • High Customer Satisfaction Callon CC-PDM Workflow r Machin¢Std Parts over Situtilizes lMln;Mac cc Tool Pi TError:..n!! ill Orsc'eel error. am CC-PDM Thresholds ea s and far -ertls to LGW _ CC SGneduang Tool ! = s�:.c_^ -, Ser1 ice Manager rnapeAARE ICD-PDM Call& I^i¢mcte Data .... Service History rntormarion trom sent weer] 16 hours Dispatch ^— M ll $.4 —' ! Technlctan Schedules 140 Visit with c isstorner Canon Rtukiuncbon &Performs cc-PGM cc" : •eceivea CC-PDM Device(rAFa) ._ � . canon CANON SOLUTIONS AMERICA Value-Added Services Canon Solutions America, Inc. Value-Added Services Canon Solutions America, Inc. is a Canon U.S.A., Inc. company providing integrated systems technology that comprises one of the strongest solutions portfolios in the document management industry. Our unique and successful heritage is built upon an ability to offer unprecedented levels of service and support. As a leader in the office equipment industry, Canon Solutions America, Inc. can show you levels of productivity and performance that once seemed unattainable. Whether it's through our world- renowned networked office systems, graphic systems, copiers, printers, scanners, or fax machines, we provide the technology and the support you need to move into the future. Canon Solutions America,Inc. stands apart from the competition for a numbers of reasons: • Single Source Solution Provider • Canon U.S.A. Company • Best-in-Class Technology • Global Reach with Local Flexibility • National Technology Solutions Center • Financial Strength • Commitment to Excellence and Social Responsibility • Commitment to Quality • Benchmark Value from a Financial Perspective • Forward-Thinking Program Management • Complete Coverage • Ability to Respond to Service Needs • Discovery Capability As a sales and service subsidiary of Canon U.S.A., our solutions are supported by a service organization whose break-fix capability continues to achieve better than industry results against key performance indicators. Our service and support division is the backbone of our company's success. At Canon Solutions America,Inc. we take great pride in our comprehensive support structure which allows our customers to enjoy a blanket of technical service coverage that ensures their ongoing satisfaction of their devices. Beyond the technical professionals in the field there is a web of support specialists and systems capabilities that create tremendous service efficiencies that are passed on to the customer. One of the most significant advancements in our service offerings is our experience in professional services. Canon and its partners offer industry-leading solutions designed to meet a wide range of challenges. To help maximize the potential of our customer's investments in office technology, Canon offers a Canon Value-Added Services Canon Solutions America, Inc. professional team of engineers, project managers, and solutions consultants who can help your organization implement and integrate the right technology to meet your business goals. Canon brings together advisors who can examine your current situation, offer recommendations, and implement plans to help secure and optimize your paper and digital document processes. Canon technology draws upon a large area of expertise as it is the most diversified of all the manufacturers in the industry. Known for technological innovation, Canon is consistently at the top of the list for Research and Development investments and patent awards compared to its competitors. It is for this reason that Canon is able to consistently break new ground and bring to the market productivity enhancing technologies year after year. Devices will continue to converge and information will be managed in entirely new ways on entirely new platforms from now and into the future. Canon is a technology leader and is well positioned in the document management industry. Exceptional support capabilities, extensive implementation experience, employee training and education, expanded help desk and consultation, coupled with the comprehensive portfolio of solutions for which Canon is known for, positions Canon Solutions America, Inc. as a respected leader in this space. Canon Inc. office equipment is the #1 brand in the industry. Being#1 is not enough to partner with any company. It does, however, provide assurance that the technology is widely accepted and utilized in the ever-changing world of business. Staying ahead of the technological curve requires a commitment to excellence that never ceases from research and development to manufacturing and marketing. Canon receives numerous awards and recognition from top industry analysts and holds leadership positions in key segments of the office imaging market. When choosing Canon, you can be assured that you are partnering with a company that delivers leading technologies across a range of markets to help ensure your success for today and tomorrow. Commitment to Research and Development (R&D) is a clear indication of Canon's dedication to developing leading-edge technology. Canon Inc. invested 8.9% of its revenue in R&D in 2016 which exceeds such spending by key competitors. A large portion of Canon's R&D investment goes toward the development of software technology and peripheral utilities, which embrace Canon's core business — print engine technology. Canon also focuses R&D efforts on standard device architecture,network management,network productivity,and total cost of ownership. Canon Solutions America, Inc. is committed to customer satisfaction. Our goal is to continually provide best-in-class sales, service, and support in order to ensure the level of satisfaction you deserve., Canon CANON SOLUTIONS AMERICA it O.' Y a roor 4.410,,,,4 N.7''' .: # .. -, r �r.a 1 ,a I _ 11111111111111r 1111.111.111.1111111111..= 1 TAB2 OPERATIONS AND /IL , MAINTENANCE PLAN i . . j 4 taj r 74 Cation CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. Operations and Maintenance Plan Monitoring and Managing Implementation Schedules To help maximize the potential of our customer's investments in office technology, Canon offers Professional Services,a team of engineers,project managers,and solutions consultants who can help your organization implement and integrate the right technology to meet your goals. Led by your 'main point of contact, Major Account Executive Rosemarie Bouza, our advisors can examine your current situation, offer recommendations, and work with you to devise efficient transition plans to help ensure a streamlined implementation processes. Ongoing Training and Continuous Improvement Approach imageRUNNER ADVANCE eLearning In today's fast-paced world, time is of the essence. Convenience, flexibility, and simplicity are the key to value when it comes to any service, especially training on a new system. That's where imageRUNNER ADVANCE eLearning comes in. Canon Solutions America,Inc.'s imageRUNNER ADVANCE eLearning program provides web-based training and is available exclusively through Canon Solutions America, Inc. The eLearning training will provide your employees with the convenience and flexibility of anytime, anywhere training available to them, 24x7. eLearning offers unlimited access for the duration of your equipment lease (or five years from installation of purchased devices), allowing employees to learn at their own pace and focus on the topics of most value to them. Additionally,the benefits of eLearning include: • Simple course navigation • uick application of device capabilitiesEND Q pP p $ i C7� LIO..,.,..�.._ • Onsite access from your location _� .... ■ W -- c► ,. I • Cost-effective training resource • Training opportunity for new employees 111. s 4 '-- Course topics include: • Replacing consumables ~� • Paper loading and registration • Control panel navigation • Copying, faxing, scanning,printing,and more The City users learn by watching short animated videos with voiceover to guide them through each lesson, step-by-step. A Closed Caption feature can be used in quiet environments or to assist hearing-impaired associates. The course structure accommodates different learning styles; users can go through the course chapter-by-chapter or use the table of contents to quickly jump directly to Canon CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. topics that pertain to their job. Quick links are always available to provide access to the most frequently requested lessons. Continuous Improvement Approach We maintain your fleet with stringent quality assurance standards and service level agreements and by Canon factory-trained and certified service technicians contributing to your goals as a Single Source Solutions provider. As part of our quality assurance program, our technicians perform regular, routine preventative maintenance on your devices. Additionally, Canon Solutions America, Inc. service managers conduct periodic follow-up inspections at customer locations to evaluate a service technician's recent performance and to ensure the customer is satisfied with the service. By addressing needs and problems proactively, our solutions will help reduce administrative burdens, streamline service delivery, provide active device monitoring, and contribute to improved operational performance within your organization. Canon Solutions America, Inc. conducts customer satisfaction after an onsite visit to assess your satisfaction with our service. This information will be used to adjust and improve Canon's service standards. Our Help Desk also conducts customer satisfaction surveys after each service call to evaluate your satisfaction with our service.These surveys are completely electronic via email. Staffing Plans to Fully Support the City of Miami Beach We will develop a competent, collaborative and systematic management strategy while addressing your needs for a cohesive single point-of-contact. Your single point-of-contact, Major Account Executive Rosemarie Bouza, will manage various Canon resources to ensure smooth and timely delivery, installation, systems integration, and monitoring of our performance against established service level agreements and cost data to measure our solution's effectiveness. Canon Solutions America, Inc. has a robust support infrastructure comprised of pre- and post- sales analysts,production specialists,vertical industry specialists and imaging solutions specialists to name a few. These professionals are here to help you attain higher levels of productivity through such advanced capabilities as workflow analysis, implementation support, systems and software training, remote technical support,mentoring programs,pre-and post-sales analysis. Preventative Maintenance Plan (Procedures and Schedules) Our service technicians will perform a Complete Call Process in which they service the unit to a preventative maintenance standard EVERY time the unit is repaired. The technician will clean all optics and remove, inspect, and clean all assemblies of the machine, the machine parts and its accessories.The Complete Call Process ensures a consistent level of service at all times. Additionally,the technician will ensure that: • Parts are replaced automatically as they reach their lifecycle • Depleted Consumable parts are replaced,if possible Canon CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. We will conduct preventative maintenance upon request provided the customer is anticipating running a large job. During preventative maintenance,the servicing technician will: CLEAN OPTICS: • Clean the copy board glass, slit glass,mirrors, Contact Image Sensor(CIS) and lens • Clean and lubricate rails if needed REMOVE INTERNAL ASSEMBLIES: • Remove drum,developer,and cleaning assemblies • Clean the internal cavity of the machine • Clean any pre-conditioning lamps and the dust-proof glass INSPECT,CLEAN,LUBE INTERNAL ASSEMBLIES: • Check and clean the assemblies you've just removed • Replace components that are worn • Empty waste toner container CORONAS—CHECK SPECIFICATIONS: • Clean or replace corona wires/rollers based on their condition INSPECT PAPER FEED AND DUPLEX UNIT: • Clean or replace feed rollers. (Replace rollers as a SET) • Clean any sensors and inspect sensor flags INSPECT FIXING AREA: • Clean the thermistor • Check the fixing rollers,web, fixing films,blades,oil applicators,cleaning rollers and claws replace when necessary (Replace claws as a SET) MACHINE REAR: (Plug the unit back in) • Clean/replace dust and ozone filters • Inspect fans and clutches;verify that they operate correctly FINAL OPERATIONS CHECK: (Utilize all Paper Sources) • Run copy samples and the job that the Contact used to identify the issue • Test the accessories to verify that they work correctly • Ensure that all mandatory modifications are completed • Reset service mode durables and consumable counters for web,paper feed,waste toner,etc. (Only for parts replaced or waste toner emptied) Canon CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America,Inc. CLEAN EXTERNAL: • Clean all internal and external covers and panels COMPLETE ALL DOCUMENTATION: • Complete and make copies of documentation,including Service Log data,P-Print, Configuration Page/User Data List,Jam/Error History and D-Print CONCLUDE CALL: • Inform customer of the repairs rendered • Give customer the opportunity to test the machine • Request Customer's signature on the FSR and provide them a copy Our parent company, Canon U.S.A., does not publish preventative maintenance schedules based on number of impressions. Rather preventative maintenance is based on individual part usage and performed on every call as part of our Complete Call Process. The approximate number of hours to perform a complete call is one hour. Troubleshooting and Corrective Maintenance (Repair Requirements) As part of our overall maintenance program, our technicians will be dispatched to resolve technical issues which cannot be handled over the phone. Initially, our service technician will attempt to troubleshoot and resolve the technical issue over the phone. If onsite service is necessary, our service technician will be immediately dispatched to your location. Our standard service hours are Monday through Friday 8:30am — 5:00pm EST, excluding weekend and Canon Solutions America, Inc. holidays. When a service call is placed,it is routed to the appropriate person-at Canon Solutions America,Inc. who will attempt to resolve the issue within twenty-four hours. Each Canon Solutions America, Inc. branch location has a designated Escalation Specialist who focuses on service-related issues that require further attention. He/She conducts regularly scheduled meetings with the local service department to determine a resolution to any current service problem. If necessary, our parent company, Canon U.S.A., participates in these meetings to provide further direction on how to resolve the issues. The City of Miami Beach can anticipate improved productivity through maximized"uptime" of your copier equipment,improved Mean Copies between Failures (MCBF) and improved overall end-user satisfaction. In addition, our state-of-the-art computerized dispatch system can forecast and generate dedicated preventative maintenance service visits. These visits are forecasted based on period of time and/or volume from the last service visit, regardless of the reason. It is through the combination of our preventative maintenance policy/practices and unique systems capabilities that we ensure that all contracted equipment meets or exceeds customer performance expectations. canon CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. Availability of Parts and Supplies Canon Solutions America, Inc.'s Parts Representatives manage a full parts room with all required parts for equipment serviced by our team and the manufacturer. They also manage the service technicians' "car stock,"allowing them more time in the field. In the unlikely event that a part is not available in your local parts facility, we maintain locally staffed parts rooms in major metropolitan areas throughout the U.S. The Canon "electronic parts network" allows for delivery of any part over night from anywhere in the continental U.S. Technicians carry only genuine Canon parts. We employ a systematic approach to controlling stock inventories and usage in the field. This system of notifications and approvals is known as the W23 Technicians Parts Approval Process. As part of this process, the Technician Inventory Report (min/max planning report) is required to be reviewed and adjusted by the Branch Service Manager a minimum of once a quarter. This process provides you with the part you need when you need it so that your machines are up and running with minimal downtime. Response Times to Service and Supplies Orders We understand that machine downtime can be harmful to our customers'businesses, so we strive to exceed service call response time expectations. Generally,our basic service standards are as follows: • Time between call placed and technician dispatched: Immediately • Time between technician dispatched and technician responds to customer via phone: Less than one hour • Fleet average time between when customer placed call and technician arrived onsite: Four hours • Average time to service equipment: One hour on all equipment • Average repair time after receiving original request for maintenance: One business day The City may call the toll-free Customer Service Department to speak to a Customer Service Representative who will place the supply order. This Department is available Monday through Friday, 8:30AM to 8:00PM EST to accommodate our customers with offices nationwide. This toll- free number is located directly on the Canon equipment. The representative will verify a contact person, address, and serial number, inquire about the number of toners needed, and provide a confirmation number. The City may also place a supply order via myCSA, a web-based account management tool included with an active Canon Solutions America, Inc. service agreement, and online at http://www.csa.canon.com. At the City's request, Canon Solutions America, Inc. can maintain a standard stock of parts and supplies onsite, provided there is a secure location for storage. Maintaining a consistent supply of toner and additional supplies onsite maximizes uptime of your Canon equipment. Canon . - CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. Performance Monitoring and Metrics, including Periodic Reports to the City At Canon Solutions America, Inc., we understand that your investment in our products and solutions is mission critical to your success. In order to meet your needs, we make significant investments in logistic systems, regional parts warehouses, and computer modeled technician inventories to help maximize uptime and minimize restore time for your equipment. myCSA myCSA provides a simple,and convenient solution to managing your devices online. The Secure Account Management Portal is a self-service utility available 24 hours a day, 7 days a week that provides an efficient way to handle day-to-day functions related to your Canon devices. Upon enrollment,you can take advantage of the many features of myCSA such as submitting meter reads, placing service requests, ordering contracted supplies*, and retrieving account information. *requires an active service contract with Canon Solutions America,Inc. imageWARE Remote Remote Service Diagnostic System imageWARE Remote is firmware that is embedded in your imageRUNNER devices. This advanced communication system delivers vital device information from your equipment to our service department in order to provide you with proactive service so the City is able to conduct your daily business more effectively. imageWARE Remote consists of two components: • imageWARE Remote Meter Reading — collects meter reads automatically from your imageRUNNER devices • imageWARE Remote Service Monitor—provides information about device status, error notifications and statistics about parts lifetime and consumables Both of these service components (imageWARE Remote Meter Reading and imageWARE Remote Service Monitor) use the same underlying technology to capture information from your device(s) and transmit information regarding hardware and software errors to our Dispatch Department. When imageWARE Remote is activated on a device, imageWARE Remote will be able to deliver meter information as well as immediate notification of errors, toner alerts, and jams via e-mail alerts to Canon Solutions America, Inc. without the need for customer intervention. These notifications are designed to be accurate and contain sufficient data for Canon Solutions America,Inc.'s Dispatch Department to proactively call the City to confirm that service is required on the device(s) and to make a decision to have a technician dispatched to your location(s). By addressing the problem proactively, Canon Solutions America, Inc. can take action to handle issues before it is either noticed or experienced by your organization. imageWARE Remote reduces Canon CANON SouuitONS AMERtrA Operations and Maintenance Plan Canon Solutions America, Inc. administrative burdens, streamlines service delivery, provides proactive device monitoring, and contributes to improved operational performance within the City. imageWARE Enterprise Management Console Canon's imageWARE Suite of utilities includes imageWARE Enterprise Management Console (iEMC), a web-based application capable of installing and managing Canon networked systems on most customer networks. • Monitor device conditions (jams,paper level,toner,etc.) • Monitor any job on the network • Platform independent utility • Deliver administrator alerts Monitoring ability includes: • Remote device status • Jobs in the queue • Job status/error messages • Paper levels by drawer • Paper drawer configuration (paper size) • Counter information (meter readings—includes breakdown of color versus black and white) • Key contact information by device (allows for automatic email notification to key contacts when problems occur) For added convenience,iEMC is also capable of monitoring third-party printers complying with the standard printer MIB, thereby consolidating network device management via one utility. Using the map view feature of iEMC, administrators can create logical representations of their actual printing environments. iEMC ships standard with all Canon imageRUNNER products. While the iEMC comes free with an imageRUNNER or Color imageRUNNER device, the implementation of the solution is fee-based. Quarterly Account Reviews -The City will be entitled to a quarterly business report (QBR) review discussion to review expectations, charges, print volume data and recommendations for further optimization of the print environment. Our QBRs cover areas beyond service reports and invoicing. In the City's case, we would focus on aging equipment to help control operating cost, product movement implementation when necessary, firmware updates to stay current, strategies toward continuous improvement, and new technologies in both equipment and software. For every QBR we conduct, we confirm if we are achieving your benchmark expectations as originally agreed upon. If ever we fall below your expectations, we will be able to respond immediately towards correction instead of waiting for issues to develop into problems. Canon CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. In addition performing quarterly account reviews, Canon Solutions America, Inc. offers a variety of reporting features. We can also provide customized reports to meet your company's specific requirements. Other formats can be prepared based on your request. Quarterly Management Report — This report will summarize all activity on a quarterly basis. It provides detailed information on the following topics: • Equipment volume • Equipment relocation • Volume trends Monthly Machine Volume Report Trended 12 Months — This report provides a rolling 12- month copy volume history for each piece of equipment.This report tracks the actual volume versus the rated volume for any given machine and pinpoints any potential user concerns and equipment issues sorted by location. Machine Uptime Report—This report details percentage"Uptime" for each piece of equipment. Quarterly Service Call Report — This report describes the average response time for all Maintenance Requests within the reporting period. Quarterly Usage Report — This report provides maintenance usage and toner requirement calculations sorted by location. Excessive Visit Report—This report provides details on machines that require additional attention and therefore specific action schedules. myCSA - Customers may view and sort account information through myCSA, a web-based tool available to all Customers with an active Canon Solutions America, Inc. contract. myCSA allows the Customer to sort account information by serial number, model number, and requisition number. Customers can then view active service calls and service call history and sort the data by the service call issue, such as paper jam and preventative maintenance. Universal Login Manager - Universal Login Manager provides the ability to download a Rich Internet Application for tracking the usage of devices via the Usage Tracker. The Usage Tracker collects job log data from up to 10 registered devices,and collects print, copy,and scan activities per user or per device,including transaction costs. Proximity of Local and Regional Suppliers, including Standard Lead Time for Orders Canon Solutions America, Inc. provides geographic coverage in major metropolitan areas throughout the United States. Beyond these critical regions, a network of Canon-authorized service Canon CANON SOLUTIONS AMERICA Operations and Maintenance Plan Canon Solutions America, Inc. companies stands ready to support your needs. Canon's service delivery program spans over 1,000 locations and over 7,500 factory-trained technicians to help solve technical and equipment problems wherever your site may be. Most equipment problems have relatively few causes. Knowing this, we have pushed our parts inventory as close to you as possible. We maintain Regional Distribution Warehouses across the U.S. for machines,parts,and supplies distribution nationwide. The City may call the toll-free Customer Service Department to place the supply order. This Department is available Monday through Friday, 8:30AM to 8:00PM EST to accommodate our customers with offices nationwide. This toll-free number is located directly on the Canon equipment. The City may also place a supply order via myCSA, a web-based account management tool included with an active Canon Solutions America, Inc. service agreement, and online at http://www.csa.canon.com. At the City's request, Canon Solutions America, Inc. can maintain a standard stock of parts and supplies onsite, provided there is a secure location for storage. Maintaining a consistent supply of toner and additional supplies onsite maximizes uptime of your Canon equipment. The standard turnaround time for regular domestic supply orders placed before noon EST, is approximately two days. Canon Solutions America,Inc. can ship emergency deliveries via overnight or same day mail; however, the City would be responsible for standard delivery fees. Canon CANON SOLUTIONS AMERICA Account Team Overview Canon Solutions America, Inc. Account Team Overview PROPRIETARY AND CONFIDENTIAL Robert Chain Director, Branch Sales II Office: 561.912.1384 rchain@c sa.canon.com The Branch Sales Director supervises and coordinates operational transition from sales through implementation, installation, training and account management. Robert Chain is available any time his input is required.The Branch Sales Director reports directly to the Regional Sr.Director. Larry King Sales Manager Office: 305-231-1084 lkingacsa.canon.com The Sales Manager supervises and coordinates operational transition from sales through implementation, installation, training and account management. Larry King is available any time his input is required. The Sales Manager reports directly to the Branch Sales Director. Rosemarie C. Bouza Major Account Executive Office: 305-231-1092 Email:lking@a,csa.canon.com Rosemarie Bouza, your current Major Account Executive for the City of Miami Beach— Central Services Division, will also be the main point of contact and support person for the City of Miami Beach. Her primary responsibility is to handle any customer concerns and to ensure your objectives are met on all levels. Rosemarie Bouza will coordinate a seamless transition to new Canon devices in your facilities. She is available for all City of Miami Beach employees who require assistance and provides consultation on the Canon products and solutions. Canon CANON SOLUTIONS AMERICA Account Team Overview Canon Solutions America, Inc. Jose J. Soto Production Specialist Office: 561.997.3321 jsoto@csa.canon.com The High Volume Production Solutions Specialist/Color Specialist handles high volume Monochrome equipment and color Canon equipment. Jose will consult with City of Miami Beach and recommend a solution based on your specific needs. He will work with the Sales Team to create an implementation plan and provide advanced training on your Canon equipment. Nestor Insuasti Solution Manager Office: 305.265.4178 ninsuasti@csa.canon.com The Solutions Manager will provide technical recommendations and support for integrating Canon supported products into the City of Miami Beach environment. Nestor has an in-depth knowledge of Canon software, hardware, and solution paths, and is available for any questions. He has direct access to Canon USA and its Affiliates for help with support,integration and design needs. Reynaldo Pena Branch Service Manager— South Florida Area Office: 561.997.3235 Tena@,csa.canon.com The Branch Service Manager's primary focus will be to manage a team of Technical Digital Service Specialists whose job is to service and support Canon's hardware and software technology-based solutions to companies within a territory and/or an assign account list. The Branch Service Manager reports directly to the Regional Service Director. Marcus Hadley Field Service Manager—South Florida Area Office: 305.231.1085 mhadley(a,csa.canon.com The Field Service Manager's primary focus is the day to day management of a team of Technical Digital Service Specialists whose job is to service and support Canon's hardware and software technology-based solutions to companies within a territory and/or an assign account list. The Field Service Manager reports directly to the Branch Service Manager,Rey Pena. Canon C•r• CANON SOLUTIONS AMERICA Account Team Overview Canon Solutions America,Inc. Additional Technical Support Digital Service Engineers Digital Service Engineers provide repair and service support to our customer base, working with analog, digital, networked, and integrated business equipment. They receive comprehensive training to learn the most up-to-date techniques and skills to work with Canon products. They repair and maintain all assigned equipment to recommended standards and specifications. Digital Service Specialists Digital Service Specialists service specific business system products including: black & white and color printers and copiers, facsimile equipment, document management solutions and related software. They play a key role in the satisfaction of many loyal customers, which includes large companies and government offices as well as small to medium-sized businesses. Our Technicians are responsible for on-site service of Canon's networked digital imaging products. Working within a designated geographic territory, they are dispatched to various job assignments depending on the product and experience level. They make the necessary mechanical or electrical repairs as well as provide prevention maintenance on all machines serviced. Product Trainers Product Trainers are responsible for training customers on specific business system products and services including. black & white and color printers and copiers, facsimile equipment, document management solutions and related software. Their primary focus is conducting post-sale product training to the end users of Canon and 3rd party products. They also are responsible for conducting training sessions (classroom and non-classroom) on equipment operations, maintenance, and troubleshooting. Help Desk Call Center The Help Desk Call Center covers a wide spectrum of hardware, software, network connectivity, application, and workflow issues. It is the interconnectivity of these areas that sometimes creates challenging scenarios that require intelligent troubleshooting. The Help Desk is uniquely qualified to provide that type of assistance. The hours of operation are from 8:30AM to 8:00PM EST. Canon .._..... _ CANON SOLUTIONS 0'a '.A PP , . t 1.100, .. , ,. ...N. , , v ,:., _,.., . , - - . . „ N. TAB 3 APPENDIX E: COST PROPOSAL FORM (SUBMITTED SEPERATELY IN SEALED ENVELOPE AS PER ITN INSTRUCTIONS) , 5 Canon CANON SOLUTIONS AMERICA 'Veit ,• 1OPP' 14' 446, :', iitli 11, � r ' '*, ,.. " e" ' 41 __,0••,,,__‘ ier #.,,.•,,,,,--,;„-.;-,- TAB 4 :.:.:04.: ., = STANDARD REVIEW OF ITN :% TERMS AND CONDITIONS �d. 1 fri 6. IR , Si 114 .4,4.4," Canon / CANON SOLUTIONS AMERICA Standard Review of ITN Terms and Conditions Canon Solutions America, Inc. Standard Review of ITN Terms and Conditions Section 12 on Appendix D to the ITN provides that the City and selected Proposer will negotiate to arrive at a mutually agreeable Agreement. Appendix G on page 49 of the ITN states the City will provide the actual form agreement in Phase II. Given this and the City's response to Q4 in Addendum 9 to the RFP that is will respond to these issue in Phase II,Canon Solutions America ("CSA") is providing our standard contract provisions. Our proposal is subject in all respects to the ITN exceptions detailed in our response and our standard contract provisions. Should the City desire to lease products from our affiliate,Canon Financial Services, Inc.,we also include in our proposal a CFS lease agreement,which shall solely govern as to all matters covered therein. Third party software will be governed by the terms of its end user license agreement and,if applicable,its software maintenance agreement. ITN Section Page Section No. ITN Verbiage I Canon Solutions America, Inc.'s Response to ITN Verbiage Name No. Section 0200 10 29. Copyright, Proposer shall indemnify and save harmless Canon Solutions America,Inc. proposes the following IP indemnity Instructions to Patents& the City of Miami Beach, Florida, and its language: Canon Solutions America, Inc. shall indemnify, defend Proposers & Royalties officers, employees, contractors, and/or and hold Customer harmless for any loss, expense and liability General agents, from liability of any nature or kind, incurred by Customer from any third party claims that Customer's including cost and expenses for, or on use or possession of Canon or Océ branded equipment(collectively Conditions account of, any copyrighted, patented, or "Products') infringes or violates the U.S. patent,copyright or trade unpatented invention, process, or article secret rights of that third party (collectively, "IP Claims"). This manufactured or used in the performance indemnity shall not apply to (a) modifications made to the Products of the contract,including its use by the City without Canon Solutions America,Inc.'s written consent,(b)any use of Miami Beach, Florida. If the Proposer of the Products in connection or combination with hardware or uses any design,device or materials covered software for which the Products were not designed, (c) any by letters,patent,or copyright,it is mutually throughput processed in connection with the Products, or (d) understood and agreed,without exception, equipment made pursuant to specifications furnished by Customer, that the proposal prices shall include all in all of which instances Customer shall indemnify and hold harmless royalties or cost arising from the use of such Canon Solutions America, Inc.. Canon Solutions America, Inc.'s design, device, or materials in any way indemnification obligation hereunder is subject to Customer involved in the work. providing Canon Solutions America, Inc. prompt written notice of the IP Claim,allowing Canon Solutions America,Inc.sole control of the defense and settlement thereof, and providing assistance therewith, at Canon Solutions America, Inc.'s expense, as Canon Solutions America, Inc. reasonably requests. Canon Solutions America, Inc.'s obligation under this Section is conditioned on Customer's agreement that if such Products, or the use thereof, becomes, or in Canon Solutions America, Inc.'s opinion is likely to become, the subject of such an IP Claim, Customer shall permit Canon Solutions America, Inc., at Canon Solutions America, Inc.'s Standard Review of ITN Terms and Conditions Canon Solutions America, Inc. option and expense, either to procure the right for Customer to continue using the Products or to replace or modify the Products so that they become non-infringing, and if neither of the foregoing alternatives is available on terms which are reasonable in Canon Solutions America, Inc.'s judgment, Customer shall return the Products upon request by Canon Solutions America, Inc. and shall have no further payment obligation except for payment obligations incurred prior to the date of return. For purchased Products,Canon Solutions America, Inc. shall refund the applicable Products purchase price paid by Customer, less depreciation deducted on a five year straight-line basis. THE FOREGOING STATES THE ENTIRE OBLIGATION AND LIABILITY OF CSA WITH RESPECT TO INFRINGEMENT OF ANY PATENT, COPYRIGHTS, TRADE SECRET AND ALL OTHER INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD PARTY AND IS IN IS IN LIEU OF ALL WARRANTIES, EXPRESS OR IMPLIED,WITH RESPECT THERETO. Section 0200 10 30.Default Failure or refusal of the selected Proposer Section 12 on Appendix D to the ITN provides that the City and Instructions to to execute a contract following approval of selected Proposer will negotiate to arrive at a mutually agreeable Proposers& such contract by the City Commission, or Agreement. Appendix G on page 49 of the ITN states the City will General untimely withdrawal of a response before provide the actual form agreement in Phase II. Given this and the such award is made and approved, may City's response to Q4 in Addendum 9 to the RFP that is will respond Conditions result in a claim for damages by the City and to these issue in Phase II, Canon Solutions America, Inc. cannot may be grounds for removing the Proposer agree to Section 30. from the City's vendor,list. Section 0200 11 35.Assignment The successful Proposer shall not assign, Canon Solutions America,Inc.requires the right of assignment to an Instructions to transfer, convey, sublet or otherwise affiliate.Canon Solutions America,Inc.is a wholly owned subsidiary Proposers& dispose of the contract,including any or all of Canon U.S.A.,Inc. a company dedicated to providing the highest General of its right, title or interest therein, or level of Canon brand products, services and financing to our his/her or its power to execute such customers. One of its affiliates,Canon Financial Services,Inc.(CFS) Conditions contract, to any person, company or is the billing entity for lease transactions for Canon Solutions corporation, without the prior written America, Inc. CFS has specialized in delivering high content consent of the City. invoices, including lease and maintenance charges, in a variety of formats (paper,electronic,web) to meet our customer's needs. Any assignment would occur either as a result of lease/billing requirements or corporate restructure, either of which would not result in decreased service capability. We trust the strength of the Standard Review of ITN Terms and Conditions Canon Solutions America, Inc. relationship among the Canon companies will meet your requirements for written consent to assignment. Section 0200 12 40. The Proposer shall indemnify and hold Canon Solutions America, Inc. proposes the following general Instructions to Indemnification harmless the City and its officers, indemnity language:Canon Solutions America,Inc. shall indemnify, Proposers & employees, agents and instrumentalities defend and hold Customer harmless for any loss, expense and General from any and all liability,losses or damages, liability incurred by Customer from third party claims, for bodily including attorney's fees and costs of injury (including death) or tangible property damage (collectively, Conditions defense, which the City or its officers, "Claims'), to the extent resulting from Canon Solutions America, employees, agents or instrumentalities may Inc.'s willful misconduct or negligent performance of services incur as a result of claims, demands, suits, pursuant to this Agreement; provided Customer shall give Canon causes of actions or proceedings of any kind Solutions America, Inc. prompt written notice of the Claim, allow or nature arising out of, relating to or Canon Solutions America, Inc. sole control over the defense and resulting from the performance of the settlement thereof and provide Canon Solutions America, Inc. with agreement by the contractor or its such assistance, at Canon Solutions America, Inc.'s expense, as employees, agents, servants, partners, Canon Solutions America,Inc. shall reasonably request. principals or subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and defend all claims,suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. Standard Review of ITN Terms and Conditions Canon Solutions America, Inc. Section 0200 13 46. Exceptions Proposers must clearly indicate any Section 12 on Appendix D to the ITN provides that the City and Instructions to to ITN exceptions they wish to take to any of the selected Proposer will negotiate to arrive at a mutually agreeable Proposers& terms in this ITN,and outline what,if any, Agreement. Appendix G on page 49 of the ITN states the City will General alternative is being offered. All exceptions provide the actual form agreement in Phase II. Given this and the and alternatives shall be included and clearly City's response to Q4 in Addendum 9 to the RFP that is will respond Conditions delineated, in writing, in the Proposal. The to these issue in Phase II, Canon Solutions America, Inc. cannot City,at its sole and absolute discretion,may agree to Section 46. accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to (as said term and/or condition was originally set forth on the ITN). Minimum 35 III.MPS 12. Support for all hardware-related issues Canon Solutions America,Inc.' regular hours of operation are from Requirements& General must be available Monday—Friday,8 a.m.-5 8:30-5:OOpm Monday-Friday, excluding Canon Solutions America, Specifications Requirements p.m.,with a four-hour(4)minimum service Inc. Holidays. response time. Minimum 36 VI. Equipment Parts shall be available for replacement The City may re-locate up to 5% of the then current install base of Requirements& and Parts within one (1) business day of initial machines over the term of the contract at no additional cost. Any Specifications diagnosis. It is also expected that all additional moves will be at Canon Solutions America,Inc.'s standard equipment moves be performed within one rates. (1) business day, following notification by the City of Miami Beach. All equipment The standard turnaround time for domestic supply orders placed moves/relocations shall be at no charge. before noon EST,is approximately two days.If overnight delivery is This includes removal, re-install, testing, preferred, we can accommodate this request; however, the City and training. Add-ons and changes will be would be responsible for standard delivery fees. All supplies are delivered within one (1) week of the order readily available from our warehouses located throughout the United being placed by a City division or States. department. Minimum 36 VIII.Transition The vendor(s) will be responsible for the There are no additional charges for Canon Solutions America,Inc. Requirements& and Logistics removal and proper disposal of the existing to remove the current copiers if the City can provide title/proof of Specifications equipment. In addition, the vendor(s) will ownership at the time the new copiers are being installed. Canon be expected to house all new and used Solutions America,Inc. will remove the City's current copiers on a equipment in an offsite staging area. At no 1:1 basis. If the City does not retain title to the equipment, Canon time will the City provide temporary Solutions America,Inc. will help coordinate with the return of the housing or storage of uninstalled Standard Review of ITN Terms and Conditions Canon Solutions America, Inc. equipment. Please be advised that the City current units,however the responsibility of returning the leased units will not take delivery of any equipment resides with the City. unless it is scheduled for installation on the same day. Minimum 37 IX. 10. Consumable supplies shall be delivered The standard turnaround time for domestic supply orders placed Requirements& Maintenance within 24 hours (8 a.m. to 5 p.m.,Monday before noon EST,is approximately two days.If overnight delivery is Specifications Services and through Friday) of order,regardless of City preferred, we can accommodate this request; however, the City Support division or department location. would be responsible for standard delivery fees. All supplies are readily available from our warehouses located throughout the United States. Minimum 38 IX. 16. On-site response time for maintenance, 16.On-site response time for maintenance,repairs,and support shall Requirements& Maintenance repairs, and support shall occur within the occur within the following days and times: Specifications Services and following days and times: • Normal Business Hours: Monday through Friday 8:30 AM Support • Normal Business Hours: Monday to 5:00 PM (excluding CifyCanon Solutions America through Friday 8:00 AM to 5:00 holidays) response within fleet average time of three (3) PM (excluding City holidays) hours of notification by the City. response within three (3) hours of • Weekend Coverage: Saturday through Sunday (including notification by the City. Monday on long holiday weekends),response time shall be • Weekend Coverage: Saturday within fleet average time of four(4)hours of notification by through Sunday(including Monday the City, and shall also be required for special events upon on long holiday weekends), notification by the City. response time shall be within four • Exceptions to Weekend Coverage: A critical response fleet (4) hours of notification by the average time of two (2) hour shall apply on weekends to City, and shall also be required for include all Fire Houses, Emergency Operations Center, special events upon notification by Mayor's Office and Police Department Station and sub- the City. stations,upon notification by the City. • Exceptions to Weekend Coverage: After normal business hour coverage would be subject to A critical response time of two (2) Canon Solutions America standard charges. hour shall apply on weekends to include all Fire Houses,Emergency Operations Center,Mayor's Office and Police Department Station and sub-stations, upon notification by the City. Minimum 39 XI. 17. Each MFD provided by the vendor(s) Canon Solutions America,Inc.will commit to a fleet average uptime Requirements & Sustainability shall be expected to perform the intended of 95%over the 4 fixed quarterly intervals per year,for devices within functions, to operate satisfactorily and to Standard Review of ITN Terms and Conditions Canon Solutions America, Inc. Specifications Requirements produce acceptable copy/print/scan quality Canon Solutions America's Servicing Territory. (Excludes devices for a minimum of 96% of the time during with rated speeds of 105ppm or greater) normal business hours between 7:30 a.m. and 5:00 p.m. Monday through Friday, Canon Solutions America,Inc.' regular hours of operation are from excluding recognized holidays, averaged 8:30-5:OOpm Monday-Friday, excluding Canon Solutions America, over consecutive three month periods. Inc. Holidays. Minimum 39 XL 18.Any MFD or feature that does not meet Failure to meet the above commitment(s)will result in the following Requirements & Sustainability the 96% measurement for any three (3) reduction in charges, i. If Canon Solutions America, Inc. does not Specifications Requirements month periods shall be replaced with a new meet the above average uptime commitment(s) for the quarterly MFD. Such replacements will be at no- period for the total aggregate machine population, a 5% reduction charge. This performance guarantee shall for all covered and excess per image charges on the effected device(s) apply for the entire lease period beginning for the quarter will be credited to your account in the subsequent with the delivery/acceptance date of the quarter. ii. All reductions in charges shall be requested by you in equipment.Failure to meet the 96%uptime writing within 30 days after the quarter end and will be credited to standard as required will cause the City to your account in the subsequent quarter, provided that you are in take a service credit and withhold that compliance with the terms and conditions of this Agreement, amount from invoices owed the vendor(s). including but not limited to your payment obligations to Canon Solutions America,Inc.pursuant to this Agreement.iii.Such credits, which shall be applied by Canon Solutions America,Inc. upon your written request, shall be your sole and exclusive remedy for any failure by Canon Solutions America, Inc. to meet the above uptime commitment(s). The maximum credit with respect to any particular machine's fixed maintenance and click charges in any quarter shall be 5%. Appendix D 42 Special Entire Section Issues Tab#4:please see general indemnity and IP indemnity above. Conditions Appendix F 48 Insurance This document sets forth the minimum This document sets forth the minimum levels of insurance that the levels of insurance that the contractor is contractor is required to maintain throughout q the term of the required to maintain throughout the term of contract and any renewal periods. the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's liability per the XXX 1. Workers' Compensation and Statutory limits of the state of Florida. Employer's Liability per the Statutory limits XXX 2. Comprchcn3ive Commercial General Liability (occurrence of the state of Florida. form), limits of liability $ 1,000,000.00 per occurrence for bodily XXX 2. Comprehensive General Liability injury property damage to include Premises/ Operations;Products, (occurrence form), limits of liability $ Completed Operations and Contractual Liability. Contractual 1,000,000.00 per occurrence for bodily Liability : -; ;- . . ... -: -- - -- -- - - -. -- --- --,- ------ injury property damage to include exactly 53 written in "inaurancc rcquircmcnt3" of 3pccification3). Standard Review of ITN Terms and Conditions 111 Canon Solutions America, Inc. Premises/ Operations; Products, XXX 3. Automobile Liability - $1,000,000 each occurrence - Completed Operations and Contractual owned/non-owned/hired automobiles included. Liability. Contractual Liability and 4. Excess Liability- $ .00 per occurrence to follow Contractual Indemnity (Hold harmless the primary coverages. endorsement exactly as written in XXX 5. The City must be named as and additional insured on the "insurance requirements"of specifications). liability policies;and it must be stated on the certificate. XXX 3. Automobile Liability - $1,000,000 6. Other Insurance as indicated: each occurrence - owned/non- Builders Risk completed value$ .00 owned/hired automobiles included. _Liquor Liability$ .00 4. Excess Liability - $ .00 _Fire Legal Liability$ .00 per occurrence to follow the primary Protection and Indemnity$ .00 coverages. _Employee Dishonesty Bond$ .00 XXX 5. The City must be named as and _Other$ .00 additional insured on the liability policies; XXX 7.Thirty(30)days writtcn cancellation notice required. Should and it must be stated on the certificate. any of the above described policies be canceled before the expiration 6. Other Insurance as indicated: date thereof, notice will be delivered in accordance with the policy Builders Risk completed value provisions $ .00 XXX 8.Best's guide rating B+:VI or better,latest edition. Liquor Liability$ .00 XXX 9.The certificate must state the proposal number and title _Fire Legal Liability$ .00 The City of Miami Beach is self-insured. Any and all claim _ Protection and Indemnity payments made from self-insurance are subject to the limits $ .00 and provisions of Florida Statute 768.28, the Florida _ Employee Dishonesty Bond $ 00 Constitution,and any other applicable Statutes. Other$ .00 XXX 7. Thirty (30) days written cancellation notice required. XXX 8.Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title • The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. canon CANON FINANCIAL SERVICES,INC. ('CFS') MUNICIPAL LEASE AGREEMENT Remittance address: 14904 Collections Center Drive Fair Market Value CFS'AGREEMENT Chicago,Illinois 60693 (800)220-0200 CFS-1043(01/17) NUMBER CUSTOMER(FULL LEGAL NAME) DBA PHONE ("Customer") BILLING ADDRESS CITY COUNTY STATE ZIP EQUIPMENT ADDRESS CITY COUNTY STATE ZIP EQUIPMENT INFORMATION NUMBER AND AMOUNT OF PAYMENTS Quantity Serial Number Make/Model/Description Number of Payments Total Payment" "Plus Applicable Taxes TERM PAYMENT FREQUENCY END OF TERM PURCHASE OPTION 0 Monthly 0 Quarterly 0 Other: Fair Market Value (in months) THIS AGREEMENT IS NON-CANCELABLE BY CUSTOMER EXCEPT AS DESCRIBED IN THE FISCAL FUNDING PROVISION HEREIN. CUSTOMER REPRESENTS THAT ALL ACTION REQUIRED TO AUTHORIZE THE EXECUTION OF THIS AGREEMENT ON BEHALF OF CUSTOMER BY THE FOLLOWING SIGNATORIES HAS BEEN TAKEN.THE UNDERSIGNED HAS READ,UNDERSTANDS AND HEREBY AGREES TO ALL OF THE TERMS AND CONDITIONS SET FORTH IN THIS AGREEMENT. ACCEPTED AUTHORIZED CUSTOMER SIGNATURE CANON FINANCIAL SERVICES,INC. By:X Title: By: Printed Name: Email Address: Title: By:X Title: Date: Printed Name: Email Address: To:Canon Financial Services,Inc. ("CFS") ACCEPTANCE CERTIFICATE Customer certifies that(a)the Equipment referred to in this Agreement has been received,(b)installation has been completed,(c)the Equipment has been examined by Customer and is in good operating order and condition and is,in all respects,satisfactory to Customer,and(d)the Equipment is irrevocably accepted by Customer for all purposes under this Agreement.Accordingly,Customer hereby authorizes billing under this Agreement. Signature: Printed Name: Title(if any): Date: TERMS AND CONDITIONS 1.AGREEMENT: CFS leases to Customer,a [state name or political subdivision or agency]of [State name],with its chief executive office at ,and Customer leases from CFS,with its place of business at 158 Gaither Drive,Suite 200,Mount Laurel,New Jersey 08054, all the equipment described above,together with all replacement parts and substitutions for and additions to such equipment("Equipment"),upon the terms and conditions set forth in this Municipal Lease Agreement("Agreement"). 2.TERM OF AGREEMENT:This Agreement shall be effective on the date the Equipment is delivered to Customer("Commencement Date"),provided Customer executes CFS'form of acceptance("Acceptance Certificate")or otherwise accepts the Equipment as specified herein.The term of this Agreement begins on the date accepted by CFS or any later date that CFS designates("Agreement Date"),and shall consist of the payment periods specified above and any renewal periods.After acceptance of the Equipment,Customer shall have no right to revoke such acceptance or cancel this Agreement during the term hereof,except as set forth herein.The term of this Agreement shall end,unless sooner terminated by CFS after an event of default or under the Fiscal Funding provision,when all amounts required to be paid by Customer under this Agreement have been paid as provided and either(a)Customer has purchased the Equipment in accordance with the terms hereof or(b)the Equipment has been returned at the end of the scheduled term or renewal term in accordance with the terms hereof.Except as provided herein,Customer has no right to retum the Equipment to CFS. 3.PAYMENTS:Customer agrees to pay to CFS,as invoiced,during the term of this Agreement,(a)the payments specified under"Number and Amount of Payments"above,and(b)such other amounts permitted hereunder as invoiced by CFS('Payments").Such Payments are comprised of the principal and interest thereon.The amount of each Payment is based on the supplier's best estimate of the cost of the Equipment.Customer authorizes CFS to adjust the Payment herein by up to fifteen percent(15%) the actual total cost of the Equipment,including any sales or use tax,is more or less than originally estimated.Customer's obligation to pay all amounts due under this Agreement and all other obligations hereunder shall be absolute and unconditional and is not subject to any abatements,set-off,defense or counterclaim for any reason whatsoever. 4.APPLICATION OF PAYMENTS:All Payments received by CFS from Customer under this Agreement will be applied to amounts due and payable hereunder chronologically,based on the date of the charge as shown on the invoice for each such amount,and among amounts having the same date in such order as CFS,in its discretion,may determine. 5.NO CFS WARRANTIES:CUSTOMER ACKNOWLEDGES THAT CFS IS NOT A MANUFACTURER,DEALER,OR SUPPLIER OF THE EQUIPMENT.CUSTOMER AGREES THAT THE EQUIPMENT IS LEASED"AS IS"AND IS OF A SIZE, DESIGN AND CAPACITY SELECTED BY CUSTOMER.CUSTOMER ACKNOWLEDGES THAT CFS HAS MADE NO REPRESENTATION OR WARRANTY WITH RESPECT TO THE SUITABILITY OR DURABILITY OF THE EQUIPMENT,THE ABSENCE OF ANY CLAIM OF INFRINGEMENT OR THE LIKE,OR ANY OTHER REPRESENTATION OR WARRANTY,EXPRESS OR IMPLIED,WITH RESPECT TO THE EQUIPMENT INCLUDING,WITHOUT LIMITATION,THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.Any warranty with respect to the Equipment made by the manufacturer,dealer,or supplier is separate from,and is not a part of,this Agreement and shall be for the benefit of CFS,Customer and CFS'successors or assignees,if any.So long as Customer is not in breach or default of this Agreement,CFS assigns to Customer any warranties(including those agreed to between Customer and the manufacturer,dealer,or supplier)which CFS may have with respect to any item of Equipment;provided that the scope and limitations of any such warranty shall be solely as set out in any agreement between Customer and such manufacturer,dealer,or supplier or as otherwise specified in warranty materials from such manufacturer,dealer,or supplier and shall not include any implied warranties arising solely from CFS'acquisition of the Equipment CUSTOMER ACKNOWLEDGES THAT NEITHER THE SUPPLIER NOR ANY DEALER IS AUTHORIZED TO WAIVE OR ALTER ANY TERM OF THIS AGREEMENT OR ANY SCHEDULE,OR TO MAKE ANY REPRESENTATION OR WARRANTY WITH RESPECT TO THIS AGREEMENT OR THE EQUIPMENT ON BEHALF OF CFS. 6.FISCAL FUNDING:Customer warrants that it has funds available to pay Payments payable pursuant to this Agreement until the end of its current appropriation period and warrants that it presently intends to make Payments in each appropriation period from now until the end of this Agreement The officer of Customer responsible for preparation of Customer's annual budget shall request from its legislative body or funding authority funds to be paid to CFS under this Agreement If notwithstanding the making in good faith of such request in accordance with appropriate procedures and with the exercise of reasonable care and diligence,such legislative body or funding authority does not appropriate funds to be paid to CFS for the Equipment,Customer may,upon prior written notice to CFS,effective upon the exhaustion of the funding authorized for the then current appropriation period,return the Equipment to CFS, at Customer's expense and in accordance with this Agreement,and thereupon,Customer shall be released of its obligation to make Payments to CFS due thereafter,provided:(1)the Equipment is returned to CFS as provided for in the Agreement;(2)the above described notice states the failure of the legislative body or funding authority to appropriate the necessary funds as the reason for cancellation;and(3)such notice is accompanied by payment of all amounts then due to CFS under this Agreement.In the event Customer retums the Equipment pursuant to the terms of this Agreement,CFS shall retain all sums paid by Customer.Customer's Payment obligations under this Agreement in any fiscal year shall constitute a current expense of Customer for such fiscal year,and shall not constitute indebtedness or a multiple fiscal year obligation of Customer under Customer's state constitution,state law or home rule charter.Nothing in this Agreement shall constitute a pledge by Customer of any taxes or other monies,other than as appropriated for a specific fiscal year for this Agreement and the Equipment 7.ACCEPTANCE;DELIVERY:Customer's execution of the Acceptance Certificate,or other confirmation of Customer's acceptance of the Equipment,shall conclusively establish that the Equipment has been delivered to and accepted by Customer for all purposes of this Agreement and Customer may not for any reason revoke that acceptance;however,if Customer has not,within ten(10)days after delivery of such Equipment,delivered to CFS written notice of non-acceptance,specifying the reasons therefor and specifically referencing this Agreement,Customer shall be deemed to have irrevocably accepted such Equipment.CFS is the lessor and Customer is the lessee of the Equipment under this Agreement As between CFS and Customer only,this Agreement shall supersede any Customer purchase order in its entirety,notwithstanding anything to the contrary contained in any such purchase order. Customer agrees to waive any right of specific performance of this Agreement and shall hold CFS harmless from damages if for any reason the Equipment is not delivered as ordered,if the Equipment is unsatisfactory or if CFS does not execute this Agreement Customer agrees that any delay in delivery of the Equipment shall not affect the validity of this Agreement. 8.LOCATION;LIENS;NAMES;OFFICES:Customer shall not move the Equipment from the location specified herein except with the prior written consent of CFS.Customer shall keep the Equipment free and clear of all claims and liens other than those in favor of CFS.Customer's legal name(as set forth in its constituent documents filed with the appropriate govemmental office or agency)is as set forth herein.The chief executive office address of Customer is as set forth herein.Customer shall provide CFS with written notice at least thirty(30)days prior to any change of its legal name or chief executive office address,and shall execute and deliver to CFS such documents as required or appropriate. 9.WARRANTY OF BUSINESS PURPOSE;USE;PERSONAL PROPERTY;FINANCING STATEMENTS:Customer represents and warrants that the Equipment will not be used for personal,family,or househokt purposes. Customer shall comply with all laws and regulations relating to the use and maintenance of the Equipment Customer shall put the Equipment only to the use contemplated by the manufacturer.The Equipment shall remain personal property regardless of whether it becomes affixed to real property or permanently rests upon any real property or any improvement to real property.Customer authorizes CFS(and any third party filing service designated by CFS)to execute and file(a)financing statements evidencing the interest of CFS in the Equipment(including forms containing a broader description of the Equipment than the description set forth herein),(b)continuation statements in respect thereof,and(c)amendments thereto,and Customer irrevocably waives any right to notice thereof. 10.INDEMNITY:Customer shall reimburse CFS for and defend CFS against any claim for losses or injury caused by the Equipment This Section shall survive termination of this Agreement 11.MAINTENANCE;ALTERATIONS:Customer shall keep and maintain the Equipment in good working order and shall,at Customer's expense,supply and install all replacement parts and accessories when required to maintain the Equipment in good working condition.Customer shall not,without the prior written consent of CFS,make any changes or substitutions to the Equipment.Any and all replacement parts,accessories,authorized changes to and/or substitutions for the Equipment shall become part of the Equipment and subject to the terms of this Agreement .__CFS-1043(01/17): Page 1 of 2 _ __._ CFF RFVFRSE FOIEADDITIONAL TERMS AND CONDITIONS. . 12.TAXES;OTHER FEES AND CHARGES:CUSTOMER SHALL PAY AND DISCHARGE WHEN DUE ALL this Agreement automatically renews or Customer purchases the Equipment as provided herein,Customer shall, LICENSE AND REGISTRATION FEES,ASSESSMENTS,SALES,USE,PROPERTY AND OTHER TAXES,AND OTHER at the termination of this Agreement,or upon termination of the lease of any item of Equipment as described in EXPENSES AND CHARGES,together with any applicable penalties,interest,and administrative fees now or at the Fiscal Funding provision hereof,return the Equipment at its sole cost and expense in good operating any time imposed upon any Equipment,the Payments,or Customer's performance or non-performance of its condition,ordinary wear and tear resulting from proper use excepted,to a location specified by CFS.CFS may obligations hereunder,whether payable by or assessed to CFS or Customer. If Customer fails to pay any such charge Customer a return fee equal to the greater of one Payment or$250 for the processing of returned Equipment.If fees,assessments,taxes,expenses or charges as required hereunder,CFS shall have the right but not the for any reason Customer shall fail to return the Equipment to CFS as provided herein,Customer shall pay to CFS obligation to pay those fees,assessments,taxes,expenses and charges,and Customer shall promptly upon demand one billing period's Payment for each billing period or portion thereof that such return is delayed. reimburse CFS,upon demand,for all such payments made plus administrative fees and costs,if any.Customer Customer shall reimburse CFS for any costs incurred by CFS to place the Equipment in good operating acknowledges that,where required by law,CFS will file any notices and pay personal property faxes levied on condition. the Equipment.Customer shall reimburse CFS for the expense of such personal property taxes as invoiced by 20.PURCHASE OPTION: (A)END OF TERM PURCHASE OPTION.To exercise this option,Customer shall CFS and pay CFS a processing fee not to exceed$50 per year per item of Equipment that is subject to such tax. give CFS sixty(60)days'prior irrevocable written notice that it will purchase all the Equipment at the end of the Customer agrees that CFS has not,and will not,render tax advice to Customer,and that payment of such taxes initial term or any renewal term for the Purchase Option price indicated on the face of this Agreement pyo any is an administrative act.ON THE DATE OF THE FIRST SCHEDULED PAYMENT AND THE DATE OF THE FIRST applicable taxes,expenses,charges and fees.(B)PRIOR TO MATURITY PURCHASE.Customer may,at any SCHEDULED PAYMENT AFTER THE ADDITION OF ANY EQUIPMENT,CUSTOMER SHALL PAY TO CFS A time,upon sixty(60)days'prior irrevocable written notice purchase all(but not less than all)the Equipment at a DOCUMENTATION FEE,IN THE AMOUNT OF$85,TO REIMBURSE CFS FOR ITS ADMINISTRATIVE AND price equal to the sum of all remaining Payments,plus the Fair Market Value,plus any applicable taxes, RECORDING COSTS. expenses,charges and fees. For purposes of this Agreement,'Fair Market Value"shall be CFS'retail price at 13.INSURANCE:Customer,at its sole cost and expense,shall,during the term hereof including all renewals the time Customer notifies CFS of its intent to purchase the Equipment.Upon proper notice and payment by and extensions,obtain,maintain and pay for(a)insurance against the loss,theft,or damage to the Equipment Customer of the amounts specified above,CFS shall transfer the Equipment to Customer"AS-IS WHERE-IS" for the full replacement value thereof,and(b)comprehensive public liability and property damage insurance.All without any representation or warranty whatsoever,except for title,and this Agreement shall terminate. such insurance shall provide for a deductible not exceeding$5,000 and be in form and amount,and with 21.DATA:Customer acknowledges that the hard drive(s)on the Equipment,including attached devices,may companies satisfactory to CFS.Each insurer providing such insurance shall name CFS as additional insured and retain images,content or other data that Customer may store for purposes of normal operation of the Equipment loss payee and provide CFS thirty(30)days'written notice before the policy in question shall be materially ("Data").Customer acknowledges that CFS is not storing Data on behalf of Customer and that exposure or altered or canceled.Customer shall pay the premiums for such insurance,shall be responsible for all deductible access to the Data by CFS,if any,is purely incidental to the services performed by CFS.Neither CFS nor any of portions thereof,and shall deliver certificates or other evidence of insurance to CFS.The proceeds of such its affiliates have an obligation to erase or overwrite Data upon Customers return of the Equipment to CFS. insurance,at the option of CFS,shall be applied to(a)replace or repair the Equipment,or(b)pay CFS the Customer is solely responsible for.(A)its compliance with applicable law and legal requirements pertaining to "Remaining Lease Balance,"which shall be the sum oh(i)all amounts then owed by Customer to CFS under this data privacy,storage,security,retention and protection;and(B)all decisions related to erasing or overwriting Agreement;plus(ii)the present value of all remaining Payments for the full term of this Agreement plus(iii)the Data.Without limiting the foregoing,if applicable,Customer should,(i)enable the Hard Disk Drive(HDD)data Fair Market Value of the Equipment(as defined herein);p r (iv)any applicable taxes,expenses,charges and erase functionality that is a standard feature on certain Equipment and/or(ii)prior to return or other disposition of fees.For purposes of determining present value under this Agreement,Payments shall be discounted at three the Equipment,utilize the HDD(or comparable)formatting function(which may be referred to as"Initialized All percent(3%)per year.Customer hereby appoints CFS as Customers attorney-in-fact solely to make claim for, Data/Settings"function)if found on the Equipment to perform a one pass overwrite of Data or,if Customer has receive payment of,and execute and endorse all documents,checks,or drafts for any loss or damage to higher security requirements,Customer may purchase from its Canon dealer at current rates an appropriate Equipment under any such insurance policy.If within ten(10)days after CFS'request,Customer fails to deliver option for the Equipment,which may include(a)an HDD Data Encryption Kit option which disguises information satisfactory evidence of such insurance to CFS,then CFS shall have the right,but not the obligation,to obtain before it is written to the hard drive using encryption algorithms,(b)an HDD Data Erase Kit that can perform up insurance covering CFS'interests in the Equipment,and add the costs of acquiring and maintaining such to a 3-pass overwrite of Data(for Equipment not containing data erase functionality as a standard feature),or(c) insurance,and an administrative fee,to the amounts due from Customer under this Agreement CFS and any of a replacement hard drive(in which case Customer should properly destroy the replaced hard drive).Customer its affiliates may make a profit on the foregoing. shall indemnify CFS,its subsidiaries,directors,officers,employees and agents from and against any and all 14.LOSS;DAMAGE:Customer assumes and shall bear the entire risk of loss,theft of,or damage to the costs,expenses,liabilities,claims,damages,losses,judgments or fees(including reasonable attorneys'fees) Equipment from any cause whatsoever,effective upon delivery to Customer.No such loss,theft or damage shall arising or related to the storage,transmission or destruction of the Data.This section survives termination or relieve Customer of any obligation under this Agreement.In the event of damage to any Equipment,Customer expiration of this Agreement.The terms of this section shall solely govern as to Data,notwithstanding that any shall immediately repair such damage at Customers expense.If any Equipment is lost,stolen,or damaged provisions of this Agreement or any separate confidentiality or data security or other agreement now or hereafter beyond repair,Customer,at the option of CFS,will(a)replace the same with like equipment in a condition entered into between Customer and CFS applies,or could be construed to apply to Data. acceptable to CFS and convey clear title to such equipment to CFS(and such equipment will become 22.MAXIMUM INTEREST;RECHARACTERIZED AGREEMENT:No Payment is intended to exceed the "Equipment"and be subject to the terms of this Agreement),or(b)pay CFS the Remaining Lease Balance.Upon maximum amount of interest permitted to be charged or collected by applicable laws,and any such excess CFS'receipt of the Remaining Lease Balance,CFS shall transfer the applicable Equipment to Customer"AS-IS, Payment will be applied to payments due under this Agreement,in inverse order of maturity,and thereafter shall WHERE-IS"without any representation or warranty whatsoever,except for title,and this Agreement shall be refunded.If this Agreement is recharacterized as a conditional sale or loan,Customer hereby grants to CFS, terminate with respect to such Equipment its successors and assigns,a security interest in the Equipment to secure payment and performance of 15.DEFAULT:Any of the following events or conditions shall constitute an Event of Default under this Customers obligations under this Agreement. Agreement:(a)Customer defaults in the payment when due of any indebtedness of Customer to CFS,whether 23.UCC"ARTICLE 2A:CUSTOMER ACKNOWLEDGES AND AGREES THAT THIS AGREEMENT IS INTENDED AS A or not arising under this Agreement,without notice or demand by CFS;(b)Customer or any guarantor of ' 'FINANCE LEASE"AS THAT TERM IS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE("UCC 2A") Customers obligations hereunder("Guarantor")ceases doing business as a going concern;(c)Customer or any AND THAT CFS IS ENTITLED TO ALL BENEFITS,PRIVILEGES,AND PROTECTIONS OF A LESSOR UNDER A Guarantor becomes insolvent or makes an assignment for the benefit of creditors;(d)a petition or proceeding is FINANCE LEASE.CUSTOMER WAIVES ITS RIGHTS AS A LESSEE UNDER UCC 2A SECTIONS 508-522. filed by or against Customer or any Guarantor under any bankruptcy or insolvency law;(e)a receiver,trustee, 24.WAIVER OF OFFSET:This Agreement is a net lease.If the Equipment is not properly installed,does not conservator,or liquidator is appointed for Customer,any Guarantor,or any of their property;(0 any statement, operate as represented or warranted,or is unsatisfactory for any reason,Customer shall make such claim solely representation or warranty made by Customer or any Guarantor to CFS is incorrect in any material respect;or(g) against the supplier,dealer,or manufacturer.Customer waives any and all existing and future claims and offsets Customer or any Guarantor who is a natural person dies. against any Payments or other charges due under this Agreement,and unconditionally agrees to pay such 16.REMEDIES:Upon the happening of any one or more Events of Default,CFS shall have the right to exercise Payments and other charges,regardless of any offset or claim which may be asserted by Customer or on its any one or all of the following remedies(which shall be cumulative),simultaneously,or serially,and in any order. behalf. (a)to require Customer to immediately pay all Payments hereunder(whether or not then due)and other amounts 25.AUTHORITY AND AUTHORIZATION:Customer represents and agrees that(a)Customer is a state or a due under this Agreement,with CFS retaining titre to the Equipment;(b)to terminate any and all agreements with political subdivision or agency of a state;(b)that entering into and performance of the Agreement is authorized Customer;(c)with or without notice,demand or legal process,to enter upon the premises wherever the under Customers state laws and Constitution and does not violate or contradict any judgment,law,order,or Equipment may be found,to retake possession of any or all of the Equipment and(i)retain such Equipment and regulation,or cause any default under any agreement to which Customer is party;and(c)Customer has all Payments and other sums paid hereunder,or(ii)sell the Equipment and recover from Customer the amount complied with any bidding requirements and,where necessary,has properly presented this Agreement for by which the Remaining Lease Balance exceeds the net amount received by CFS from such sale;or(d)to approval and adoption as a valid obligation on Customers part.Upon request,Customer agrees to provide CFS pursue any other remedy permitted at law or in equity.CFS(i)may dispose of the Equipment in its then present with an opinion of counsel as to clauses(a)through(c)above,an incumbency certificate,and other documents condition or following such preparation and processing as CFS deems commercially reasonable;(ii)shall have that CFS may request,with all such documents being in a form satisfactory to CFS. no duty to prepare or process the Equipment prior to sale;(iii)may disclaim warranties of title,possession,quiet 26.GOVERNING LAW;VENUE;WAIVER OF JURY TRIAL:THIS AGREEMENT HAS BEEN EXECUTED BY CFS enjoyment and the like;and(iv)may comply with any applicable state or federal law requirements in connection IN,AND SHALL FOR ALL PURPOSES BE DEEMED A CONTRACT ENTERED INTO IN,THE STATE OF NEW JERSEY. with a disposition of the Equipment and none of the foregoing actions shall be deemed to adversely affect the THE RIGHTS OF THE PARTIES UNDER THIS AGREEMENT SHALL BE GOVERNED BY THE LAWS OF THE STATE commercial reasonableness of the disposition of the Equipment.If the Equipment is not available for sale, OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES.ANY ACTION BETWEEN Customer shall be liable for the Remaining Lease Balance and any other amounts due under this Agreement.K CUSTOMER AND CFS SHALL BE BROUGHT IN ANY STATE OR FEDERAL COURT LOCATED IN THE COUNTY OF the proceeds of the sale of the Equipment are not sufficient to pay the balance of any Payments owed by CAMDEN OR BURLINGTON,NEW JERSEY,OR AT CFS'SOLE OPTION,IN THE STATE WHERE CUSTOMER OR Customer during its then-current appropriation period,CFS may take any other remedy available at'aw or in THE EQUIPMENT IS LOCATED.CUSTOMER,BY ITS EXECUTION AND DELIVERY HEREOF.IRREVOCABLY equity to require Customer to pay such Payments and perform any of its other obligations under this Agreement WAIVES OBJECTIONS TO THE JURISDICTION OF SUCH COURTS AND OBJECTIONS TO VENUE AND No waiver of any of Customers obligations,conditionsor covenants shall be effective unless contained in a CONVENIENCE OF FORUM.CUSTOMER,BY ITS EXECUTION AND DELIVERY HEREOF,AND CFS BY ITS writing signed by CFS.Failure to exercise any remedy that CFS may have shall not constitute a waiver of any ACCEPTANCE HEREOF,HEREBY IRREVOCABLY WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUCH obligation with respect to which Customer is in default. PROCEEDINGS. 17.LATE CHARGES;EXPENSES OF ENFORCEMENT:If Customer fails to pay any sum to be paid by 27.GOVERNMENT USE: Customer agrees that the use of the Equipment is essential for Customer's proper, Customer to CFS under this Agreement on or before the due date,Customer shall pay CFS,upon demand,an efficient and economic operation,Customer will be the only entity to use the Equipment during the term of this amount equal to the greater of ten percent(10%)of each such delayed Payment or twenty-five dollars($25)for Agreement and Customer will use the Equipment only for Customers governmental purposes.Upon request, each billing period or portion of abilling period such Payment is delayed,in each case to the extent permitted by Customer agrees to provide CFS with an essential use letter in a form satisfactory to CFS as to the preceding applicable law.The amounts specified above shall be paid as liquidated damages and as compensation for CFS' sentence. internal operating expenses incurred in connection with such late payment.In addition,Customer shall reimburse CFS for all of its out-of-pocket costs and expenses incurred in exercising any of its rights or remedies hereunder 28.MISCELLANEOUS:All notices required or permitted under this Agreement shall be sufficient if delivered or in enforcing any of the terms of this Agreement,including,without limitation,reasonable fees and expenses of personally,sent via facsimile or other electronic transmission,or mailed to such party at the address set forth in attorneys and collection agencies,whether or not suit is brought.If CFS should bring court action,Customer and this Agreement,or at such other address as such party may designate in writing from time to time.Any notice CFS agree that attorney's fees equal to twenty-five percent(25%)of the total amount sought by CFS shall be from CFS to Customer shall be effective three(3)days after it has been deposited in the mail,duly addressed. deemed reasonable for purposes of this Agreement. All notices to CFS from Customer shall be effective after it has been received via U.S.mail,express delivery, 18.ASSIGNMENT:CUSTOMER SHALL NOT ASSIGNOR PLEDGE THIS AGREEMENT IN WHOLE OR IN PART, facsimile,or other electronic transmission.If there should be more than one party executing this Agreement as NOR SHALL CUSTOMER SUBLET OR LEND ANY EQUIPMENT WITHOUT PRIOR WRITTEN CONSENT OF CFS.CFS Customer,all obligations to be performed by Customer shall be the joint and several liability of all such parties. may pledge or transfer this Agreement Customer agrees that if CFS transfers this Agreement,the assignee will Customers representations,warranties,and covenants under this Agreement shall survive the delivery and have the same rights and benefits that CFS has now and will not have to perform any of CFS'obligations,which return of the Equipment.Any provision of this Agreement that may be determined by competent authority to be CFS will continue to perform.Customer agrees that the rights of the assignee will not be subject to any claims, prohibited or unenforceable in any jurisdiction shall,as to such jurisdiction,be ineffective to the extent of such defenses,or set-offs that Customer may have against CFS.If Customer is given notice of any such transfer, prohibition or unenforceability without invalidating the remaining provisions of this Agreement.No such Customer agrees,if so directed therein,to pay directly to the assignee all or any part of the amounts payable prohibition or unenforceability in any jurisdiction shall invalidate or render unenforceable such provision in any hereunder. other jurisdiction.Customer agrees that CFS may insert missing information or correct other information on this Agreement including the Equipment's description,serial number,and location,and corrections to Customer's 19.RENEWAL;RETURN: This Agreement shall automatically renew on a month—to-month basis at the same legal name;otherwise,this Agreement contains the entire arrangement between Customer and CFS and no Payment amount and frequency unless Customer sends written notice to CFS,at least sixty(60)days'before the modifications of this Agreement shall be effective unless in writing and signed by the parties.Customer agrees end of the scheduled term or any renewal term that Customer either(i)shall exercise the Purchase Option in that CFS may accept a facsimile or other electronic transmission of this Agreement or any Acceptance Certificate accordance with the terms hereof and at the end of such term exercises such Purchase Option,or(ii)does not as an original,and that facsimile or electronically transmitted copies of Customers signature will be treated as an want to renew this Agreement,and at the end of such term returns the Equipment as provided below. Unless original for all purposes. CFS-1043 (01/17) -- ___.age 2Af.2 _.._ Initial: Can on CANON FINANCIAL SERVICES,INC. (CFS") Municipal Fiscal Funding Addendum Remittance Address: 14904 Collections Center Dr. Chicago,Illinois 60693 800-220-0200 CFS'Application Number. CFS'Agreement Number: Agreement Date: GOVERNMENTAL ENTITY Complete Legal Name ("Customer") THIS MUNICIPAL FISCAL FUNDING ADDENDUM ("ADDENDUM") WILL BE OF NO FORCE OR EFFECT IF THE CUSTOMER IS NOT A STATE OR A POLITICAL SUBDIVISION OF A STATE WITHIN THE MEANING OF SECTION 103(C) OF THE INTERNAL REVENUE CODE OF 1986, AS AMENDED. Customer warrants that it has funds available to pay Payments payable pursuant to the agreement (whether designated a lease, rental, master lease, or otherwise, together with any schedules, the "Agreement") until the end of its current appropriation period and warrants that it presently intends to make Payments in each appropriation period from now until the end of this Agreement. The officer of Customer responsible for preparation of Customer's annual budget shall request from its legislative body or funding authority funds to be paid to CFS under this Agreement. If notwithstanding the making in good faith of such request in accordance with appropriate procedures and with the exercise of reasonable care and diligence, such legislative body or funding authority does not appropriate funds to be paid to CFS for the Equipment, Customer may, upon prior written notice to CFS, effective upon the exhaustion of the funding authorized for the then current appropriation period, return the Equipment to CFS, at Customer's expense and in accordance with this Agreement, and thereupon, Customer shall be released of its obligation to make Payments to CFS due thereafter, provided: (1) the Equipment is returned to CFS as provided for in the Agreement; (2) the above described notice states the failure of the legislative body or funding authority to appropriate the necessary funds as the reason for cancellation; and (3) such notice is accompanied by payment of all amounts then due to CFS under the Agreement. In the event Customer returns the Equipment pursuant to the terms of this Agreement, CFS shall retain all sums paid by Customer. Customer's Payment obligations under this Agreement in any fiscal year shall constitute a current expense of Customer for such fiscal year, and shall not constitute indebtedness or a multiple fiscal year obligation of Customer under Customer's state constitution, state law or home rule charter. Nothing in this Agreement shall constitute a pledge by Customer of any taxes or other monies, other than as appropriated for a specific fiscal year for this Agreement and the Equipment. The undersigned represents and warrants to CFS that all action required to authorize the execution and delivery of this Addendum on behalf of the above referenced Customer by the following signatory has been duly taken and remains in full force and effect. Customer agrees that CFS may accept a facsimile or other electronic transmission of this Addendum as an original, and that facsimile or electronically transmitted copies of Customer's signature will be treated as an original for all purposes. ACCEPTED Canon Financial Services, Inc. Customer By By Title Printed Name Date Title CFS-2020(04/16) Canon MAINTENANCE AGREEMENT CANON SOLUTIONS AMERICA Related Acquisition Agreement# Canon Solutions America, Inc. ("CSA") One Canon Park, Melville, NY 11747 (800)613-2228 Salesperson Order Date: / / Customer("you"). Customer Account: Equipment Location: Customer Account: Company: Company: Address: Address: City: County: City: County: State: Zip: Phone#: State: Zip: Phone#: • Contact: Fax#: Contact: Fax#: Email: For each unit of Equipment listed,you shall indicate specific contact and location(if different than above)in the table below or in any Addendum to this Agreement. Maintenance Billing Entity PO Required Meter Read Collection Options Base Charge: ❑ CSA ❑Canon Financial Services,Inc.("CFS") ❑Yes ❑No imageWARE Remote unless noted in table below* Per Image Charge: ❑ CSA ❑Canon Financial Services, Inc.("CFS") PO# W = myCSA website Base Charge Billing Cycle Initial Term Coverage Plan If adding the Equipment below to existing CI Monthly ['Quarterly ❑Other Months (min. 12) ❑Per Unit ❑Fleet 0 Aggregate an Aggregate,provide either a contract# or serial#under Aggregate. _ Excess Per Image*Charge Billing Cycle Price Plan Consumables Inclusive Toner Fulfillment Method 0 Monthly ❑Quarterly ❑Other ❑Standard ❑Other Customer order unless noted for ❑ Fixed ❑Toner Equipment below** Subject to the terms and conditions of this Agreement,CSA agrees to service the Equipment listed below or in any Addendum(s)to this Agreement at the charges stated herein or therein.For newly installed Equipment,the Start Date is provided in Paragraph 1 of the Additional Terms and Conditions.The Start Date for previously in place Equipment is_/ I *Each Image is equal to 1 printed page except for Océ brand Wide Format products in which case each Image is equal to one(1)square foot. Covered Images per unit or Fleet included in Base Charge Per Image Charge in excess of Base Model Serial# An aggregate images should be listed per unit. Covered Images Charge Corporate Alt Start Meter per unit Advantage Meter B&W Color B&W Color Long Sheet B&W Color Lone Sheet or Fleet Yes/No Method* Contact: Phone#: Fax#: Email: Location: Auto Toner Fulfillment:❑ **(Requires imageWare Remote) Contact: Phone#: Fax#: Email: Location: Auto Toner Fulfillment:❑ **(Requires imageWare Remote) Contact: Phone#: Fax#: Email: Location: Auto Toner Fulfillment: ❑ **(Requires imageWare Remote) Contact: Phone#: Fax#: Email: Location: Auto Toner Fulfillment: ❑ **(Requires imageWare Remote) Subtotal from Supplemental Addendum CUSTOMER SATISFACTION POLICY Subtotal If you are not satisfied with the performance of your Canon or Océ brand product,upon your written request,CSA in its sole discretion will repair or replace the product with a like unit with equivalent capabilities. Prior to replacement,CSA Tax shall have had 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 Total you are not in default of this Agreement and such maintenance services 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 Title Date SER-023 September 2018 CSA ADDITIONAL TERMS AND CONDITIONS # These are the additional terms and conditions referred to on the face page to which they are necessitated by factors other than normal use including,without limitation,any willful act, attached(such face page,and any addendum(s)hereto,collectively with these terms and negligence,abuse or misuse of the Equipment;the use of parts,supplies or software which are conditions,the"Agreement"). not supplied by CSA and which cause abnormally frequent service calls or service problems; 1. TERM.Maintenance under this Agreement shall start on the date(the"Start Date")of service performed by personnel other than CSA personnel;accident;use of the Equipment with installation for newly installed equipment(inclusive of standard embedded Canon brand non-compatible hardware or software components;electrical power malfunction or heating, software)(the"Equipment")covered under toner inclusive service.For all other newly installed cooling or humidity ambient conditions;(c)de-installation,re-installation or relocation of Equipment,the Start Date shall be at the end of the relevant Equipment warranty or 90 days Equipment;(d)repairs to or realignment of Equipment,and related training,necessitated by from installation,whichever comes first.The Start Date is stated on the face page for all changes you made to your system configuration or network environment;(e)work which you previously in place Equipment.(a)The initial term specified on the face page shall renew for request to be performed outside of CSA's regular business hours;or(f)repair of any successive 12 month period unless either party gives written notice of non-renewal at least 30 network/system connection device,except when listed on face page. days prior to the expiration of the then-current term.The renewal charges shall be reflected on 5. DATA.You acknowledge that the hard drive(s)on the Equipment,including attached the invoice for the first billing cycle of the renewal period.You shall have the right to terminate devices,may retain images,content or other data that you may store for purposes of normal the renewal contract with 30 days advance written notice to CSA. operation of the Equipment("Data").You acknowledge that CSA is not storing Data on behalf of 2. CHARGES.Base charges shall be billed in advance and per image charges,shall be billed you and that exposure or access to the Data by CSA,if any,is purely incidental to the services in arrears.For Equipment designated as Corporate Advantage,the meter shall record a quantity performed by CSA.Neither CSA nor any of their affiliates has an obligation to erase or overwrite of 2 images for any image produced on media wider than 8%".Invoices shall be due and Data upon your retum of the Equipment to CSA or any leasing company.You are solely payable within 30 days of the invoice date unless otherwise stated on the invoice.Applicable responsible for:(i)your compliance with applicable law and legal requirements pertaining to data taxes shall be added to the charges.If payments are late,(i)you shall pay the actual and privacy,storage,security,retention and protection;and(ii)all decisions related to erasing or reasonable costs and expenses of collection incurred by CSA,including the maximum attorney's overwriting Data.Without limiting the foregoing,you should,(a)enable the Hard Disk Drive fees permitted by law and(ii)CSA may charge you and you agree to pay,a late charge equal to (HDD)data erase functionality that is a standard feature on certain Equipment and/or(b)prior to five percent(5%)of the amount due for each billing period or portion of a billing period such retum or other disposition of the Equipment,utilize HDD(or comparable)formatting function payment is delayed or$10 as reasonable collection fees,not to exceed the maximum amount (which may be referred to as"Initialized All Data/Settings"function)if found on the Equipment to permitted by law.If the Standard Price Plan is selected on the face side,during the initial term, perform a one pass overwrite of Data or,if you have higher security requirements,you may the charges specified on the face page are subject to an annual increase up to 10%(as purchase from CSA at current rates an available option for the Equipment,which may include(x) determined by CSA in its sole discretion)either(i)on each anniversary of the start date or(ii) an HDD Data Encryption Kit option which disguises information before it is written to the hard once in each calendar year if you have selected the Aggregate Coverage Plan.Fixed Price drive using encryption algorithms,(y)a HDD Data Erase Kit that can perform up to a 3-pass Plans shall not increase during the initial term.If you have selected CFS on the face page as the overwrite of Data(for Equipment not containing data erase functionality as a standard feature), billing entity,your maintenance charges will appear on your periodic lease invoice along with or(z)a replacement hard drive(in which case you should properly destroy the replaced hard standard lease charges.CFS will remit your payment of maintenance charges to CSA upon drive).The terms of this Section 5 shall solely govern as to Data,notwithstanding that any receipt.(a)Consumables Inclusive service includes replenishment of consumables specified on provisions of this Agreement or any separate confidentiality or data security or other agreement the face page for exclusive use with the Equipment.CSA may terminate this Agreement if you now or hereafter entered into between you and CSA could be construed to apply to Data. use the consumables in a different manner.In the event your toner usage exceeds by more than 6. EXCLUSION OF WARRANTIES AND LIMITATION OF LIABILITY.CSA EXPRESSLY 10%the published manufacturer specifications for conventional office image coverage,as DISCLAIMS ALL WARRANTIES EXPRESS OR IMPLIED INCLUDING IMPLIED determined by CSA,CSA may invoice you for such excess usage.You may purchase additional WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE toner from CSA if required during the term.You shall bear all risk of loss,theft or damage to RELATING TO THE USE OR PERFORMANCE OF THE EQUIPMENT AND SOFTWARE OR unused consumables,which shall remain CSA's property and shall be returned promptly upon ANY METER READ COLLECTION METHOD PROVIDED BY CSA.YOU EXPRESSLY termination of this Agreement.(b)If you have selected the Fleet or Aggregate Coverage Plan, ACKNOWLEDGE THAT THE FURNISHING OF MAINTENANCE SERVICE UNDER THIS the Base Charge and the Covered Images shall apply to all of the Equipment on the Schedule AGREEMENT DOES NOT ASSURE UNINTERRUPTED OPERATION AND USE OF THE unless otherwise indicated.If specified on the face page that the Listed Items are being added EQUIPMENT,SOFTWARE OR METER COLLECTION METHODS.CSA SHALL NOT BE to an existing Fleet Coverage Plan under a previous agreement between you and CSA,(i)the LIABLE FOR INJURY OR DAMAGE EXCEPT TO THE EXTENT CAUSED BY CSA'S fleet shall include the listed items under the previous agreement,and all other agreements for NEGLIGENCE OR WILLFUL MISCONDUCT.CSA SHALL NOT BE LIABLE FOR which the add to existing fleet option was selected,and(ii)the maintenance term for all Listed EXPENDITURES FOR SUBSTITUTE EQUIPMENT OR SERVICES,LOSS OF REVENUE OR Items under this Agreement shall be the same as the maintenance term for all listed items under PROFIT,LOSS,CORRUPTION OR RELEASE OF DATA,FAILURE TO REALIZE SAVINGS all such previous agreements.(c)If specified on the face page that the Listed Items are being OR OTHER BENEFITS,STORAGE CHARGES OR INCIDENTAL,SPECIAL,PUNITIVE OR added to an existing Aggregate Coverage Plan under a previous agreement between you and . CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS CSA,the Covered Images shall apply to all of the Equipment on the schedule,unless otherwise AGREEMENT REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED indicated,plus the listed items under the previous agreement(s),and all other agreements for AND EVEN IF CSA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. which the add to existing Aggregate Coverage Plan was selected,on an aggregated basis,for 7. DEFAULT.You shall be in default of this Agreement if you fail to perform any of your so long as the maintenance term for all such listed items continues.(d)Unless otherwise obligations under this Agreement,including making prompt undisputed payments when due. indicated on the face page,you authorize CSA to use networked features of the Equipment CSA may withhold service under this Agreement in whole or in part until any delinquent payment including imageWARE Remote to receive software updates,activate features/new licenses is received by CSA.CSA may terminate this Agreement in whole or in part upon your default and/or transmit use and service data accumulated by the Equipment over your network by with thirty(30)days notice to you,unless such default is cured by you within the thirty(30)day means of an HTTPS protocol and to store,analyze and use such data for purposes related to period.If an overdue payment is disputed in good faith within thirty(30)days after the due date servicing the Equipment and product improvement.(e)You agree to provide meter readings to thereof,you shall pay all undisputed amounts and promptly make a good faith effort to resolve CSA,if applicable,in accordance with the meter read option selected and CSA's normal such dispute with CSA.In the event of your default,CSA may,without limiting its other rights procedures. If you selected the myCSA website,you,'your employees or agents shall complete and remedies available under applicable law and this Agreement,require you to pay all charges CSA's registration process governing access to and use of such website,and you agree to be then due but unpaid,including any applicable late charges,plus an eariy termination fee equal to bound by,and comply with its Terms of Use.CSA may change your meter read options from three(3)times the average monthly billing to date and any excess toner charges per Section time to time upon 60 days notice.If CSA does not receive timely meter readings from you,you 2(b).You agree that such charges are reasonable liquidated damages for loss of bargain and agree to pay invoices that reflect CSA's estimates of meter readings.CSA reserves the right to not a penalty. verify the accuracy of any meter readings from time to time,and to invoice you for any shortfall 8. GOVERNING LAW.THIS AGREEMENT AND ALL CLAIMS,DISPUTES AND CAUSES in the invoice for the next periodic billing cycle. OF ACTION RELATING THERETO,WHETHER SOUNDING IN CONTRACT,TORT OR 3. COVERED SERVICE.CSA shall provide all routine preventive maintenance and emergency STATUTE,SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE service necessary to keep the Equipment in good working order in accordance with this LAWS OF THE STATE OF NEW YORK.YOU CONSENT TO THE EXCLUSIVE Agreement and CSA's normal practice.Such service shall be performed during CSA's local JURISDICTION AND VENUE OF ANY STATE OR FEDERAL COURT LOCATED WITHIN regular business hours(8:30 A.M.to 5:00 P.M.Monday through Friday,except holidays). THE CITY OF NEW YORK UPON SERVICE OF PROCESS MADE IN ACCORDANCE (a)You shall afford CSA reasonable and safe access to the Equipment to perform on-site WITH THE APPLICABLE STATUTES AND RULES OF THE STATE OF NEW YORK OR service.CSA may terminate its maintenance obligations as to any Equipment if you relocate it to THE UNITED STATES.ANY AND ALL SUITS YOU COMMENCEAGAINST CSA, a site outside CSA's service territory.If,in CSA's opinion,any Equipment cannot be maintained WHETHER OR NOT ARISING UNDER THIS AGREEMENT,SHALL BE BROUGHT ONLY in good working order through CSA's routine maintenance services,CSA may,at its option,(i) IN THE STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY OF NEW YORK. substitute comparable Equipment or(ii)cancel any balance of the term of this Agreement as to YOU HEREBY WAIVE OBJECTIONS AS TO VENUE AND CONVENIENCE OF FORUM. such Equipment and refund the unearned portion of any prepaid charges hereunder.Parts or ANY SUIT,OTHER THAN ONE SEEKING PAYMENT OF AMOUNTS DUE HEREUNDER, Equipment replaced or removed by CSA in connection with maintenance services hereunder SHALL BE COMMENCED,IF AT ALL,WITHIN ONE(1)YEAR OF THE DATE THAT THE shall become the property of CSA and you disclaim any interest therein.(b)CSA shall make CLAIM ACCRUES.THE PARTIES IRREVOCABLY WAIVE ANY RIGHT TO A JURY TRIAL available to you from time to time upgrades and bug fixes for the software licensed as part of the IN ANY SUIT BETWEEN THEM. Equipment("Embedded Software"),but:(i)only if such upgrades and bug fixes are provided to 9. ENTIRE AGREEMENT.This Agreement shall be binding upon your signature and upon the CSA by the developers of such Embedded Software,(ii)availability of upgrades and bug fixes installation of the Equipment by CSA or commencement of the covered services if this may be at additional charge,and(iii)installation of such upgrades and bug fixes by CSA if Agreement is for renewal of a prior maintenance agreement or for equipment previously requested by you shall be at additional charge. You are not required to use CSA for installation installed.This Agreement constitutes the entire agreement between the parties with respect to of any upgrades and bug fixes,but if installation is done by anyone other than CSA,CSA shall the furnishing of maintenance service for the Equipment,superseding all previous proposals and have no responsibility for any performance or other issues that may result from such agreements,oral or written.All provisions of this Agreement including Section 5,which by their installation. CSA shall also use reasonable efforts to provide Level 1 support for the Embedded nature can be construed to survive the expiration or termination of the Agreement shall so Software.Level 1 support consists of(i)providing help-line telephone assistance in operating survive.Any purchase order utilized by you shall be for your administrative convenience only, the Embedded Software and identifying service problems and attempting to troubleshoot any and any terms therein which conflict with,vary from or supplement the provisions of this such problems in the Embedded Software;(ii)escalating operating problems to the available Agreement shall be deemed null and void.No representation or statement not contained on the developer of the Embedded Software as needed to rectify such problems,including facilitating original of this Agreement shall be binding upon CSA as a warranty or otherwise,nor shall this contact between you and the developer of the Embedded Software as necessary;and(iii) Agreement be modified or amended except by a writing signed by both you and a designated maintaining a log of such problems to assist in tracking the same.Embedded Software as used representative of CSA.If a court finds any provision of this Agreement(or part thereof)to be herein does not include separately-priced application software supplied by CSA to you under unenforceable,the remaining provisions of this Agreement shall remain in full force and effect. any separate acquisition agreement,and support therefor shall be solely governed by the This Agreement shall not be assignable by you without CSA's prior written consent,and any provisions thereof. attempted assignment without such consent shall be void.You expressly disclaim having relied 4. NON-COVERED SERVICE.The following services,and any other work beyond the scope of upon any representation or statement concerning the capability,condition,operation, this Agreement,shall be invoiced in accordance with CSA's then current labor,parts and supply performance or specifications of the Equipment and Software,except to the extent set forth on charges:(a)replacement of any consumable supply item not provided as part of toner inclusive the original of this Agreement.You agree that CSA may accept an electronic image of this service identified on the face page,including,without limitation,paper,toner,ink,waste Agreement as an original,and that electronic copies of your signature will be treated as an containers,fuser oil,staples,other media,print heads and puncher dies;(b)repairs original for all purposes. SER-023 September 2018 CSA Page 2 Canon SOFTWARE ACQUISITION AGREEMENT LEASE OR PURCHASE CANON SOLUTIONS AMERICA Canon Solutions America, Inc.("CSA") One Canon Park, Melville, NY 11747 (800)613-2228 Salesperson Order Date: Customer("you"): Customer Account: Ship To: Customer Account: Company: Company: Address: Address: City: County: City: County: State: Zip: Phone#: State: Zip: Phone#: Contact: Fax#: Contact: Fax#: Email: Email: Lease or Purchase: 0 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 specified 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. ❑ Canon Financial Services, Inc. ❑ Other (Name of Leasing Company): ❑ 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 Listed Items: Item Periodic Lease Code Product Description Qty Unit Price Payment or Purchase Price • • Payment Terms Other Requirements Subtotal from Supplemental Addendum 1:1Check with Order Check# Subtotal ❑ P.O. Required ❑ Net 30 P.O.# Delivery/Install ElLease 1=1Tax Exempt Sales Tax (Attach Certificate) Total ❑ Other ❑ Credit Card: Deposit Requires submission of secure credit card authorization form. Balance Due Customer Delivery Information Customer IT Contact Information Name Email This individual may be contacted for any IT related issues. Phone Earliest Date for Delivery: / / Name Special Delivery/Installation Instruction Phone Email 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 PAGE. 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 Title Date SLS-122 March 2018 ADDITIONAL TERMS AND CONDITIONS These are the additional terms and conditions referred to on the face page to which they are attached.Such face page and addendum(s),collectively with these terms and conditions,the"Agreement" 1. LEASE OR PURCHASE PRICE AND PAYMENT.You agree to lease or purchase the licenses of in advance of completing the work and you shall instruct CSA to end work or you shall agree to pay for application software(the"Software")with applicable separate third party support contracts(the"Software those additional Units at CSA's then prevailing rates. Support Contracts"),and services related to installation of the Software(the"Installation Services")and,if (e)Subscription Services will be performed by CSApersonnel or its designee at your business locations applicable,on-site support services for the Software(the"Subscription Services',and together with the located within GSA's servicing area.CSA personnel,while on-site at your premises,shall comply Software,Software Support Contracts,Installation Services,and Subscription Services(if applicable),the with your reasonable security and other such policies of which CSA has been informed by you in °Listed Items"),in each case as indicated on the face page hereof and in any addendum(s)hereto. writing.You will provide to CSA's personnel appropriate workspace and other assistance as may (a) If purchasing the Listed Items,the total purchase price specified in the Agreement,including be reasonably required for the performance of the Subscription Services. You sales taxes and delivery/installation charges,is due and payable within 30 days of the invoice date.If acknowledge that the performance by CSA of Subscription Services with respect to the Software may be payments are late,(i)you shall pay the actual and reasonable costs and expenses of collection dependent on assistance or cooperation from the third—party developer,including your requirement(s)to incurred by CSA,including the maximum attorney's fees permitted by law and(ii)CSA may charge purchase any necessary upgrades or licenses to operate the Software. you and you agree to pay,a late charge equal to the higher of five percent(5%)of the amount due or (f)You agree that you will not,directly or through any third party,solicit,offer employment to,hire, $10 as reasonable collection fees,not to exceed the maximum amount permitted by law. interfere with or endeavor to entice away from CSA any individual who is or was an employee of (b) If leasing the Listed Items,CSA shall sell the Listed Items to the Leasing Company subject in all CSA and who, at any time during the Subscription Services Term, was involved in providing respected to the warranty limitations and disclaimers and limitations of liability in this Agreement. You Subscription Services to you hereunder.The foregoing shall apply for one(1)year following the shall enter into a lease agreement with the Leasing Company providing,in addition to such terms and Subscription Services Term,or for any former employee of CSA for one(1)year period after he or conditions as the Leasing Company shall require,for a fixed periodic lease payments indicated herein she ceases to be an employee of CSA. over a fixed lease terms as specified in the lease agreement. 3. LIMITED WARRANTY;DISCLAIMER OF WARRANTIES. (c) Unless included as a Listed Item,Installation Services are not provided for any of the Software. CSA SHALL, UPON REQUEST, FURNISH TO YOU WITHOUT RECOURSE ANY END USER Installation Services may be conditioned on a separate statement of work covering the scope and WARRANTIES MADE BY THE DEVELOPER OF THE SOFTWARE.CSA WARRANTS THAT IT WILL schedule of installation,configuration options,responsibilities of each party,and other matters,as may PERFORM ITS SERVICES UNDER THIS AGREEMENT IN A PROFESSIONAL AND COMPETENT be reasonably requested by CSA or the developer or supplier of the Software,which shall solely MANNER CONSISTENT WITH GENERALLY ACCEPTED INDUSTRY STANDARDS.OTHER THAN govern as to the matters covered therein. Installation Services not covered by a separate statement THE FOREGOING,CSA MAKES NO OTHER WARRANTIES,EXPRESS OR IMPLIED,INCLUDING of work shall consist of basic installation of the Software in accordance with CSA's normal practice, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, provided that your hardware and network configurations are as required for installation.Additional WITH RESPECT TO THE LISTED ITEMS. CSA EXPRESSLY DISCLAIMS AND EXCLUDES ANY AND charges may apply for work beyond the initial scope described in any statement of work, CSA shall ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF make available to you from time to time upgrades and bug fixes for the Software,but(i)only if such MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE RELATING TO THE USE OR upgrades and bug fixes are provided to CSA by suppliers of the Software,(ii)availability of upgrades PERFORMANCE OF THE LISTED ITEMS. and bug fixes may be at additional charge unless covered by the Software Support Contract(s) 4. SECURITY. As security for the payment of all amounts due to CSA,you hereby grant to CSA a purchased by you,and(iii)installation of such upgrades and bug fixes by CSA if requested by you security interest in the Software. To the extent permitted by applicable law,you hereby authorize CSA to shall be at additional charge.You are not required to use CSA for installation of either Software or for file with the appropriate governmental authorities any and all financing statements necessary to evidence any upgrades and bug fixes,but if installation is done by anyone other than CSA,CSA shall have no or perfect GSA'security interest in the Software. responsibility for any performance or other issues that may result from such installation. Level 1 5. WARRANTY OF BUSINESS PURPOSE. You represent and warrant that that the Listed Items support for the Software shall be provided by CSA or the third party software developer but only if will not be used for personal,family or household purposes. Software Support Contract(s)for the Software have been purchased by you(or are otherwise included 6. LIMITATION OF LIABILITY. CSA SHALL NOT BE LIABLE FOR INJURY OR DAMAGE EXCEPT with the purchase of the Software)and for so long as such Software Support Contract(s)remain in TO THE EXTENT CAUSED BY CSA'S NEGLIGENCE OR WILLFUL MISCONDUCT.CSA SHALL NOT effect.Notwithstanding any provision in the support contract to the contrary,it shall automatically BE LIABLE FOR LOSS OF REVENUE OR PROFIT,LOSS,RELEASE OR CORRUPTION OF DATA,OR renew on an annual basis.Level 1 support consists of(i)providing help-line telephone assistance in SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THIS operating and identifying service problems in the Software,and attempting to troubleshoot any such AGREEMENT OR THE USE OF OR INABILITY TO USE THE SOFTWARE,REGARDLESS OF THE problems;(ii)escalating operating problems to the applicable developer of the Software as needed to LEGAL THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA HAS BEEN ADVISED OF THE rectify such problems,including facilitating contact between you and the developer of the Software as POSSIBILITY OF SUCH DAMAGES.IN NO EVENT SHALL CSA'S LIABILITY TO YOU HEREUNDER- ' necessary; and (iii) maintaining a.log of such problems to assist in tracking the same. You OR IN CONNECTION WITH THE LISTED ITEMS EXCEED THE AGGREGATE PURCHASE PRICE acknowledge that CSA is not the developer of any of the Software and other than the foregoing and PAID FOR THE LISTED ITEMS BY YOU OR THE LEASING COMPANY TO CSA. Subscription Services if applicable,installation and other support for Software is not provided under 7. CHOICE OF IAW AND FORUM. THIS AGREEMENT AND ALL CLAIMS, DISPUTES AND this Agreement. CAUSES OF ACTION RELATING THERETO,WHETHER SOUNDING IN CONTRACT,TORT OR (d) The Software is provided pursuant to the end-user license agreements and any other terms and STATUTE,SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF conditions required by the owners or developers thereof,and you agree that your use of all Software THE STATE OF NEW YORK. YOU CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF shall at all times be subject to and in compliance with the terms and conditions of such end-user ANY STATE OR FEDERAL COURT LOCATED WITHIN THE CITY OF NEW YORK UPON SERVICE license agreements and other terms and conditions. OF PROCESS MADE IN ACCORDANCE WITH THE APPLICABLE STATUTES AND RULES OF THE (e) CSA reserves the right to withhold shipment of the Software until you(or the Leasing Company) STATE OF NEW YORK OR THE UNITED STATES.ANY AND ALL SUITS YOU COMMENCE AGAINST make full payment of the total price specified in this Agreement or to revoke any credit extended to CSA,WHETHER OR NOT ARISING UNDER THIS AGREEMENT,SHALL BE BROUGHT ONLY IN THE you because of your failure to pay any amounts when due or for any other reason affecting your STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY OF NEW YORK.YOU HEREBY WAIVE creditworthiness.If at any time prior to shipment,CSA discovers any mistake in pricing or configuration OBJECTIONS AS TO VENUE AND CONVENIENCE OF FORUM. ANY SUIT,OTHER THAN ONE for any Software,CSA reserves the right to notify you of the mistake in writing,and such notification SEEKING PAYMENT OF AMOUNTS DUE HEREUNDER, SHALL BE COMMENCED, IF AT ALL, will constitute the non-acceptance of this Agreement by it with respect to such Software without liability. WITHIN ONE(1)YEAR OF THE DATE THAT THE CLAIM ACCRUES. THE PARTIES IRREVOCABLY 2. SUBSCRIPTION SERVICES.If purchasing or leasing Subscription Services as specified on the WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUIT BETWEEN THEM. face page,then the following shall apply: 8. GENERAL This Agreement shall be binding upon you when you sign this Agreement and shall be (a) CSA shall provide such Subscription Services until the earlier of(i)the units of Subscription binding upon CSA upon(i)acceptance hereof in writing by CSA or(ii)delivery of any of the Software, Services specified on the face page("Units')are consumed or(ii)either twelve(12)months from the whichever occurs first Title to any Software shall pass to you or the Leasing Company only upon full Order Date or the end of the term of the applicable lease agreement with the Leasing Company(the payment to CSA therefor.All provisions of this Agreement which by their nature can be construed to 'Subscription Services Term"). survive the expiration or termination of the Agreement shall so survive.This Agreement,together with any (b) Subscription Services will be provided by CSA at the Resource Level based upon your resource related CSA credit application,constitutes the entire agreement between the parties with respect to the selection or description of the scope of work to be performed,and will be provided during CSA's local furnishing of the Listed Items,superseding all previous proposals and agreements,oral or written. No regular business hours(8:30 A.M-5:00 P.M.Monday through Friday,excluding holidays).Any pre- lease agreement entered into between you and the Leasing Company with respect to any Listed Items approved scheduled work beyond these hours will be billed at a premium rate. shall be binding on GSA in any respect or affect your rights or CSA's obligation hereunder.You may submit (c) Units are available to you based upon the Resource Level utilized to perform the Subscription a purchase order for procurement of Listed Items.Any terms and conditions set forth in any purchase Services: order shall be for your administrative convenience only,and any terms therein which conflict with,vary Units per Min Hours per from or supplement the provisions of this Agreement shall be deemed null and void. No representation Resource Level Hour Engagement or statement not contained on the original of this Agreement shall be binding upon CSA as a warranty or National Consulting and Support("NCS")Engineers 4 8 otherwise,nor shall 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 thereof)to Production Analyst 4 8 be unenforceable,the remaining provisions of this Agreement shall remain in full force and effect.This Local Systems Analyst 3 1 Agreement shall not be assignable by you without CSA's prior written consent,and any attempted Local Systems Engineer 3 1 assignment without such consent,which shall not be unreasonably withheld,shall be void;except that you may,as described above,assign to your Leasing Company your right to acquire the Software and Product Trainer 2 1' your warranty rights hereunder,but your other rights hereunder,are not assignable to the Leasing Subject to Course minimum requirements if applicable Company and such assignment shall not relieve you of any of your obligations hereunder. You (d) Subscription Services will be provided when requested by you through the CSA service expressly disclaim having relied upon any representation or statement conceming the capability,condition, dispatch center.CSA will determine the appropriate Resource Level(s)to be assigned based on operation,performance or specifications of the Listed Items except to the extent set forth on the original of your resource selection or description of the requested Subscription Services.GSA reserves the right to this Agreement.You agree that CSA may accept an electronic image of this Agreement as an original,and reject any request by you if CSA determines that such request is for work beyond the scope of the Subscription that electronic copies of your signature will be treated as an original for all purposes. Services covered by this Agreement or the Resource Levels available hereunder.Unused Units are non-refundable. If Subscription Services requested by you,or completion of ongoing Subscription Services,will require Units in excess of the unused quantity available hereunder,CSA shall notify you SLS-122 March 2018 Page 2 ro) Canon Managed Document Services Y,. Customer Expectations Document 1. Introduction This Customer Expectation Document is designed to provide details related to the Canon Solutions America Managed Print Services('MPS") Program and to answer commonly asked questions. The terms and conditions of the MPS program can be found in the CSA Managed Print Services Agreement. 2. Program Objectives The MPS program is designed to help organizations achieve business efficiencies and cost savings through better management and administration of print environments. Our unique consulting process contemplates collaboration with our customers to identify areas for print optimization, increased productivity and cost savings. Critical to this process is the availability of print volume data from all sources within the print enterprise.The success of the program is dependent on uninterrupted communication with the printers or alternative sources of data capture in order for CSA to perform the services and provide accurate and timely billing under the agreement. 3. Initial Contract Set-up a. Start Date The contract becomes effective approximately 10 days after the Customer executes the MPS Agreement accompanied by a complete listing of the covered printers on Schedule A and Schedule B, if applicable. This allows CSA ample time to prepare its systems to accept customer calls and begin to provide services. b. Initial Printer Listing Schedule A and B contain all relevant information on each printer initially covered under the MPS Agreement. Printers listed in Schedule B will only be eligible for toner fulfillment and monitoring services.The Customer is responsible for discovering and identifying the required information for all printers to be covered under this agreement. Although CSA software tools may help discover devices based on detection of activity, idle units and units with no network connection may not be detected during this discovery process. In the event a customer identifies additional equipment which was mistakenly excluded from the original schedules, additional printers can be added using the Change Order form along with a printed configuration page for each printer added and made retroactive to the start date. Customers who call for services or toner for units not yet added to the contract may be told their printer is not covered since it will not appear in the CSA system. c. "Fit for Service"Requirements Prior to the start of the contract the following must be confirmed: i. Each device must have a minimum of 25%toner remaining in the cartridge ii. Each device must have a minimum of 25% life remaining for other consumable maintenance items (fuser kit, maintenance kit, drums) iii. Any devise displaying a service or supplies alert(error codes, low consumables, etc.) must have the condition corrected iv. Any device with an image quality issue must have the condition corrected d. Tagging Each printer initially covered under the agreement maybe tagged with a CSA Service tag by a CSA representative. The tag includes the serial#of the printer, the phone#for service and supplies and other relevant information. The tag should not be removed from the printer during the term of the agreement. CSA may mail tags to the customer for placement on the printers machine additions or remote locations during the term of the contract. e. Installation of DCA Software CSA will work with the Customer's IT staff to perform the initial installation of the Data Collection Agent("DCA") software for networked devices. Additionally, CSA will assist the Customer's IT staff to push the local client version of the DCA software for use with any non-networked printers. It is the Customer's responsibility to keep the DCA installed during the term including any reinstallation that may be required as a result of change in the Customer's infrastructure or environment. 4. Ordering Procedures a. Toner Printer toner cartridges may be ordered from CSA by either calling our Customer Service order desk at 1-800-355- 1385 or by placing an on-line order in the myCSA site. Customers who wish to use the myCSA site must first register at www.csa.canon.com and select the myCSA icon on the home page. Customers will be asked to provide the related serial#or asset tag#located on the asset tag placed on the printer. b. Service Calls Requests for repair may be placed by either calling our Dispatch Center at 1-800-466-1750 or by placing a service request on-line at www.solutions.canon.com. c. Add/Remove Additions or deletions of printers covered under the MPS Agreement are made by executing and submitting an MPS Change Order form indicating the pertinent information on the specific units being added or removed from the agreement. Additionally, Customers must provide a printed configuration page from each added or removed unit which provides CSA necessary meter, quality and other information necessary to make the change effective. Please note that changes to the printer fleet configuration may impact the price per copy reflected in the contract on a prospective basis. CSA Managed Print Services Customer Expectation Document page 2 April 2017 5. Customer Service For any questions or contract changes, please reference the following contact information: Email: MDSUPPORT@csa.canon.com Phone: 1-888-414-2720 6. Relocations If Customers relocate any printers under the agreement, they must promptly notify CSA in order to change the location information in the CSA database. Customers are responsible for de-installing and reinstalling all relocated printers including installation of the DCA in order to keep the printers communicating with CSA. Please note that printers relocated outside of CSA's Servicing geography(e.g. Alaska, remote islands, etc.) may not be eligible to be covered under this agreement. 7. Meter Collection The MPS program is designed to automatically collect periodic meter readings from the printers covered under this agreement using the DCA software program. The DCA program is initially installed on the Customer network for connectivity to networked printing devices. A local DCA program must be installed on individual networked computers in order to communicate with non-networked printers. It is extremely important to keep the DCA software connected in order for CSA to capture information in order to provide the services under the MPS Agreement. Customers are responsible to maintain this critical connection which may require reinstallation of the local DCA software when upgrading, replacing or repairing related computers. 8. Estimation If CSA does not receive timely meter readings from the DCA software or alternatively from the Customer through other means of communication, CSA will estimate the usage on the related devices utilizing past customer history or, if no historical data is available, utilizing CSA estimates based on CSA standard usage rates by model. 9. Toner Usage Reconciliation The MPS program includes replenishment of toner cartridges based upon toner page coverage of 5%for black toner and 20%for color toner. Customers who print images with more toner average coverage should expect to pay additional charges. Toner usage reconciliation is done separately for black toner and color toner. Please see the reconciliation example below: Toner Manufacturer Yield per Cartridge 3,000 #of Cartridges shipped to Customer* x 10 Manufacturer Expected Print Volume 30,000 Extra 10%provided by CSA - 3,000 CSA Expected Print Volume 27,000 Actual Print Volume -25.500 Volume Reconciliation 1,500 Price per Page x$ .0200 Toner Usage Reconciliation Charge $30.00 *Note: Certain cartridges for the same models may contain different manufacturer yields. 10. Quarterly Review Process Customers are entitled to a quarterly review discussion to review expectations, charges, print volume data and recommendations for further optimization of the print environment. 11. Renewal and end of term process Customers may request to renew the contract prior to the scheduled expiration by providing a written request to CSA stating the requested renewal term. CSA shall promptly provide a renewal quote for the requested renewal period. Upon mutual agreement, an appropriate addendum or new agreement shall be executed for the renewal term. If the Customer does not chose to renew, the Customer may return unused toner within 30 days of the end of term and CSA will adjust the#of cartridges shipped for the purpose of computing the final toner reconciliation described above. Customers must contact the CSA Customer Service center at 1-800-355-1385 to obtain return instructions and return authorization#prior to mailing the returned supplies back to CSA. In the event CSA is unable to obtain a final meter reading from the DCA or other reasonable means, CSA will estimate the final meter reading using customer volume history or utilizing the CSA standard usage rates by model. CSA Managed Print Services Customer Expectation Document page 3 April 2017 12. DCA Software&Technical Requirements CSA must utilize data collection software to provide services under this agreement. CSA is responsible to maintain the software, provide updates when necessary, and assist with the initial installation as necessary. The detailed technical information with respect to the Data Collection Agent(DCA) is as follows: The DCA collects usage data on Products from predefined Management Information Bases (MIBs), using Simple Network Management Protocol (SNMP). For greater security,the DCA initiates communication solely with the CSA Data Repository. Communication sessions are conducted via HTTPS (port 443),the universal standard in secure transactions.The DCA sends and receives data in a single hourly session. CSA does not provide root access or local edit access to the DCA and CSA does not permit scripts to be run against the DCA. Customers must provide the following technical information in conjunction with the implementation of the CSA Managed Print Services program. This information is required specifically for the expressed purposes of configuration and implementation the DCA. INFORMATION DCA Server(must be able to access all subnets with devices under contract) Hostname IP Address Default Gateway Fully Qualified Domain Name DNS Server(primary and secondary) Subnet Mask Network Subnet Range(s) Proxy(if applicable) Proxy Name Port Number Username/Password (if required) SNMP Public(READ) Any non-public SNMP community strings CONFIGURATION In addition to the information above to function properly,the DCA requires the following network configuration Port 80 TCP (outbound access) Port 443 TCP (outbound access) SNMP Port 161 UDP (access to all subnets with devices on contract) Port 80 TCP (outbound access) Port 443 TCP (outbound access) SNMP (access to all subnets with devices on contract) Port 161 UDP (access to all subnets with devices on contract) HARDWARE Hardware: Non-dedicated server powered on 24 hours a day, 7 days a week Network Card: 100mbit or higher RAM 512 MB or higher Internet connected browser SOFTWARE Computers where the DCA will be installed must meet the following software requirements Windows XP, 7, Server 2003, Server 2008, Vista.NET version 2.0 SP2 or higher Virtualization software support: The following virtualization software will support the installation: Microsoft Virtual Server 2005 VMware GSX DATA TRANSMISSION The DCA transmits small amounts of data to the central server. This data includes only statistical and alert condition information. NO IMAGE DATA IS TRANSMITTED. The following data estimates are provided to assist in the assessment of network impact. DCA scan, blank IP: 5.2KB DCA scan, 1 printer: 7.2KB DCA scan, 1 printer, 254 local IP addresses: 96KB DCA scan, network of 15 printers, 254 local IP addresses: 125KB CSA Managed Print Services Customer Expectation Document page 4 April 2017 Can on Canon Solutions America, Inc. One Canon Park CANON SOLUTIONS AMERICA Melville, NY 11747 Phone: 800.815.4000 www.csa.canon.com January 2, 2019 Re: Assignment of Contract To Whom It May Concern: Canon Solutions America, Inc. requires the right of assignment to any affiliate which is a wholly owned subsidiary of Canon U.S.A., Inc., a company dedicated to providing the highest level of Canon brand products,services and financing to our customers,such as Canon Financial Services, Inc. Canon Financial Services, Inc. is the billing entity for lease transactions for Canon Solutions America, Inc. Canon Financial Services, Inc. has specialized in delivering high content invoices,including lease and maintenance charges, in a variety of formats (paper, electronic, web) to meet our customer's needs. An assignment might occur either as a result of lease/billing requirements or corporate restructure, either of which would not result in decreased service capability. We trust in the strength of the relationship among the Canon companies will meet your requirements for written consent to assignment. Sincerely, 1/// 1/ J:71/ Noaki Sannotniya Senior Vice President A Canon U.S.A. Company Exhibit E: Cost Proposal Form FAILURE TO SUBMIT,COST PROPOSAL FORM,IN ITS ENTIRETY AND FULLY EXECUTED BY THE DEADLINE ESTABLISHED FOR THE RECEIPT OF PROPOSALS WILL RESULT IN PROPOSAL BEING DEEMED NON-RESPONSIVE AND BEING REJECTED. R 37 Addendum No.17 ITN 2017-015-JC Managed Print Services(Phase II) APPENDIX E COST PROPOSAL FORM Failure to submit,Cost Proposal Form, in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the cost proposal form below represents the entire cost of the items in full accordance with the requirements of this RFP, Inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form shall be completed mechanically or, if manually, in ink. Cost Proposal Form completed in pencil shall be deemed non-responsive. All corrections on the Cost Proposal Form shall be initialed. Group A Multi-Functional Printers (MFP) All Annual Estimated Inclusive Extended Item Description Months Monthly Price No. (or equivalent) Qu(A)ity* (B) Rate Per (D) Unit (AxBxC (C) =D) 1 Multi-Functional Printers Model A 36 12 $195.16 $84,309.12 2 Multi-Functional Printers Model B 81 12 $ 98.45 $95,693.40 Sub-Total Group A(Item 1&2): 4.180,002.52 Group B Network Printers All Annual ,' 1 Estimated Inclusive Extended Item Description Quantity* Months Monthly Price No. (or equivalent) (A) (B) Rate Per (D) Unit (AxBxC (C) =D) 1 Network Printers Model A 144 12 $ 46.53 $80,403.84 2 Network Printers Model B 146 12 14.29 25,036.08 Sub-Total Group B(Item 1&2) 105,439.92 Sub-Total Group A(Item 1&2): $180,002.52 Sub-Total Group B(Item 1&2): $105,439.92 'TOTAL BID PRICE $285,442.44 1Basis for point allocation. *Estimated quantities are for point calculation purposes only,this is not a guarantee. ** Bidder's Affirmation Company: Canon Solutions America,Inc. Authorized Representative: Naoki Sannomiya,Senior Vice President Address: One Canon Park,Melville,NY 11747 Telephone: 800-815-4000 Email: strategicpricing_high� -t@csa.cnon.com Authorized Representative's Signature: 38 Addendum No.17 FINISHING ACCESSORIES AS OPTIONS PRICE ITN 2017-015-JC Managed Print Services(Phase H) I-IIGH CAPACITY CASSETTE FEEDING UNIT $ 8.94/mo PAPER DECK UNIT $ 13.40/mo. **As our pricing is based on the volumes provided over INNER FINISHER $ 7.27/mo. a 60 month term,any changes will require further discussion. INNER 2/3 HOLE PUNCI-IER $ 4.47 Imo.