CITY OF CORONADO REQUEST FOR PROPOSALS
COPIER AND PRINTER SERVICES
DATE OF PUBLICATION
APRIL 2, 2024
SUBMITTAL DEADLINE:
BY 2:00 P.M. APRIL 26,2024
Submit all questions and requests for clarification in writing via PlanetBids Q&A on or before April 12, 2024. Responses will be posted by close of business day on April 19, 2024.
Proposers will receive a notification email via PlanetBids with award results and Proposal rejections, if any.
1 of 37 Attachment 1
I. INTRODUCTION
The City of Coronado’s Information Technology (IT) Division is issuing a Request for Proposals (RFP) for authorized Kyocera partners for the City’s fleet of Kyocera large multifunction devices (“large MFPs”), Kyocera desktop copiers (“MFPs”), Kyocera printers, and Hewlett Packard (“HP”) printers. The IT Division intends to execute a single Professional Services Contract for three years with two optional renewal years to provide services described in Section III (“Scope of Services”).
II. BACKGROUND
The City of Coronado is a built-out coastal city which measures 7.4 square miles located to the south of downtown San Diego. The City of Coronado is a full-service city run by a Council-City Manager form of government. The operating departments of the City are Administrative Services, City Clerk’s Office, Community Development, Public Services and Engineering, Fire Services, Library Services, Police Services, Recreation and Golf Services, and the City Manager’s Office. The Provider will be under the direction of the Administrative Services Department, in coordination with the Information Technology (IT) Division.
III. PROJECTED USAGE, INVENTORY, AND REQUESTED PRE-CONTRACT MAINTENANCE In calendar year 2023, the City of Coronado had a total usage of nearly 625,000 pages copies and prints across its Kyocera and HP fleet from approximately 355,000 black & white pages and 270,000 color pages. It is estimated that year-over-year usage will be within 20%, lower or higher, than the 2023 quantities. Additionally, the City purchased new or replacement printers and copiers in 2023 in the amount of approximately $10,000. The City’s best estimate of its full device inventory is provided in Attachment C.
Requests for per-device, pre-contract service inspection/maintenance to bring devices up to a certain supportable level will be limited to large-format copiers only. All requested maintenance costs will be reviewed as part of the scope of services (see section IV.8) and pricing information (see section V.6) selection criteria. Any other requests to not support devices as part of the eventual contract will be reviewed as part of the overall selection criteria.
IV. SCOPE OF SERVICES / EXPECTATIONS FOR THE PROPOSAL RESPONSES All submissions should mention at least these details:
1. Status of Kyocera partnership authorization
2. Capabilities, experience and past performance selling, maintaining and repairing Kyocera large MFP, Kyocera MFP, Kyocera devices, Hewlett Packard printers and providing other printer services
3. Office location(s), service level agreements (technical support response times and other information), and experience with municipal customers
4. Price list for current models in City inventory as specified in Attachment C and fixed pricing for similar replacement models for three years when end-of-life issues occur and City requires new devices
5. Fixed per-printed or per-copied (“click”) rates for black copies and prints and requested annual fee increases
6. Click rates for color copies and prints and requested annual fee increases 2 of 37 Attachment 1
7. Discussion of the services which are included in the fees paid via click rates, for example:
a. Preventive maintenance
b. Break/fix and resolution of jams
c. Quality/service satisfaction and device replacement guarantees d. Automatic toner delivery
e. Automatic and manual meter readings
f. Training
g. Billing
i. Ability to provide detailed billing – to include separate copy/print and black/color usage
ii. Ability to provide separate bills for each department or location iii. Ability to track department/location information for newly-purchased Kyocera devices
iv. Ability to track bill-to and ship-to/device-location information on new purchases
v. Cost for supplies not covered by the maintenance agreement
8. A list of unsupported devices or devices that need service inspection/maintenance to be supported by provider.
9. Any other services provided that are not listed in 1-7 above V. SELECTION CRITERIA / QUALIFICATIONS
Submission Requirements
The City of Coronado has partnered with PlanetBids to provide Proposal solicitation publishing, notification, and electronic processing services. To receive automatic notifications of this solicitation or to respond to this electronic Proposal, please register with PlanetBids as a vendor at PlanetBids Vendor Portal. This RFP, associated documents, and/or all addenda that may be issued will be available on PlanetBids.
Submittal Format
RFP must follow the format provided below. All submittals must be signed by a duly authorized official(s) representing the vendor. Please include a table of contents at the beginning of the submittal, clearly outlining the contents of each section.
Please provide the following sections, at a minimum:
1. Cover Letter / Executive Summary
2. Cover Sheet (Attachment A)
3. References (Attachment B)
4. Capabilities, Municipal Experience, and Past Performance: This relates to the firm’s capabilities, municipal experience, past performance, and experience with 3 of 37 Attachment 1
equipment delivery, toner delivery, and service delivery for Kyocera copiers and printers.
5. Firm’s Location and Service Level Agreements: This relates to the location of the firm’s office(s); its ability to provide expedited service in the case of paper jams, print quality concerns, or other malfunction of the devices under contract.
6. Pricing information – device purchase, click rates, and other costs: As described in Section IV (“Scope of Services”).
Submittals must consist of the elements identified above and should not exceed 20 pages. The Cover Sheet must identify the person to whom all further correspondence and/or questions should be addressed, including the individual’s e-mail address and telephone number.
The City reserves the right to reject any or all responses, to waive any informality in the specifications or RFP process, or to cancel in whole or in part the Request for Proposals if it is in the best interest of the City to do so.
By submitting a response to this RFP, the prospective firm waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. Acceptance of any statement submitted pursuant to this RFP shall not constitute any implied intent to enter a contract for the Information Technology Support service. This RFP does not commit the City to pay any costs incurred in the preparation of a response to contract for services. All responses to this RFP shall become the property of the City.
VI. RFP TIMELINE
The purpose of this RFP is to select a technical support services provider for the City of Coronado. City IT staff shall:
1. Review Proposals
2. Conduct interviews and product demonstrations with qualified firms, if deemed necessary
3. Request approval of selection (City Council)
4. Negotiate contract
Provided below is the conceptual timeline for the RFP process, which may change as necessary:
Date Milestone
April 2, 2024 RFP Release
April 12, 2024 Deadline for question submissions
April 26,2024 Submittal Submissions Due
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Date Milestone
May 3, 2024 Proposals Review Completion by City
May 28,2024 City Council Authorization to Award Service Contract VII. EVALUATION
Selection Criteria
The City has the sole authority in its sole discretion to select the preferred firm to provide copier and printer services and reserves the right to reject Proposals based on information submitted and from interviews, investigation of previous and current projects, financial capability, and other factors pertinent to providing the request services.
Each submittal shall be judged as to the provider’s capabilities and experience to provide copier and printer services for Kyocera and HP copiers and printers as listed in the Appendix A. Selection will be based on 100-point criteria as follows:
40 Capabilities, Experience and Past Performance: Each firm will be evaluated on its demonstrated capabilities, past performance, and experience with equipment delivery, toner delivery, and service delivery for Kyocera MFPs and printers. 30 Firm’s Location, Service Level Agreements, and Municipal Experience: Each firm will be evaluated on the location of its office(s); its ability to provide expedited service in the case of paper jams, print quality concerns, or other malfunction of the devices under contract; and its municipal government experience.
20 Pricing of Equipment: Each firm will be evaluated on the initial pricing and requested annual increases for City purchase of replacement equipment during the term of the agreement. 10 Black & white and Color Print/Copy Pricing (“click rates”): Each firm will be evaluated on its per-printed or per-copied pricing as submitted in the required rate sheet, and any other supportive information that demonstrates its capabilities to best meet the needs of the City of Coronado.
An evaluation committee will review and rank the submittals based on the above criteria. The top-rated firms will be short-listed and invited to an interview as needed. Based on the submittals and interviews, a Provider will be recommended to the City Council for a Standard Services Contract. Upon Council approval, the contract will be awarded. Should the City and the selected Provider be unable to agree on contract terms, the award of the contract will be offered to the second ranking firm, and so forth as necessary.
Notwithstanding a recommendation of the evaluation committee, the City retains the sole right to exercise its judgment concerning the selection of firm and the terms of any resultant agreement. The City Council is the ultimate decision-making body and makes the final determinations necessary to arrive at a decision to award, or not award, a contract. 5 of 37 Attachment 1
All responses to this RFP become property of the City and will be kept confidential until a recommendation for award of a contract has been announced. Thereafter, submittals are subject to public inspection and disclosure under the California Public Records Act (Cal.
Govt. Code Sections 7920 et seq.) Therefore, unless the information is exempt from disclosure by law, the content of any submittal, request for explanation, exception, or substitution, response to these specifications, protest, or any other written communication between the City of Coronado and any Respondent regarding the procurement, shall be available to the public.
VIII. COMPENSATION
The method of compensation shall be on usage basis, computed by the black and color perpage rate multiplied by the number of pages copied or printed in black or color.
IX. CONTRACT DURATION
It is anticipated that the City will enter into an agreement with the firm for a term of three years.
The City reserves the right to terminate the contract when it is determined it is in the best interest of the City. The City may also elect to renew the contract on an annual basis, but not exceeding a total contract duration of five (5) consecutive years.
X. CONFLICT OF INTEREST
The firm or Provider must comply with the requirements of all applicable federal, state, and local conflict of interest laws affecting the City. They include but are not limited to: Government Code Section 1090, et. seq.; Government Code Section 87100, et. seq.; Health and Safety Code Section 34281; the federal conflict provisions including those set forth in 24 CFR Part 85. In addition, the Provider may be required to comply with all additional conflict of interest provisions related to the City of Coronado, when applicable. This is not a comprehensive statement of all potentially applicable conflict of interest provisions. Any prospective Provider with a conflict of interest, real or apparent, will not be considered.
XI. AWARD OF CONTRACT
Once the evaluation committee concludes its submittal review and authorization is received, City staff will issue the contract. Should the City and the selected Provider be unable to agree on contract terms, the award of the contract will be offered to the second ranking firm, and so forth, as necessary.
A Standard Services Agreement Sample for the City of Coronado is shown in Attachment C.
Respondents are required to carefully review the sample Agreement and Insurance Requirements identified therein. The terms of the Agreement, including insurance requirements, are the City’s standards. Your submittal must indicate whether you are willing to execute the Agreement as drafted and comply with the insurance requirements. Your response must also indicate any requests for changes to the provisions of the Agreement. There will be no modifications to the Agreement that are not requested in your proposal. The City reserves the right to reject any requests for changes to the Agreement and/or to deem a submittal nonresponsive if Respondent requests changes to the Agreement, including to the insurance requirements.
6 of 37 Attachment 1
2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
ATTACHMENT A
CITY OF CORONADO
COVER SHEET
Name of Firm:
Mailing Address:
Contact Person/Account Manager :
Telephone:
Firm is a: Joint Venture ( )
California Corporation ( )
Partnership ( )
Sole Proprietorship ( )
Other
Describe:___________________
( )
Firm’s Federal Tax ID Number:
Firm’s or Individual’s Professional Registration Number:
Signature of Authorized Representative Date
Printed name of Authorized Representative
Signature of Authorized Representative Date
Typed name of Authorized Representative
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AIS - Advanced Imaging Solutions, Inc.
3865 W. Cheyenne Ave. Suite #505
North Las Vegas, NV 89032
Jason Harrow
(858) 429-6268
X
20-2093402
Jason Harrow
4/25/2024
Attachment 1
2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
ATTACHMENT B
CITY OF CORONADO
REFERENCE FORM
Provide at least three references with telephone numbers:
______________________
Phone Number
__________________________________
Reference: #1
___________________________________
Representing (Agency/Company)
___________________________________
Project Title:
Description: ___________________________________________________________________ ______________________________________________________________________________ ___________________________________ ______________________ Reference: #2 Phone Number
___________________________________
Representing (Agency/Company)
___________________________________
Project Title:
Description: __________________________________________________________________ _____________________________________________________________________________ ___________________________________ ______________________ Reference: #3 Phone Number
___________________________________
Representing (Agency/Company)
___________________________________
Project Title:
Description: ___________________________________________________________________ 8 of 37
Please see AIS Reference list in narrative
Attachment 1
Inventory of Printers and Copiers
Serial number Make Model Location name Address Recent BW Meter Recent Color MeterCNRC6906HR HP 1320 Public Services & Engineering 101 B Avenue 43041 n/a CNHC65T37Z HP 1320 Recreation & Golf Services 1845 Strand Way 73468 n/a CNHC6543XJ HP 1320 Police Services 700 Orange Avenue 25031 n/aCNHC5DV09N HP 1320 Police Services 700 Orange Avenue 18805 n/a RFE0X06823 Kyocera 3553ci Library Services 640 Orange Avenue 17606 5228 N281200021 Kyocera 5550ci City Hall 1825 Strand Way 28243 50036 W2D6900551 Kyocera 6052ci Recreation & Golf Services 1019 7th Street 68401 299971 VA79401187 Kyocera 8052ci Fire Services 1001 Sixth Street 128321 85767 VA79401210 Kyocera 8052ci Public Services & Engineering 101 B Avenue 103834 75300 VA77300250 Kyocera 8052ci City Hall 1825 Strand Way 871893 557454 VA77400297 Kyocera 8052ci City Hall 1825 Strand Way 462096 363956VA79401213 Kyocera 8052ci Recreation & Golf Services 1845 Strand Way 85584 226188 VA78Y01015 Kyocera 8052ci Library Services 640 Orange Avenue 228570 301964 VA78800847 Kyocera 8052ci Police Services 700 Orange Avenue 289786 185763 VA79401159 Kyocera 8052ci Police Services 700 Orange Avenue 94838 96034 NXW2500009 Kyocera C8650DN City Hall 1825 Strand Way 148872 254164NNE3713817 Kyocera FS‐3640 City Hall 1825 Strand Way 77228 n/a NNE2606919 Kyocera FS‐3640 Police Services 700 Orange Avenue 214085 n/aXVK2Y50285 Kyocera FS‐4020DN City Hall 1825 Strand Way 7845 n/aXVK2242110 Kyocera FS‐4020DN Police Services 700 Orange Avenue 9962 n/a XVK2242567 Kyocera FS‐4020DN Police Services 700 Orange Avenue 5619 n/aNUK3813336 Kyocera FS‐4100DN Fire Services 1001 Sixth Street 33584 n/a NUK2801066 Kyocera FS‐4100DN Fire Services 1001 Sixth Street 144007 n/a NUK2801778 Kyocera FS‐4100DN Police Services 700 Orange Avenue 48611 n/a NUK2800158 Kyocera FS‐4100DN Police Services 700 Orange Avenue 169055 n/a LPD6753823 Kyocera FS‐4200DN Police Services 700 Orange Avenue 1000 n/aLPD4Y21891 Kyocera FS‐4200DN Police Services 700 Orange Avenue 39046 n/a NMM2X03990 Kyocera FS‐C2626 Fire Services 1001 Sixth Street 26262 23000 NMM3705939 Kyocera FS‐C2626 Recreation & Golf Services 1845 Strand Way 88914 76468 NMM2302292 Kyocera FS‐C2626 Recreation & Golf Services 1845 Strand Way 56191 32726 VNB3C48629 HP M201dw Recreation & Golf Services 1845 Strand Way 122256 n/a LSM6723515 Kyocera M3550idn Public Services & Engineering 101 B Avenue 10994 n/aVE88104165 Kyocera M5526cdw Public Services & Engineering 101 B Avenue 3654 12883 VE88204530 Kyocera M5526cdw Public Services & Engineering 101 B Avenue 1114 2491VE89107747 Kyocera M5526cdw Public Services & Engineering 101 B Avenue 4069 11508CNBCD3F0F0 HP M601 Recreation & Golf Services 1845 Strand Way 99536 n/aCNBCD1S00C HP M602 City Hall 1825 Strand Way 385428 n/a RC12Y09770 Kyocera M6235cidn Fire Services 1001 Sixth Street 46 122 RC12Z11384 Kyocera M6235cidn City Hall 1825 Strand Way 1842 4104 RC13212139 Kyocera M6235cidn City Hall 1825 Strand Way 223 565RC11Y06387 Kyocera M6235cidn Recreation & Golf Services 1845 Strand Way 3705 3060 LWN4501872 Kyocera M6526cidn Police Services 700 Orange Avenue 1000 1800V665500235 Kyocera M6530cdn Public Services & Engineering 101 B Avenue 5248 25581V6D7813603 Kyocera M6535 Public Services & Engineering 101 B Avenue 3272 12367
ATTACHMENT C
DEVICE INVENTORY
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Attachment
1 Serial number Make Model Location name Address Recent BW Meter Recent Color Meter V6D5903446 Kyocera M6535 City Hall 1825 Strand Way 89958 101934V6D8116403 Kyocera M6535 Police Services 700 Orange Avenue 9473 48472 RC49707776 Kyocera M6635cidn Public Services & Engineering 101 B Avenue 11355 2670 RC49708041 Kyocera M6635cidn Public Services & Engineering 101 B Avenue 6125 3185 RC40311141 Kyocera M6635cidn Public Services & Engineering 101 B Street 19130 n/a RC48701600 Kyocera M6635cidn Fire Services 101 Grand Caribe Causeway 15740 20378RC49105108 Kyocera M6635cidn City Hall 1825 Strand Way 82388 18202RC40Z14485 Kyocera M6635cidn Recreation & Golf Services 2000 Visalia Row 5465 7739RC48701664 Kyocera M6635cidn Fire Services 920 Ocean Blvd 10695 20681VNB3B71010 HP P1606 Fire Services 1001 Sixth Street 42843 n/a CNBJ516492 HP P2055 City Hall 1825 Strand Way 12846 n/a CNBJ513615 HP P2055 City Hall 1825 Strand Way 21262 n/a CNB1721070 HP P2055 City Hall 1825 Strand Way 1451 n/a
CNB9N58841 HP P2055 City Hall 1825 Strand Way 69517 n/a JPBF909316 HP P2055 Police Services 700 Orange Avenue 110590 n/a VNBCB1N0PG HP P3015 Police Services 700 Orange Avenue 15785 n/a VM38520298 Kyocera P3045 Fire Services 1001 Sixth Street 10739 n/a VM38824385 Kyocera P3045 City Hall 1825 Strand Way 74094 n/a VM38722021 Kyocera P3045 City Hall 1825 Strand Way 15451 n/a VM38520297 Kyocera P3045 Police Services 700 Orange Avenue 28655 n/a VM38520276 Kyocera P3045 Police Services 700 Orange Avenue 15234 n/a VM38621042 Kyocera P3045 Police Services 700 Orange Avenue 8576 n/a VM38621027 Kyocera P3045 Police Services 700 Orange Avenue 12936 n/a R4H9600457 Kyocera P3145dn City Hall 1825 Strand Way 28360 n/a R4H9701790 Kyocera P3145dn City Hall 1825 Strand Way 52933 n/aR4H1321588 Kyocera P3145dn City Hall 1825 Strand Way 3625 n/aR4H0Z18781 Kyocera P3145dn City Hall 1825 Strand Way 2351 n/a R4H1Y28286 Kyocera P3145dn City Hall 1825 Strand Way 6022 n/a R4H2433207 Kyocera P3145dn Recreation & Golf Services 2000 Mullinix 797 n/a R4H1120497 Kyocera P3145dn Library Services 640 Orange Avenue 1861 n/a R4H1Z29110 Kyocera P3145dn Library Services 640 Orange Avenue 473 n/aR4H1X25711 Kyocera P3145dn Library Services 640 Orange Avenue 914 n/aR4H9600450 Kyocera P3145dn Police Services 700 Orange Avenue 97334 n/a R4H1118943 Kyocera P3145dn Police Services 700 Orange Avenue 1310 n/aR4H1Y28281 Kyocera P3145dn Police Services 700 Orange Avenue 14721 n/a CNDX246943 HP P4014 Police Services 700 Orange Avenue 51656 n/a CNDX195729 HP P4014 Police Services 700 Orange Avenue 73877 n/a CNDX167538 HP P4014 Police Services 700 Orange Avenue 345529 n/aCNDYB62038 HP P4015 Fire Services 1001 Sixth Street 71223 n/a CNDY311081 HP P4015 Public Services & Engineering 101 B Avenue 67467 n/a LW75103189 Kyocera P6026cdn Public Services & Engineering 101 B Avenue 443 8590 LW75103191 Kyocera P6026cdn City Hall 1825 Strand Way 72880 34950V5T6703342 Kyocera P6035 Recreation & Golf Services 1845 Strand Way 6941 10085 WD83403903 Kyocera PA4500x Recreation & Golf Services 1019 7th Street 1770 n/a WD83203722 Kyocera PA4500x Recreation & Golf Services 1845 Strand Way 276 n/a WD82X01139 Kyocera PA4500x Library Services 640 Orange Avenue 58 n/a WD82X01013 Kyocera PA4500x Library Services 640 Orange Avenue 186 n/a 10 of 37
Attachment
1 ATTACHMENT D
CITY OF CORONADO STANDARD SERVICES AGREEMENT
AGREEMENT
FOR CONTRACT SERVICES FOR
CITY OF CORONADO
[INSERT NAME OF CONTRACTOR]
CONTRACT NO. [INSERT CONTRACT NUMBER]
THIS AGREEMENT FOR CONTRACT SERVICES (“AGREEMENT”) is made and entered by and between the CITY OF CORONADO, a California municipal corporation, hereinafter referred to as “CITY,” and [Insert Name of CONTRACTOR], [Insert appropriate legal entity ‒ a California Corporation, LLC, LP, Partnership, Sole Proprietorship, DBA, hereinafter referred to as “CONTRACTOR.”
RECITALS
The CITY requires the services of an authorized Kyocera partner to provide automatic/scheduled toner delivery, break-fix service, preventive maintenance, telephone support, and pricing for replacement and additional devices for the City’s fleet of Kyocera large multifunction devices (“large MFPs”), Kyocera desktop copiers (“MFPs”), Kyocera printers, and Hewlett Packard (“HP”) printers. These required services are described in detail in ATTACHMENT A: Scope of Services.
On [INSERT DATE], the City sent out a Request for Proposals (“RFP”) for this Agreement in accordance with Chapter 8.06 of the Coronado Municipal Code (“CMC”) and the Public Contract Code. The City received ____ responsive Proposals. CONTRACTOR was the most qualified Proposers.
CONTRACTOR warrants and represents itself as possessing the necessary experience, skills and qualifications to provide the services required by CITY and to ensure that all work is performed in a professional manner and the final product is of a high quality.
CONTRACTOR warrants and represents that it has the necessary staff to deliver the services within the time frame herein specified and is fully qualified to perform those services 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
11 of 37 Attachment 1
2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
within the specified time frame in accordance with the highest standards of CONTRACTOR’S profession.
The Director of Public Services & Engineering shall serve as CITY’S “CONTRACT OFFICER” for this AGREEMENT and has the authority to direct the CONTRACTOR, approve actions, request changes, and approve additional services. Any obligation of the CITY shall be the responsibility of the CONTRACT OFFICER.
The Director of the Administrative Services Department shall serve as CITY’S “CONTRACT OFFICER” for this AGREEMENT.
NOW THEREFORE, in consideration of these recitals and the mutual covenants contained herein, CITY and CONTRACTOR (individually “Party” and collectively “Parties”) agree as follows:
1.0 TERMS OF AGREEMENT
1.1 This AGREEMENT shall be effective on and from the day, month and year of the execution of this document by the Parties. This AGREEMENT shall be in effect for a term of three (3) years beginning on the contract execution date, during which time the CONTRACTOR shall commence and complete all of the services required pursuant to this AGREEMENT within pursuant to Section 1.3 herein.
1.2 This AGREEMENT is a firm, fixed-price contract for all labor and materials including, but not limited to, provide automatic/scheduled toner delivery, break-fix service, preventive maintenance, telephone support, and pricing for replacement and additional devices for the City’s fleet of Kyocera large multifunction devices (“large MFPs”), Kyocera desktop copiers (“MFPs”), Kyocera printers, and Hewlett Packard (“HP”) printers. All tasks to be performed are to be completed, or this AGREEMENT is otherwise terminated. Prices shall remain firm upon execution of this AGREEMENT.
1.3 CONTRACTOR shall commence work under this AGREEMENT within the time period specified in Section 1.1. Time is of the essence in the performance of all obligations under this AGREEMENT, and all timing requirements shall be strictly adhered to unless otherwise modified in writing by the CITY. Failure to meet the schedule contained in this AGREEMENT is a default by the CONTRACTOR.
1.4 CONTRACTOR shall, without additional compensation, correct or revise any services performed pursuant to this AGREEMENT that do not meet the specifications and/or professional standards required of the CONTRACTOR.
2.0 SCOPE OF SERVICES (ATTACHMENT A)
12 of 37 Attachment 1
2.1 CONTRACTOR shall provide CITY with the services and documents described in ATTACHMENT A, which is attached hereto and incorporated herein by this reference as though fully set forth at length and is hereinafter referred to as the “SERVICES.”
2.2 The general manner in which the CONTRACTOR shall render the SERVICES is set forth in ATTACHMENT A. While CITY is, in general, concerned with the manner in which the SERVICES are rendered, under this AGREEMENT, as represented by CONTRACTOR, it is not concerned with, nor shall it direct, the specific means and methods of operations on the part of CONTRACTOR in the performance of its SERVICES under this AGREEMENT.
CONTRACTOR shall provide all labor, materials, equipment, tools and services required by and shall perform all work described in this AGREEMENT.
3.0 FEE SCHEDULE/GENERAL INFORMATION (ATTACHMENTS B )
3.1 CONTRACTOR is hired to render the SERVICES and any payments made to CONTRACTOR are compensation, fully, for such services.
3.2 Payment to CONTRACTOR to render the SERVICES is set forth in ATTACHMENT B, which is attached hereto and incorporated herein by this reference as though fully set forth at length.
3.3 CONTRACTOR shall comply with all applicable Federal, State and local laws pertaining to the subject matter hereof or in any way regulating the activities undertaken by CONTRACTOR or any subcontractor hereunder.
4.0 CHANGES TO SCOPE OF WORK
CONTRACTOR shall not perform work in excess of the SERVICES without the prior written approval of the CONTRACT OFFICER. All requests for extra work shall be by written change order submitted to, and approved by, the CONTRACT OFFICER prior to the commencement of such work.
5.0 SUBCONTRACTING [If there are no subcontractors, replace section 5.1 with “Subcontracting is prohibited under this AGREEMENT and delete 5.2 and 5.3.]
5.1 The name location of the place of business and DIR registration numbers of each subcontractor who CONTRACTOR will use to perform work or render service to the CONTRACTOR in performing this AGREEMENT is contained in ATTACHMENT C, which is attached hereto and incorporated herein by this reference as though fully set forth at length. No change to or addition of any subcontractor shall be made without the prior written approval of the CITY.
5.2 If CONTRACTOR subcontracts for any of the work to be performed under this AGREEMENT, CONTRACTOR shall be as fully responsible to the CITY for the acts and omissions of CONTRACTOR's subcontractors and for the persons either directly or indirectly 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
13 of 37 Attachment 1
employed by its subcontractors, as CONTRACTOR is for the acts and omissions of persons directly employed by CONTRACTOR. Nothing contained in this AGREEMENT shall create any contractual relationship between any subcontractor of CONTRACTOR and the CITY. In any dispute between the CONTRACTOR and its subcontractor, the CITY shall not be made a party to any judicial or administrative proceeding to resolve the dispute. The CONTRACTOR agrees to defend and indemnify the CITY as described in Section 13 of this AGREEMENT should the CITY be made a party to any judicial or administrative proceeding.
5.3 CONTRACTOR shall bind every subcontractor to all the terms of this AGREEMENT applicable to CONTRACTOR's work unless specifically noted to the contrary in the subcontract in question and approved in writing in advance by the CONTRACT OFFICER. All contracts entered into between the CONTRACTOR and its subcontractor(s) shall also require that each subcontractor obtain all policies described in Section 13 in the same amounts required by the CITY and that such policies be kept in full force and effect during any and all work on this project and for the duration of this AGREEMENT.
6.0 ENTIRE AGREEMENT
6.1 This AGREEMENT and the incorporated attachments set forth the entire understanding of the Parties with respect to the subject matters herein. If there are any inconsistencies between the incorporated attachments and this AGREEMENT, the terms of this AGREEMENT control. There are no other understandings, terms or other agreements expressed or implied, oral or written, except as set forth herein. No change, alteration, amendment, or modification of the terms or conditions of this AGREEMENT, and no verbal understanding of the Parties, their officers, officials, agents, representatives, contractors, subcontractors or employees shall be valid unless agreed to in writing by both Parties.
7.0 TERMINATION OF AGREEMENT
7.1 In the event of CONTRACTOR’S failure to prosecute, deliver, or perform the SERVICES, CITY may terminate this AGREEMENT immediately by notifying CONTRACTOR by certified mail of said termination. Thereupon, CONTRACTOR shall cease work and, within two (2) working days, place all work in progress in a safe and protected condition. The City Manager of CITY shall make a determination of the percentage of work that CONTRACTOR performed that is usable and of worth to CITY. Based upon that finding, CITY shall determine any final payment due to CONTRACTOR.
7.2 This AGREEMENT may be terminated by the CITY, without cause, upon the giving of fifteen (15) days’ written notice to the CONTRACTOR. Prior to the fifteenth (15th) day following the giving of the notice, the CONTRACTOR shall assemble the completed work product to date, and put the same in order for proper filing and closing, and deliver said product to the CITY. The CONTRACTOR shall be entitled to just and equitable compensation for any satisfactory work completed. The CONTRACT OFFICER and CONTRACTOR shall endeavor to agree upon a percentage complete of the contracted work if fees are fixed, or an agreed dollar sum based on services performed if hourly, and terms of payment for services and reimbursable expenses. 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
14 of 37 Attachment 1
CONTRACTOR hereby expressly waives any and all claims for damages or compensation arising under this AGREEMENT except as set forth herein.
8.0 8.1 (Reserved)
9.0 COVENANT AGAINST CONTINGENT FEES
9.1 CONTRACTOR represents and warrants that it has not employed or retained any company or person, other than a bona fide employee working for CONTRACTOR, to solicit or secure this AGREEMENT, and that CONTRACTOR has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this AGREEMENT. For breach or violation of this representation and warranty, CITY shall have the right to terminate this AGREEMENT without liability or, at CITY’S sole discretion, to deduct from the AGREEMENT price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.
10.0 STATUS OF CONTRACTOR
10.1 CONTRACTOR shall perform the SERVICES in a manner of CONTRACTOR’S own choice, as an independent CONTRACTOR and in pursuit of CONTRACTOR’S independent calling, and not as an employee of CITY. CONTRACTOR shall be under control of CITY only as to the result to be accomplished and the personnel assigned to the project. However, CONTRACTOR shall confer with CITY prior to implementing any changes proposed to the SERVICES. Neither CONTRACTOR nor CONTRACTOR’S employees shall be entitled in any manner to any employment benefits, including but not limited to, employer paid payroll taxes, Social Security, retirement benefits, health benefits, or any other benefits, as a result of this AGREEMENT. It is the intent of the Parties that neither CONTRACTOR nor its employees are to be considered employees of CITY, whether “common law” or otherwise, and CONTRACTOR shall indemnify, defend and hold CITY harmless from any such obligations on the part of its officers, employees, representatives and agents.
11.0 ASSIGNMENT OF CONTRACT
11.1 This AGREEMENT and any portion thereof shall not be assigned or transferred, nor shall any of the CONTRACTOR’s duties be delegated or sub-contracted, without the express written consent of the CITY.
12.0 INDEMNITY – HOLD HARMLESS
12.1 To the fullest extent permitted by law, CONTRACTOR agrees that CITY and its elected and appointed boards, officials, officers, agents, employees, representatives and volunteers (individually and collectively, "CITY Indemnitees") shall have no liability to CONTRACTOR or any other person for, and CONTRACTOR shall indemnify, defend and hold harmless CITY 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
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Indemnitees from and against, any and all liabilities, claims, demands, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including reasonable attorneys' fees and disbursements, (collectively "Claims") that arise out of, pertain to, or relate to this AGREEMENT or any act or omission of CONTRACTOR or its officers, directors, representatives, employees, agents or subcontractors (collectively “CONTRACTOR’S PERSONNEL”) in connection with this AGREEMENT, including, but not limited to, performance of or failure to perform the SERVICES.
12.2 CONTRACTOR’s obligation herein does not extend to liability for damages for death or bodily injury to persons, injury to property, or other loss, damage or expense arising from the sole negligence or willful misconduct by the CITY or its elected and appointed boards, officials, officers, agents, employees, representatives or volunteers.
12.3 CONTRACTOR shall provide a defense (with counsel acceptable to CITY) to the CITY’s Indemnitees, or at the CITY’s sole option, reimburse the CITY’s Indemnitees for all costs, attorneys’ fees, expenses and liabilities (including judgment or portion thereof) incurred with respect to any litigation in which the CONTRACTOR is obligated to indemnify, defend and hold harmless the CITY pursuant to this AGREEMENT.
12.4 PERS Eligibility Indemnification. In the event that any of CONTRACTOR’s PERSONNEL is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS of the CITY, CONTRACTOR shall indemnify, defend (with counsel acceptable to CITY), and hold harmless CITY for the payment of any employer and employee contributions for PERS benefits on behalf of CONTRACTOR’s PERSONNEL as well as for payment of any penalties and interest on such contributions which would otherwise be the responsibility of the CITY.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONTRACTOR’s PERSONNEL providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation and benefit including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contributions to be paid by CITY for employer contributions and/or employee contributions for PERS benefits.
12.5 Limitation of CITY Liability. The payment made to CONTRACTOR pursuant to this contract shall be the full and complete compensation to which CONTRACTOR and CONTRACTOR’s PERSONNEL are entitled for performance of any work under this contract. Neither CONTRACTOR nor CONTRACTOR’s PERSONNEL are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the CITY. The CITY will not make any federal or state tax withholdings on behalf of CONTRACTOR. The CITY shall not be required to pay any workers’ compensation insurance on behalf of CONTRACTOR.
12.6 Indemnification for Employee Payments. CONTRACTOR agrees to defend (with counsel acceptable to CITY), and indemnify and hold harmless the CITY for and against any obligation, claim, suit or demand for tax, retirement contribution including any contribution to the 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
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Public Employees Retirement System (PERS), social security, salary or wages, overtime payment, or workers’ compensation payment which the CITY may be required to make on behalf of CONTRACTOR or CONTRACTOR’s PERSONNEL for work done under this AGREEMENT.
12.6.1 Prevailing Wage. CONTRACTOR is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, CONTRACTOR agrees to fully comply with such Prevailing Wage Laws. CONTRACTOR shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the CONTRACTOR and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.
12.7 The provisions of this Section 12 shall not be limited by any provision of insurance coverage that the CONTRACTOR may have in effect, or may be required to obtain and maintain, during the term of this AGREEMENT. The provisions of this Section 12 shall survive expiration or termination of this AGREEMENT.
12.8 City shall timely notify the CONTRACTOR of the receipt of any third-party claim relating to the AGREEMENT, and the City shall be entitled to recover its reasonable costs incurred in providing the notification.
12.9 Responsibility For Equipment Notwithstanding anything in this AGREEMENT to the contrary, CITY shall not be responsible nor held liable for any damage whatsoever, including, but not limited to, persons or property resulting from or arising out of the use, misuse or failure of any equipment used by CONTRACTOR or any of its agents, employees or subcontractors, even if such equipment has been furnished, rented or loaned to CONTRACTOR by CITY. Any and all equipment furnished, rented or loaned to CONTRACTOR by CITY is provided on an “as is” basis.
CITY MAKES NO REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED,
REGARDING ITS EQUIPMENT, AND HEREBY EXPRESSLY DISCLAIMS ALL
WARRANTIES OF ANY KIND, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
The acceptance or use of any CITY equipment by CONTRACTOR or its agents, employees, or subcontractors shall be with all faults and shall be construed to mean that CONTRACTOR accepts full responsibility for and agrees to defend, indemnify and hold harmless CITY from and against 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
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any and all claims for any damage whatsoever resulting from the use, misuse or failure of such equipment. CONTRACTOR HEREBY RELEASES, WAIVES, DISCHARGES AND
COVENANTS NOT TO SUE CITY FOR ANY AND ALL LIABILITY FROM ANY AND ALL CLAIMS RELATING TO ANY CITY EQUIPMENT.
13.0 INSURANCE
13.1 CONTRACTOR, and its subcontractors, shall procure and maintain for the duration of this AGREEMENT insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the SERVICES and the results of that work by CONTRACTOR’S PERSONNEL. Insurance shall be placed with insurers with a current A.M.
Best’s rating of no less than “A” and “VII” unless otherwise approved in writing by the CITY’s Risk Manager.
13.2 CONTRACTOR shall obtain, and during the term of this AGREEMENT shall maintain, policies of general liability, automobile liability, contractual liability and property damage insurance from an insurance company or companies authorized to be in business in the State of California, in an insurable amount of not less than one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate or the limits specified below, whichever are greater. The insurance policies shall provide that the policies shall remain in full force during the full term of this AGREEMENT and shall not be canceled, terminated, or allowed to expire or not be renewed without thirty (30) days prior written notice to CITY from the insurance company, and shall contain a blanket waiver of subrogation. Statements that the carrier “will endeavor” and “failure to mail such notice shall impose no obligation or liability upon the company, its agents or representatives,” will not be acceptable on insurance certificates. Maintenance of specified insurance coverage is a material element of this AGREEMENT.
13.3 Types and Amounts Required. CONTRACTOR shall maintain, at minimum, the following insurance coverage for the duration of this AGREEMENT:
13.3.1 Commercial General Liability (CGL). CONTRACTOR shall maintain CGL Insurance written on an ISO Occurrence form or equivalent providing coverage at least as broad as CG 00 01 which shall cover liability arising from any and all personal injury or property damage, including ongoing and completed operations, in the amount no less than $2,000,000.00 per occurrence and subject to an annual aggregate of $4,000,000.00. If limits apply separately to this project (CG 25 03 or 25 04) the general aggregate limit shall not apply. There shall be no endorsement or modification of the CGL limiting the scope of coverage for either insured vs. insured claims or contractual liability. All defense costs shall be outside the limits of the policy.
If CONTRACTOR maintains higher limits than the limits shown above, the CITY shall be entitled to coverage for the higher limits maintained by the CONTRACTOR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Any excess or umbrella policies being used to meet the required limits of insurance will be evaluated separately and must meet the same qualifications as the CONTRACTOR’s primary policy.
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13.3.2 Commercial Automobile Liability. CONSULTANT shall maintain Commercial Automobile Liability Insurance for all of the CONSULTANT's automobiles, including owned, hired and non-owned automobiles, automobile insurance written on an ISO form CA 00 01 12 90 or a later version of this form or an equivalent form providing coverage at least as broad for bodily injury and property damage for a combined single limit of no less than $1,000,000.00 per occurrence. Insurance certificate shall reflect coverage for any automobile (any auto).
13.3.3 Workers' Compensation. CONTRACTOR shall maintain Worker’s Compensation insurance for all of CONTRACTOR's PERSONNEL who are subject to this AGREEMENT and to the extent required by applicable state or federal law, a Workers' Compensation policy providing at minimum $1,000,000.00 employers' liability coverage. The CONTRACTOR shall provide an endorsement that the insurer waives the right of subrogation against the CITY and its respective elected officials, officers, employees, agents and representatives.
13.4 The CITY and its elected officials, officers, employees, agents, representatives and volunteers shall be named as additional insureds on the required liability policies with respect to liability arising out of work or operations performed by or on behalf of the CONTRACTOR including materials, parts, or equipment furnished in connection with such work or operations. The CITY's additional insured status must be reflected on additional insured endorsement form (20 10 1185 or 20 10 1001 and 20 37 1001), which shall be submitted to the CITY.
13.5 All policies shall contain a provision stating that the CONTRACTOR’S policies are primary insurance and that insurance (including self-retention) of the CITY or any named insured shall not be called upon to contribute to any loss, as reflected in an endorsement at least as broad as CG 20 01 04 13, which shall be submitted to the CITY. This provision shall apply regardless of any language of the policy maintained by the CONTRACTOR during the term of this AGREEMENT.
13.6 Before CONTRACTOR shall employ any person or persons in the performance of the AGREEMENT, CONTRACTOR shall procure a policy of Workers' Compensation Insurance as required by the Labor Code of the State of California or shall obtain a certificate of self-insurance from the Department of Industrial Relations.
13.7 Prior to commencement of work under this AGREEMENT, CONTRACTOR shall furnish to the CONTRACT OFFICER proof of the insurance required in this section. Failure by the CONTRACT OFFICER to object to the contents of the certificate and/or policy endorsement or the absence of same shall not be deemed a waiver of any and all rights held by the CITY. Failure on the part of CONTRACTOR to procure or maintain in full force the required insurance shall constitute a material breach of contract under which the CITY may exercise any rights it has in law or equity including, but not limited to, terminating this AGREEMENT pursuant to Paragraph
7.1 above.
13.8 The CITY reserves the right to review the insurance requirements of this section during the effective period of the AGREEMENT and to modify insurance coverages and their limits when deemed necessary and prudent by City's Risk Manager based upon economic conditions, 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
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recommendation of professional insurance advisors, changes in statutory law, court decisions or other relevant factors. The CONTRACTOR agrees to make any reasonable request for the deletion, revision, or modification of particular insurance policy terms, conditions, limitations, or exclusions (except where those policy provisions are established by law, or are established by regulations that are binding upon either party to the contract, or are binding upon the underwriter to the contract).
Upon request by CITY, CONTRACTOR shall exercise reasonable efforts to accomplish such changes in policy coverages and shall pay the cost thereof.
13.9 Any deductibles or self-insured retentions are the responsibility of CONTRACTOR and must be declared to and approved by the CITY. At the CITY's option, the CONTRACTOR shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
13.10 CONTRACTOR hereby grants to CITY a waiver of any right to subrogation that any insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance. This provision applies regardless of whether or not the CITY has requested or received a waiver of subrogation endorsement from the insurer.
14.0 DISPUTES
14.1 If a dispute should arise regarding the performance of this AGREEMENT, the following procedures shall be used to address the dispute:
a. If the dispute is not resolved informally, then, within five (5) working days thereafter, the CONTRACTOR shall prepare a written position statement containing the party’s full position and a recommended method of resolution and shall deliver the position statement to the CONTRACT OFFICER.
b. Within ten working (10) days of receipt of the position statement, the CONTRACT OFFICER shall prepare a response statement containing the CITY’s full position and a recommended method of resolution and shall deliver the response statement to the CONTRACTOR.
c. After the exchange of statements, if the dispute is not resolved within ten working (10) days, the CONTRACTOR and the CONTRACT OFFICER shall deliver the statements to the City Manager who shall make a determination within ten working (10) days.
14.2 If the dispute remains unresolved for ten working (10) days following the City Manager’s determination, and the parties have exhausted the procedures of this section, the parties may then seek resolution by mediation or such other remedies available to them by law or in equity.
15.0 NOTICES
15.1 Any notices to be given under this AGREEMENT, or otherwise, shall be served by certified mail.
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15.2 For the purposes hereof, unless otherwise provided in writing by the Parties hereto, the address of the Parties and the proper person to receive any notice on each Party’s behalf is:
For CITY:
Services Supervisor
Public Services & Engineering Department
City of Coronado
101 B Avenue
Coronado, CA 92118
For CONTRACTOR:
Name:
Title:
Name of Company:
Address of Company:
CITY, State Zip:
15.4 CONTRACTOR represents and warrants that its employer's identification number is [INSERT].
16.0 CONTRACTOR’S CERTIFICATION OF AWARENESS OF IMMIGRATION REFORM AND CONTROL ACT OF 1986
16.1 CONTRACTOR certifies that CONTRACTOR is aware of the requirements of the Immigration Reform and Control Act of 1986 (8 USC §§ 1101-1525) and has complied and will comply with these requirements including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants before they perform any SERVICES under this AGREEMENT.
17.0 GENERAL PROVISIONS
17.1 Accounting Records. CONTRACTOR shall keep records of the direct reimbursable expenses pertaining to the SERVICES and the records of all accounts between the CONTRACTOR and any subcontractors. CONTRACTOR shall keep such records on a generally recognized accounting basis. These records shall be made available to the CONTRACT OFFICER, or the CONTRACT OFFICER's authorized representative, at mutually convenient times, for a period of three (3) years from the completion of the SERVICES.
17.2 Contract Officer. The Director of Administrative Services shall serve as the CITY’s “CONTRACT OFFICER” for this AGREEMENT and has the authority to direct the CONTRACTOR, approve actions, request changes, and approve additional services within her/his authority. Any obligation of the CITY shall be the responsibility of the Contract Officer.
Excepting the provisions pertaining to dispute resolution, no other person shall have any authority under this AGREEMENT unless specifically delegated in writing. 2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1
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17.3 Governing Law. This AGREEMENT and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this AGREEMENT shall be held exclusively in a state court in the County of San Diego. CONTRACTOR hereby irrevocably consents to service outside the State of California and to the personal jurisdiction of and exclusive venue in the state and federal courts in the County of San Diego, California and waives any objection to such jurisdiction or venue. CONTRACTOR hereby waives the right to remove any action from San Diego County as is otherwise permitted by California Code of Civil Procedure Section 394.
17.4 Business Certificate. CONTRACTOR and its subcontractors, if any, are required to obtain and maintain a City Business Certificate during the duration of this AGREEMENT.
Possession of a City Business Certificate itself shall not confer any rights or entitlements to CONTRACTOR.
17.5 Compliance with Law. The CONTRACTOR shall be responsible for complying and ensuring its subcontractors comply with all local, state, and federal laws, rules, regulations, orders, policies, protocols and guidance, whether or not said laws are expressly stated or referred to herein, including, but not limited to, complying with COVID-19 sanitation protocols, health orders and guidance.
17.6 Bonds. (Reserved)
17.7 Responsibility for Others. CONTRACTOR shall be responsible to the CITY for its services and the services of its subcontractors. CONTRACTOR shall not be responsible for the acts or omissions of other parties engaged by the CITY nor for their construction means, methods, techniques, sequences, or procedures, or their health and safety precautions and programs.
17.8. Drafting Ambiguities. The Parties agree that they are aware that they have the right to be advised by counsel with respect to the negotiations, terms and conditions of this AGREEMENT, and the decision of whether or not to seek advice of counsel with respect to this AGREEMENT is a decision that is the sole responsibility of each Party. This AGREEMENT shall not be construed in favor of or against either Party by reason of the extent to which each Party participated in the drafting of the AGREEMENT.
17.9. Conflicts between Terms. If an apparent or actual conflict or inconsistency exists between the main body of this AGREEMENT and the Attachments, the main body of this AGREEMENT shall control. If a conflict exists between an applicable federal, state, or local law, rule, regulation, order, or code and this AGREEMENT, the law, rule, regulation, order, or code shall control.
Varying degrees of stringency among the main body of this AGREEMENT, the Exhibits, and laws, rules, regulations, orders, or codes are not deemed conflicts, and the most stringent requirement shall control. Each Party shall notify the other immediately upon the identification of any apparent conflict or inconsistency concerning this AGREEMENT and shall cooperate in good faith to resolve the same.
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17.10 Non-Discrimination. CONTRACTOR shall not discriminate against any employee or applicant for employment because of sex, race, color, age, religion, ancestry, national origin, disability, military or veteran status, medical condition, genetic information, gender expression, marital status, or sexual orientation. CONTRACTOR shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their sex, race, color, age, religion, ancestry, national origin, disability, military or veteran status, medical condition, genetic information, gender expression, marital status, or sexual orientation and shall make reasonable accommodation to qualified individuals with disabilities or medical conditions. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
CONTRACTOR agrees to post in conspicuous places available to employees and applicants for employment any notices provided by CITY setting forth the provisions of this non-discrimination clause.
17.7 Rights Cumulative. All rights, options, and remedies of the CITY contained in this AGREEMENT shall be construed and held to be cumulative, and no one of the same shall be exclusive of any other, and the CITY shall have the right to pursue any one of all of such remedies or any other remedy or relief that may be provided by law or in equity, whether or not stated in this AGREEMENT.
17.8 Waiver. No waiver by either Party of a breach by the other Party of any of the terms, covenants, or conditions of this AGREEMENT shall be construed or held to be a waiver of any succeeding or preceding breach of the same or any other term, covenant or condition herein contained. No waiver of any default of either Party hereunder shall be implied from any omission by the other Party to take any action on account of such default if such default persists or is repeated, and no express waiver shall affect default other than as specified in said waiver.
17.9 Third Parties. No provision contained in the AGREEMENT shall create or give to third parties any claim or right of action against the CITY or CONTRACTOR or their respective officers, directors, officials, employees, representatives, contractors, subcontractors or agents.
17.10 Survival. The provisions of the AGREEMENT that by their nature survive termination or final completion of the AGREEMENT, including all warranties, indemnities, payment obligations, and the CITY's right to audit CONTRACTOR's books and records, shall remain in full force and effect after final completion or any termination of the AGREEMENT.
17.11 Severability. In the event that any part of this AGREEMENT is found to be illegal or unenforceable under the law as it is now or hereafter in effect, either Party will be excused from performance of such portion or portions of this AGREEMENT as shall be found to be illegal or unenforceable without affecting the remaining provisions of this AGREEMENT.
17.12 Exhibits Incorporated. All Attachments/Exhibits referenced in this AGREEMENT are incorporated into the AGREEMENT by this reference.
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[SIGNATURES CONTINUED ON NEXT PAGE]
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18. SIGNATURES
18.1 Each signatory and Party hereto hereby warrants and represents to the other Party that it has legal authority and capacity and direction from its principal to enter into this AGREEMENT, and that all resolutions or other actions have been taken so as to enable it to enter into this AGREEMENT.
CITY: CONTRACTOR:
By: ______________________________
Tina Friend
City Manager
By: ______________________________
[Insert Name]
[Insert Title]
Date: _____________________________ Date: ____________________________ APPROVAL AS TO CONTENT:
____________________________________ ___________________ John Kim Date
Director of Administrative Services
APPROVAL AS TO FORM:
____________________________________ ___________________ Johanna N. Canlas, City Attorney Date
ATTEST:
____________________________________ ___________________ Kelsea Holian, CMC, City Clerk Date
I. REQUIRED CERTIFICATES:
1. CORPORATION CERTIFICATE
2. CONTRACTOR'S CERTIFICATE REGARDING WORKERS’ COMPENSATION II. ATTACHMENTS
1. SCOPE OF SERVICES (ATTACHMENT A)
Exhibit I – Copier Inventory
Exhibit II - Specifications
2. FEE SCHEDULE/GENERAL INFORMATION (ATTACHMENT B);
3. LIST OF SUBCONTRACTORS/SUBCONTRACTORS (ATTACHMENT C);
5. NON-COLLUSION DECLARATION (ATTACHMENT E); and
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CORPORATION CERTIFICATE
I, _______________________________________________________________, certify that:
1. I am the Secretary of the Corporation named as CONTRACTOR in the foregoing AGREEMENT;
2. ___________________________________________________________ who signed said AGREEMENT on behalf of CONTRACTOR, was then _________________ ___________________________________________________________________ of said Corporation; and
3. Said AGREEMENT was duly signed for and in behalf of said Corporation by authority of its governing body and is within the scope of its corporate powers. ___________________________________________________________ (Corporate Seal)
______________________________________________________________ NOTE: APPROPRIATE NOTARIAL ACKNOWLEDGMENT OF EXECUTION MUST BE ATTACHED TO THIS FORM.
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CONTRACTOR'S CERTIFICATE REGARDING WORKERS’
COMPENSATION
Section 3700 of the California Labor Code provides in part as follows:
"Every employer except the State shall secure the payment of compensation in one or more of the following ways:
A. By being insured against liability to pay compensation to one or more insurers duly authorized to write compensation insurance in this state.
B. By securing from the Director of Industrial Relations a certificate of consent to self-insure … which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his other employees...."
I am aware of the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of any of the work of the foregoing AGREEMENT.
Contractor Name:
Signature:
Name:
Title:
Contractor Address:
NOTE: In accordance with Article 5, commencing at Section 1860, Chapter 1, Part 7, Division 2, of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this AGREEMENT.
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AIS
Jason Harrow
Director of Major Accounts
7310 Miramar Rd. Suite 470
San Diego, CA 92126
Attachment 1
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ATTACHMENT A
SCOPE OF SERVICES
I. GENERAL TERMS & CONDITIONS:
CONTRACTOR shall provide all labor, materials and supervision required to provide automatic/scheduled, or as otherwise required, toner delivery, break-fix service, preventive maintenance, telephone support, and pricing for replacement and additional devices. As further described below, CONTRACTOR shall provide to the CONTRACT OFFICER a written schedule of work to be done.
CONTRACTOR shall carefully examine the work site. The execution of this AGREEMENT by the CONTRACTOR shall be considered evidence that the CONTRACTOR has investigated, and is satisfied as to, the conditions to be encountered, the character and quality of the work to be performed and materials to be furnished, and the requirements of all documents referred to in this AGREEMENT.
II. CONTRACT DOCUMENTS
A. Device Inventory: See attached Exhibit I.
B. PROJECT SPECIFICATIONS: N/A
III. PERFORMANCE SPECIFICATIONS
A. GENERAL SPECIFICATIONS:
These specifications are intended to cover all labor, materials and supervision to provide all materials and supervision required to provide automatic/scheduled, or as otherwise required, toner delivery, break-fix service, preventive maintenance, telephone support, and pricing for replacement and additional devices.
B. CONTRACTOR SHALL:
1. Within three (3) work days after the effective date of the AGREEMENT, prepare and submit a schedule to the CONTRACT OFFICER, showing specific day/date/time of work. Schedule is subject to preapproval by the CONTRACT OFFICER.
2. Notify the CONTRACT OFFICER prior to the scheduled day/date/time of changes for an alternate start date. Failure to meet schedule shall be deemed grounds for non-payment and/or contract termination.
3. CONTRACTOR shall provide preventative maintenance on Equipment.
Maintenance shall be performed on-site at the City location of each unit in 28 of 37 Attachment 1
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accordance with manufacturer's specifications and recommendations for each respective unit.
4. CONTRACTOR shall provide customized billing as directed by the City. Billing may be segregated by department, accounting codes, or any other methodology cited by the Project Manager.
5. CONTRACTOR shall proactively monitor Equipment and provide for the automatic shipment and replenishment of toner supplies when levels reach 25%.
6. CONTRACTOR shall provide emergency loaner units for any Equipment that cannot be repaired within two (2) business days.
7. CONTRACTOR shall only use original equipment manufacturer parts and toner when servicing or repairing Equipment.
8. CONTRACTOR shall provide quarterly reviews to monitor Equipment performance and City satisfaction and serviceability.
9. CONTRACTOR shall configure Equipment for the appropriate network or PC environments based upon the network discovery performed.
10. CONTRACTOR shall train City Information Technology ("IT") staff member(s) of the City's designation on server setup and configuration.
11. CONTRACTOR shall train City IT staff member(s) of the City's designation on workstation printer setup and configuration.
12. CONTRACTOR shall train City IT staff member(s) of the City's designation on the use of the print driver in a "train-the-trainer' format.
13. CONTRACTOR shall generate server and workstation printer test pages.
14. CONTRACTOR agrees that any and all information viewed through and during the performance of Services in accordance with this Agreement is confidential and may not be disclosed without City consent unless ordered by law.
C. NON-SCHEDULED/EXTRA WORK:
1. CONTRACTOR shall evaluate the specific job and labor required upon arrival at the job site; develop an estimate at no cost to CITY of the expected hours, materials and job cost; and advise CONTRACT OFFICER of cost prior to proceeding with the work. CITY reserves the right to accept or refuse CONTRACTOR’S offer 29 of 37 Attachment 1
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2. CONTRACTOR shall proceed with the work after receipt of written authorization by CONTRACT OFFICER.
IV. PROJECT MATERIALS: Manufacturers’ names, trade names, brand names, or model numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item.
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V. GENERAL REQUIREMENTS:
A. CONTRACTOR SHALL:
1. CONTRACTOR, as well as any of its subcontractors, shall possess and maintain a current City of Coronado business certificate, professional license, and Department of Industrial Relations number.
2. Provide and maintain a telephone answering system that provides for contact during normal business hours, (8:00 a.m. to 5:00 p.m.) Monday through Friday.
3. Respond to calls within four (4) hours.
4. Abide by all applicable laws.
VI GENERAL CONDITIONS:
1. All work shall be subject to the inspection and approval by the CONTRACT OFFICER or his/her designee at the site prior to acceptance and approval for payment.
2. CONTRACTOR shall be courteous to the public and CITY staff utilizing the facilities, and shall be responsive only to the request of the CONTRACT OFFICER, and shall direct all inquiries or requests to the CONTRACT OFFICER. Exception:
If the specific request involves public safety or security of the specific facility, CONTRACTOR shall immediately comply with the request.
IN ADDITION TO THE SPECIFICATIONS, THE FOLLOWING SHALL APPLY:
VII. TERMS AND CONDITIONS:
1. Payment: Payment shall be net 30 days after receipt of an undisputed invoice subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with the CONTRACTOR.
2. Invoicing: Invoices shall be submitted no sooner than the first day of the service month being invoiced. CONTRACTOR shall mail an invoice to the following address:
Accounting Technician
Administrative Services Department
City of Coronado
1825 Strand Way
Coronado, California 92118
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Invoices shall be subject to the routine processing requirements of the CITY’S Department of Administrative Services.
3. Authorized Work: Payment shall only be made to the CONTRACTOR for work authorized by this AGREEMENT.
4. Default: In case of default by the CONTRACTOR, the CITY may procure the service from other sources and may deduct costs from the unpaid balance due the CONTRACTOR. The prices paid by the CITY shall be the prevailing market price at the time such purchase is made. This is in addition to any other remedies available at law or in equity.
5. Change of Ownership: CONTRACTOR agrees that if there is a change in ownership prior to completion of this AGREEMENT, the new owners will be required under terms of sale to assume this AGREEMENT and complete it to the satisfaction of the CITY. The CITY reserves the right to approve a change in ownership.
6. CONTRACTOR Work Hours and Safety Standards: The CONTRACTOR shall ensure compliance with all safety and hourly requirements for its employees, in accordance with Federal, State, and local safety and health regulations and laws.
Equipment operation will be in compliance with the CITY’s noise ordinance.
7. Material Safety Data Sheets: CONTRACTOR is required to provide Material Safety Data Sheet (MSDS) for any hazardous substances used as required by the California State Labor Code, Sections 6382 and 6390, and the Health and Safety Code of the California Administrative Code. MSDS sheets for each item shall be sent to:
Information Technology Manager
Administrative Services Department
City of Coronado
1825 Strand Way
Coronado, California 92118
8. Patent/Copyright Materials: Unless otherwise expressly provided in this AGREEMENT, CONTRACTOR shall be solely responsible for clearing the right to use any patented or copyrighted materials in the performance of this AGREEMENT.
9. Declared Emergency Purchasing: In the event of an emergency or where the CITY is declared a disaster area by the County, State or Federal Government, this AGREEMENT may be subjected to unusual usage. CONTRACTOR shall service the CITY during an emergency or declared disaster under the same terms and conditions that apply during non-disaster
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circumstances. The pricing quoted within shall apply to servicing the CITY’S needs regardless of the circumstances.
10. Terms and Conditions: The only terms and conditions that will be applicable to the interpretation of this AGREEMENT are those issued by the Contract Officer.
The CONTRACTOR acknowledges that CONTRACTOR has read and agrees to all terms and conditions.
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EXHIBIT I
Device Inventory
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ATTACHMENT B
FEE SCHEDULE/GENERAL INFORMATION
In compliance with the REQUEST FOR PROPOSALS, the CONTRACTOR hereby agrees to furnish all labor, materials, equipment and supervision to perform the proposed services that are described in the below listed enclosures; and to do so in strict accordance with the provisions of this AGREEMENT.
PRICE QUOTES
II. BASE PROPOSAL: Includes those items upon which the contract award will be determined.
BASE PROPOSAL
Base
Overhead (__%)
Profit Margin
Total
III. LABOR PRICING: Please provide per hour labor pricing for the following activities:
ACTIVITY PER HOUR COST
Labor, Hourly Rate During Regular Working Hours $
Labor, Hourly Rate After Regular Working Hours $
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Please see pricing spreadsheet
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ATTACHMENT C
LIST OF SUBCONTRACTORS/SUBCONTRACTORS
Listed below are any and all subcontractors that the PROPOSER intends to use under this AGREEMENT. No change is allowed without the prior approval of the CONTRACT OFFICER.
NAME ADDRESS PHONE DIR
PW#
License# $ Value
I hereby certify that I have read and examined Sections 3700 and 3800 of the State Labor Code. I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability for Workmen’s Compensation or to undertake self-insurance before commencing any of the work. I further certify that if I should contract or subcontract with any person, including a firm or company, to do all or any part of the work for which this PROPOSAL covers, I shall assure compliance by that contractor or subcontractor with Sections 3700 and 3800 of the State Labor Code.
PROVIDER NAME: ________________________________
________________________________________________ _____________________ SIGNATURE Date
________________________________________________________________________
NAME AND TITLE (PRINTED)
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none
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ATTACHMENT D
NON-COLLUSION DECLARATION
[Project Name]
[Contract No.]
State of California )
) ss.
County of __San Diego_)
I, ___Jason Harrow_, the undersigned, declare:
(Name of Proposer’s Principal)
I am the __Director of Major Accounts_ of
(Title)
______Advanced Imaging Solutions (AIS), the party making the foregoing Proposal. (Name of Proposer)
I further declare that in compliance with Public Contract Code section 7106: the Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; the Proposal is genuine and not collusive or sham; the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; all statements contained in the Proposal are true; and the Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, Proposal depository, or to any member or agent thereof to effectuate a collusive or sham Proposal.
I hereby represent and warrant that I have full power to execute, and do execute, this declaration on behalf of the Proposer.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration was executed at _San Diego, California on this _25th_ day of April, 2024.
________________________________________________
Signature of Proposer
Subscribed and sworn to before me on the ___________ day of _____________________, 20____. (NOTARY SEAL)
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Section 1: Cover Letter
Attn: Brian Lewton – Director of IT
City of Coronado Copier & Printer Services
Re: AIS Benefit & Value Assessment
Dear Mr. Brian,
We appreciate the opportunity to participate, collaborate and engage with you and the City of Coronado in this bid process. In the following pages and documents, it is our intent to share with you AIS’s experience and change management process in professionally managing print fleets and providing modern technology strategies for governmental agencies all over Southern California.
After reviewing this RFP, we are confident in our ability to share with you a return on investment and value in a professional managed print services solution from AIS.
Here are the Key highlights & initiatives for this project:
1. Competitively Priced New Multifunction Printers
2. Equipment that meets or exceeds the requirements set forth.
3. Reflect Kyocera’s abilities as a high-quality printer manufacturer.
4. Share AIS’ ability to deploy and manage printers with minimal change impact.
5. Provide a professional, clear, and concise presentation within this RFP.
6. Quote printers that align with the City’s expectations
7. Provide industries best follow-me print and Library vending solution.
At AIS, we offer a one-of-a-kind experience! But do not let us tell you all about it… hear it from our blind surveys and nationally recognized Net Promoter Score which we will dive into later in this RFP.
In this RFP presentation we will be recommending strategies and proposing technology that will make an immediate positive impact in addressing your technology and budget concerns as they relate to; hardware services, uptime, break-fix and the efficiency at which your organization will operate.
AIS accepts, and acknowledges, all requirements of this RFP.
We look forward to your response and sharing more past this stage.
Thank you,
Jason Harrow
Director of Major Accounts
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INNOVATIVE PROPOSAL
CITY OF CORONADODODO REQUEST FOR PROPOSALS
COPIER AND PRINTER SERVICES
FOR: Brian Lewton – Director of IT
BY: Jason Harrow – Director of Major Accounts
DATE: 4/25/2024
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COPIERS
PRINTERS
WIDE FORMAT
3D TECHNOLOGY
WORKFLOW
SOLUTIONS
DOCUMENT
MANAGEMENT
IT SERVICES
VOIP / PHONES
CONTINUITY
PLANNING
WHAT WE DO
Our founding purpose was (and continues to be) to provide superior quality multifunction copier, printer, fax, and associated software products to businesses and organizations in Southern Nevada and Southern California. We believe that for each customer we service, performance of our products and staff is what makes the difference.
You want a partner that's invested in your success, not someone only interested in selling their "model of the month." As office equipment evolves and IT becomes more complex, yet critical, for business success; a focus on customer service is as important as product and IT knowledge.
OUR PROMISE TO YOU
We believe in accountability. We focus on metrics that directly affect your productivity. Across all our services we will be accountable to you – we won't duck and run or shift blame. We're your partner and our goal are make you happy.
Like the idea of working with a company who will work for you.
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• Table of Contents:
• Allow us to define in detail our scope of support services that are relevant to this RFP and are integral in how AIS provides an amazing customer service experience with:
i. About AIS & Project Approach
ii. AIS by the Numbers
iii. Project Team Organization Chart
iv. Project Team
v. Our Approach to Customer Service
vi. Customer Service Portal
vii. Service Protocols
viii. Automated Toner Replenishment Process
ix. Toner Recycling Program
x. Remote Diagnostics
xi. Onboarding Resources & Planning
xii. Self-Help Video Creation & Virtual Video Training
xiii. Onsite Easy-to-Use Signage
ABOUT AIS?
Since 2002, AIS has offered clients business technology solutions that help manage, secure and improve our client’s day-to-day business operations. At over $27 million in annual revenue and still growing, AIS is proudly a private company owned by individuals that still work for the company today.
Worth noting is that all of our decisions are made locally, by our local leadership teams in our local branches.
At AIS, we constantly strive to provide award-winning solutions that are consistently progressive. From Gartner globally recognized Unified Communications as a Service, to world class print systems and Managed IT Solutions.
3. Detailed Work Plan –
Our approach is one that is always unique to you. We start every discussion with an assessment.
Through this assessment process, we’re able to uniquely outline areas of concern, highlight strong points, pinpoint misusage of devices and overall collaborate with you along the way for ideas moving forward, if any. The intent is to provide you with a comprehensive assessment based on your current state.
Before any recommendations are made, or proposals are provided, we’ve found that it’s always best to understand your current state and subsequently identify and recommend solutions and strategies that provide a strong return on investment.
During our kickoff meeting with both you, our client and our internal project management team, we create a GANTT Chart (Change Management Plan) and identify all necessary tasks, obstacles and plans for this project. This Change Management Plan will better reflect our specific strategy and approach for your project. This collaboration provides the clearest and most uniform strategy for managing any onboarding plan.
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Our intention is to create the most amazing customer service experience possible for you, by streamlining, enhancing, and overall ensuring the best possible uptime on your equipment and software solutions. You matter to us. Regardless of the size or scope of an account, we pride ourselves in offering each of our clients the same resources and the same passion for an amazing customer experience. How do we do this? We do our very best in recruiting and hiring people that want to help you. People that care when things don’t always go to plan. People that in time will earn your trust as a value-added partner.
ic Acco
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Project Team:
AIS Contacts Title of Position Telephone Email Address
Jason Harrow Director of Major
Accounts (858) 598-7072 [email protected]
George Vinton CA Sales Manager (951) 529-7039 [email protected] Steve Abbott Regional Service
Manager (951) 602 5830 [email protected]
Jessica Clemons Finance Account
Manager (702) 214 5173 [email protected]
Peggy Sawyer Logistic Manager (702) 214 5165 [email protected] Jeff Miller
VP of Sales
George Vinton
S. CA Sales Manager
Dave Clark
VP of Strategic Accounts
Jason Harrow
Director | Major Accounts
Jeff Falls
Service Supervisor
Peggy Sawyer
Logistics Manager
Dulce Ruiz
Finance Account Manager
Belinda Hernandez
Trainer
Sergio Cervantes
Service Tech
Valerie Rodriquez
Warehouse Assistant
Manuel Espinoza
Service Tech
ORG
CHART
Southern CA
Support Team
AIS | ADVANCED IMAGING SOLUTIONS
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Team Bio:
Jason Harrow – Project Manager | Senior Business Technology Consultant Twenty-five years industry experience and eight years with AIS. Was ranked in the Top-10 in sales in the United States for Kyocera for multiple years and has earned “Presidents Club” 12 years in a row. As a former office technology consultant/owner, who merged his company into Kyocera’s direct operations, he now manages the Southern California Major Accounts division of AIS.
Jason has managed all aspects of the office technology business and has been involved in large scale technology-needs assessments and equipment/solutions roll-outs for medium to large businesses, including Municipalities, School Districts and Fortune 500 Companies. Jason well versed in Kyocera’s & Xerox full product line, applications, and business-related workflow solutions along with extensive training in the operation and integration of Kyocera’s products. He is widely used as a “product specialist” concerning key-operator training and equipment/network implementation. Jason splits his time between the City of Coronado and San Diego offices of AIS. Jason has completed nearly 100 Xerox & Kyocera training courses, which include hardware, software, sales, solutions, and Philosophy seminars (Education transcripts available).
George Vinton | Customer Support Sales Manager
George Vinton oversees sales & customer support operations in Southern California and is a key supporting member on this RFP. George brings with him 26 years of experience in managing major account relationships and has a diverse understanding of what it takes to create an amazing customer experience. George specializes in uncovering and understanding customer needs and providing information to help our clients make the most informed decisions. George’s responsibilities will include providing Jason Harrow and the District with full support in ensuring that all deliverables are met according to the committed timeline. Most importantly, that these systems are delivered above expectations. George’s experience includes a deep understanding of change management and brings a streamlined process of changing out equipment with minimal impact on the client.
Steve Abbott – Area Service Manager
Steve incorporates 22 years of experience working in the field technician role along with also managing and supporting our technicians with technical help. Jeff not only oversees our service operations in the Greater Los Angeles Area, but also still stays relevant with today’s technology and service issues since he still works in the field repairing equipment daily. Jeff is equally adept in software solutions like PaperCut and myQ (to note a few) which are common software applications with clients today. On top of all these things, Jeff has been awarded employee of the year at AIS multiple times over. He received this recognition by being an amazing communicator and team player, and effectively providing our clients with amazing customer service experience. We are confident that your experience with Jeff as your leader of service will be second to none.
Peggy Sawyer – Logistics & Delivery Manager
Peggy has been with AIS since its foundation in 2002 and is the leader of our logistics and delivery department. Her role would include deploying equipment and will work with Jason Harrow and David Renteria in creating a change management and delivery strategy that is custom tailored for every situation and each department. We understand that your needs can be unique and that every division and every department may have different needs, of which Peggy works creatively and effectively to ensure that we meet each department’s vision for a smooth and minimally impactful printer deployment.
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Our Approach to Customer Service:
At AIS we strive to provide the most AMAZING Customer Service Experience possible. We understand that we can’t just ask our customers how were doing, as that won’t always provide us with the most honest responses. We want to be challenged!! We want to know where we’re falling short and what areas of our service; whether response time, deliverables, or any aspect of the customer experience is falling short… with that, we’ve paid for a 3rd party company, Net Promoter to tell us how we’re doing. 2022 Net Promoter Score – 96
You may ask… what is a Net Promoter Score and what does it mean to me? And why is it in the proposed services?
One way to measure progress is by using the Net Promoter Score®… What is a Net Promoter Score? You see this number on the walls of our business or you may hear staff members discussing it. But do you know what it really means? The Net Promoter Score is a way to measure our customer’s loyalty and a direct result from our hard work as a team. Here’s how it works; At the end of every service call, we send a survey to each of our customers. In this survey, we ask them a very simple and final question: On a scale of 1-10, how likely would they refer AIS to a friend and family member? We subtract the percentage of customers that rate us from 1-6 (these are detractors) from a percentage of those that give us a 9-10 (these are promoters) to get a final score. A positive score above zero is good.
An overall score above 50 is excellent, and above 70 is world-class.
In summary, Net Promoter Score is the gold standard metric in a customer’s experience.
In 2021, AIS had an average Net Promoter Score of 96. How do we compare with other popular brands? Well, Netflix® and Amazon® are in the 60s, Airbnb®, and Starbucks® are in the 70s.
Customer Service Portal:
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As we’ve identified our client’s needs for self-help and online resources, we’ve created an online Customer Service Portal. Our customer service portal is an amazing resource that allows customers with the following:
• Pay invoices • View Meters
• View MPP/Printer Usage • View End-user call-in Notes
• View Dispatch Notes • Order Supplies
• Order History • Place New Service Calls
• Device Inventory Count & Statistics • Latest from our blog
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Service Protocols: Email Confirmation, GPS Tracking
Once you place a service call… now what? Do you have to wait for a technician? What other resources do you have once you place a service call? At AIS, we want to ensure that our clients have access to as many resources as possible to ensure that business workflow is minimally impacted whenever services are needed.
Ask us about our 5-minute uptime with our Virtual Helpdesk Support to Technician GPS Tracking.
Here’s what you can expect when placing a service call with AIS:
• Email Confirmation w/ Technician Profile • Real-time ETA with Vehicle GPS Tracking • 5-min uptime with Virtual Helpdesk Support • Custom Tip Videos & Copier Channel Access • Replacement Guarantee • Uptime Guarantee
Technician GPS Tracking
After you receive an intro email of the technician coming onsite to work on your equipment, you can plan your day accordingly with GPS tracking. Just like UBER & DoorDash… you’ll be able to see, in realtime where our technician is, on route to your location.
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Remote Diagnostics
In addition to proactively monitoring your toner and supply levels, we also utilize web-based Kyocera Fleet Services (KFS); a solution that enables your Multifunction Printer to communicate with AIS to identify device diagnostics which allows to proactively manage and service your account without the need of someone calling in for service. We’ll know about the issues before you do. We can even login to the devices control panel to help you navigate the copier screen. Remote diagnostics
Ability to remotely diagnose & repair
Identify parts required for service
No middleware
Collects Toner & Meter Data
Proactive Diagnostics
Ability to perform remote firmware updates
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Onboarding Resources & Planning (Change Management Plan, Posters, Virtual Training, Self-Help Videos) AIS shall perform all Services timely in accordance with the following schedule: Sample Timeline:
Week 1 | Following Bid Award
• Upon bid reward there will be a meeting scheduled to introduce all AIS team resources that will be part of the implementation:
Logistics | Service | Sales | IT | Key Staff Members
Week 1 | Project Kickoff:
• There will be a project kickoff that establishes defining customer contacts for the project, as well as a project manager and 2nd contact for AIS. Jason Harrow, the AIS project manager will maintain shared documents to assist with staging, delivery, installation, and training of equipment. The AIS Project Manager will track timelines, communication, and coordinate the geographic deployment with key internal AIS resources and Coronado facilities. The project manager will be responsible for ensuring both Coronado and AIS standards are met for the project. These standards will be defined in the project kickoff but stay in line with the objectives defined in this RFP.
• Provide breakdown in Google Sheet/Shared document of device make, model, location, for programming of IP addresses for devices/ IT dept. to provide IP addresses for each device SMTP information/Special requirements requests for devices from IT or department user • Key contacts will be designated for each location for delivery, install and training • Surveys will be sent out and notice of equipment delivery to IS and department lead
Week 1-2
• Internal Ticketing System-As milestones are met, a ticketing system will be used to track resources who are assigned to various tasks.
• Weekly teleconference meetings with key stakeholders will be held at all phases of the project.
Week 2
• Devices are deployed and installed/Device management software deployed • Training is facilitated at each location for key functionality (copy, print, scan)
Week 3
• Key enablers are installed for copy print and scan
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Sample Timeline Worksheet
When it comes to onboarding new equipment, AIS utilizes Smartsheet’s for implementation and project management. Smartsheet’s provide a collaborative platform that fosters efficient communication among team members, enabling real-time updates, feedback, and seamless collaboration regardless of geographical locations.
The user-friendly interface makes it easy for both technical (AIS) users and users at the site level to create and manage project plans, track progress, and share critical information. Additionally, Smartsheet’s offer extensive customization options, allowing AIS to tailor workflows, forms, and templates to suit our unique project requirements.
Change Management Plan
The image above reflects a simple utility that we use on every installation. We outline and define repetitive tasks and calculations, reducing the risk of human error and saving valuable time. AIS understands that a change management process is integral in selecting a partner. One thing that is important is the sequence of steps and activities that take place once we mutually agree on and decide to move forward with a solution.
AIS utilizes Gantt charts, automated alerts, and dependencies, so we can gain better visibility into project timelines, ensuring that deadlines are met and resources are allocated optimally. The reporting and analytics provide valuable insights, helping our project managers make data-driven decisions and adjust strategies as needed.
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Once we come to a mutual agreement on this agreement and we feel that the plan fits the Coronado needs, rest assured that AIS is experienced in managing, scheduling, communicating and has the resources to see through a smooth transition in any change in print process. Here are some milestone checklists that we use to help organize this process while collaborating with you along the way.
Our plan is to minimize the impact change can have on the Coronado business environment.
Constant Communication with Key Staff
• Create Posters Ease of Use to new technology
• Plan Training for all Staff & Personnel
• Provide Video Tutorials pre-installation
• Resistance Management
• Readiness Assessment
• Sponsor Activities & Roadmap
• Coaching & Manager Training for Change Mgmt.
• Partner Shared Docs for Delegated Tasks
• Shared Doc for Task Progress & Mgmt
• Training & Staff Development Training
• Data Collection & Feedback analysis
• Celebrating & Recognizing Success
• Post Project Review Assessment
• Milestone Checklist and Benchmark Performance
• Corrective Action if needed
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Self-Help Videos – Professionally Created for Your Staff We understand that today and since the
pandemic brought us all home, virtual
work and self-help services is an integral
part of where business is moving
towards. With that said, we’ve adapted
and have created custom “How-To”
videos
Here are links to some of our videos that
we forward on to our clients that they
share with their staff members.
• Virtual Training Sessions
Additionally, we conduct professionally ran
virtual ZOOM sessions weekly with our
clients to fulfill the need of staff members
that are working remote that need training
and still want to be able to ask questions.
In our ZOOM virtual training sessions, our
instructor is live in front of the equipment
walking staff through the functionality of
their new equipment. Your staff members
can ask questions and we answer them live;
they ask the questions live via the chat box
inside of the ZOOM meeting.
We also offer as much training as needed,
regardless in person or virtual.
Onsite Easy-to-Use Signage
One other great resource we use, is we
provide 11” x 17” size posters that we post near or above where the copier is located so that when people walk up to a copier, they have a simple guide in front of them of how to use the equipment. See below for a sample of one of our “How-To Use” posters.
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Kyocera Applications:
DM Connect
A robust business application that automates document-driven business processes by transforming a Kyocera MFP into an on-ramp for routing documents into an enterprise’s Document Management System. As a result, businesses can capture, store, retrieve and share files quickly, easily and securely. (DM connect-Will support rules based scanning, OCR, creation of editable documents in Word or Excel or PPT, routing of documents to folders, subfolders, assign metadata tags DM Connect offers advanced features such as multi-destination workflows, user-group restrictions, and searchable list fields. By customizing their document processes, KYOCERA says businesses can streamline their operations to more easily comply with regulatory standards.
Plus, it says users can take advantage of optional document-enhancement features, such as optical character recognition (OCR) powered by Nuance OmniPage, to transform scanned hard copy documents into searchable text.
Other DM Connect capabilities include:
Remove blank pages from scanned documents for smaller file sizes.
View and reset Bates counters for easy identification of documents.
PinPoint Scan 3
Users across an organization can scan and send documents to any one of their personalized destinations through a single, easy-to-install application.
Confidential Printing
AirPrint
Take advantage of native driverless printing from Apple’s iOS and OS X products to select Kyocera MFPs and printers.
Google Connector*
Google Connector enables users to access, search and print Google e-mails, attachments and calendars directly from any HyPAS-enabled Kyocera MFP using the device’s control panel.
KYOCERA Cloud Print & Scan
Kyocera's native cloud platform technology allows you to optimize your company’s print and scan environment.
Kyocera Cloud Print and Scan increases the flexibility and features of your print and scan environment and removes the costs of on-site servers by managing your Kyocera devices in the cloud. It provides full integration with Microsoft Azure Active Directory and the Kyocera Mobile Print app.
Mobile Printing – KYOCERA Mobile Print
Effortlessly print, scan, store and retrieve documents right at the MFP with this value add application for mobile devices. KYOCERA’s Mobile Print allows for easy wireless connectivity to a certified Kyocera MFP for a faster document process.
Scan and distribute files through multi-destination workflows to boost productivity.
Ensure document security by restricting groups or departments via Microsoft Active Director Integration.
Network Attached Storage (NAS) support for more cost-effective document management and storage such as word or excel document
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AIS References:
Name: San Bernardino Community College District
Address: 550 E Hospitality Ln Suite 200, San Bernardino, CA 92408 Contact Person: Uvaldo Sifuentes - Director Campus Technology Services Contact: 909-384-8656 [email protected]
Applicable Purchase Dates / Service Periods June 2015 – May 2020 renewed new five-year agreement.
Comments: 116 Kyocera MFP’s, Multiple Kyocera Printers W/PaperCut, Student Print Vending Name: Charles R. Drew University of Medicine and Science Address: 1731 E 120th St, Los Angeles, CA 90059
Contact Person: Kelvin Bustillo Title: MGR, Network/System Administration IT Contact: (323) 357-3438 [email protected]
Applicable Purchase Dates / Service Periods May 2016 – April 2021 renewed new five-year agreement Comments: 45 Kyocera MFP’s – Office 365 integration PaperCut, Student Print Vending Name: Anaheim Elementary School District
Address: 1001 S. East Street Anaheim, CA 92805
Contact Person: Laura Sosnowski – Contract Specialist
Contact: (714) 517-7545 ext. 4219 - [email protected] Applicable Purchase Dates / Service Periods April 2015 – Renewed 2020 Comments: 57 Kyocera A3 MFP’s
Name: County of San Bernardino District Attorney Office – 5 Locations Address: 303 West 3rd Street San Bernardino, CA 92415
Contact Person: Gordon Chapman Title: IS Administrator Chief, Bureau of Information Technology Contact: (909) 382-3667 [email protected]
Applicable Purchase Dates / Service Periods June 2022 – Signed 3 - year Agreement.
Comments: 75 Kyocera full-size MFP’s - Office 365 Integration Name: San Diego Housing Commission
Address: 1122 Broadway, Suite 300 San Diego, CA 92101
Contact Person: Robert Thatcher Title: Sr. IT Admin
Contact: 619-578-7742 [email protected]
Applicable Purchase Dates / Service Periods 2017 to Present – renewed 11/2022 Comments: 75 Kyocera MFP’s, Printers & PaperCut
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Fairfield, NJ – Kyocera Document Solutions, Inc., one of the world’s leading document solutions companies, is pleased to announce that it has won 12 Buyers Lab (BLI) 2024 Awards from Keypoint Intelligence, including the BLI 2024 A3 Line of the Year Award and the BLI 2024-26 Most Color Consistent A3 Brand Award. These recognitions underscore the company’s enduring commitment to offering reliable, high-quality and innovative products that enable customers to succeed.
The 2024 A3 Line of the Year Award from Keypoint Intelligence, a leading market research firm, was granted after thorough testing of Kyocera’s entire A3 lineup. Kyocera’s A3 devices exhibited superior performance during this testing, and Keypoint Intelligence acknowledged consistently strong reliability, ease of use and image quality. The research firm also pointed to the reuse of empty black toner bottles from Kyocera’s A3 machines as waste toner containers as a particularly impressive highlight.
This award serves as a reminder that Kyocera boasts a broad portfolio of A3 products that can meet and exceed the requirements of hybrid working environments. “We are truly honored to receive such an outstanding series of awards from Keypoint Intelligence,” says Óscar Sánchez, President & CEO of Kyocera Document Solutions America, Inc. “Our organization’s pioneering spirit and customer-centric focus have been proven for over 60 years. They continue to drive our creation of innovative products designed to provide modern professionals with solutions to their most pressing challenges.” Kyocera also received the 2024-26 Most Color Consistent A3 Brand Award, which is presented every three years. This award considers results from the last five years of color-consistency analysis. Keypoint Intelligence technicians printed IT8 color test targets at specific points during a Kyocera device’s reliability test, which were measured using a calibrated Xrite i1Pro2 spectrophotometer configured with the Xrite IO table and Xrite i1Profiler software.
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COPIERS/MULTIFUNCTION OFFICE MACHINES
Supplemental Service Level Agreement
Advanced Imaging Solutions, Inc.
AGREEMENT OVERVIEW
This Agreement represents a supplemental Service Level Agreement (SLA) between Advanced Imaging Solutions (AIS) and the City of Coronado (Coronado) for the provision of service and maintenance required to support and sustain Copiers/Multi-Function Office Machines and desktop Printers.
AIS will provide Coronado quarterly business reviews where previous usage/billing can be utilized to adjust future base billing volumes up or down as needed, as well as analyzing equipment over and underutilization. Adjustment of the billing volumes up or down will not impact any per-page rate.
This Agreement outlines the parameters of all services covered as they are mutually understood by both parties. This Agreement does not supersede or replace Contract requirements unless explicitly stated herein.
This Exhibit summarizes the key components of this Service Level Agreement (SLA) between Advanced Imaging Solutions (AIS) and Coronado (for Multifunctional Devices (MFD) and Printers for new equipment orders, services, maintenance and repairs.
This Agreement remains valid until superseded by a revised agreement mutually endorsed by both parties. If an apparent conflict or inconsistency exists between this agreement and Coronado’s professional services agreement, the main body of the City’s agreement shall control. If a conflict exists between an applicable federal, state, or local law, rule, regulation, order, or code and this agreement, the law, rule, regulation, order, or code shall control.
Technical Expertise - Just a phone call away
All inquiries are handled by a skilled engineer dedicated to resolving issues quickly with no restrictions on contact frequency. Coronado simply contacts the Service Solutions Center by one of three convenient methods:
• Toll free (855) 448-4247
• Email [email protected]
• Or by visiting http://www.ais-now.com/customer-login/ Attachment 1
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GOALS & OBJECTIVES
The purpose of the SLA is to ensure that the proper elements and commitments are in place to provide consistent Copier & Printer service and support to Coronado by AIS.
The goal of this SLA is to obtain a mutual agreement for Copier/Printer service provision between AIS and Coronado. The objectives of this SLA are to:
• Provide clear reference to service requirements, accountability, roles and/or responsibilities. • Present clear, concise and measurable description of service provision to Coronado • Match perceptions of expected service provision with actual service and support.
DEFINITIONS
• Preventative Maintenance - Preventative Maintenance shall be performed as needed to ensure optimal operation of equipment. This includes component replacement, adjustments and cleaning. End-users are responsible replacing depleted toner cartridges, replacing waste toner receptacles, replacing staple cartridges, re-filling paper trays and clearing miss-feeds as guided by the display and cleaning the platen and scanner glass. This is defined in the equipment’s user guide and is not covered under this agreement. • Uptime – Uptime will be calculated based on a 9 hour day (7:30 a.m. to 5:30 p.m.), five days/week, excluding Coronado holidays. Uptime equals available work hours minus hours down divided by available work hours.
• Available Work Hours - Availability Hours shall mean the number of Business Hours per calendar month that the equipment is on-site, operating according to specifications, and fully available for use by the customer. Business Hours include the time between 7:30 a.m. and 5:30 p.m. Pacific time excluding Coronado holidays.
• Downtime - Downtime shall mean the number of business hours in any calendar month during which an item of equipment, maintained hereunder, is inoperative during the month and such inoperability is not due to misuse, fire, or using the equipment in a manner other than its intended uses. Downtime is calculated from the point in time when AIS receives the service request for equipment that cannot perform its functions until such time as the equipment is operating per AIS specifications. Downtime includes machine-repair time and response time when the equipment is inoperative. Downtime excludes preventive maintenance, equipment move time, time consumed in producing usable copies, maintenance service rendered due to user misuse or any credit hold placed upon the account. • Network compatible – Network compatibility refers to the ability of the installed MFP to be connected to the customer’s network and have full functionality as specified by the manufacturer (i.e., printing, scanning, etc…)
• Factory/Manufacturer Specifications – Factory/Manufacturer specifications by model are detailed on www.usa.kyoceradocumentsolutions.com.
• In Scope – Machines being utilized within factory/manufacturer specifications (e.g., a machine that has factory specifications of 50k copies per month is being used within that parameter, approved media only is being used by each department, proper environment has been provided for the MFP to function at manufacturers specifications, etc…).
• Software tickets – Service calls related to any workflow software utilized by Coronado • Device related calls – Service calls related to the functionality of the MFP • MFP – Multi Functional Printer (i.e., print, scan, fax, etc…) • First Level Support – Support provided by factory trained AIS field service technicians. • Second Level Support – Inclusion of AIS Systems Solutions and Development Division (SSD) personnel for issues which field service technicians cannot diagnose. •
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• Third Level Support – Inclusion of AIS systems engineer for issues which SSD personnel are unable to resolve.
• Network Attached Devices – Equipment which is linked to Coronado’s network primarily for scanprint functions. • Non-Network Attached Devices – Stand-alone equipment which is not linked to Coronado’s network. • Proactive Calls – Service calls made by the Device notifying AIS of an impending failure or need for consumable supplies.
• Reactive Calls – Service calls made by Coronado end user reporting an equipment failure directly to the AIS Help Desk.
SERVICE LEVEL AGREEMENT TERMS, PRICING, MEASUREMENT, AND PENALITIES Service Agreement Term
This agreement shall be effective beginning the day, month and year of the execution of Coronado’s professional services agreement and shall be in effect for an initial term of one year. This agreement will be renewed automatically in one-year intervals for three years unless terminated by AIS or Coronado.
Service and Maintenance Pricing
Under this service agreement, AIS shall provide all required toner cartridges and waste toner bottles, including free shipping/delivery, for all devices under contract.
A3 Kyocera devices:
AIS will increase service pricing by 5% per year for all equipment under contract, until the machine becomes obsolete and is published under Kyocera’s end of life statement, then the unit will be removed from service and placed under a time and materials agreement until Service and maintenance costs for each model is listed on attached pricing spreadsheet.
Installation and Training
AIS will notify the appropriate Coronado contact that is taking delivery of the MFD prior to delivery and to schedule the best available date for installation. After delivery AIS will to provide training for the appropriate Coronado personnel within 48 hours of the MFD installation. AIS will provide a cursory overview of the MFD functions upon installation and will offer ongoing training as needed through the term of the rental or contract for the MFD units placed on this contract at no charge.
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Support Hours and Service Levels
AIS will provide technical and service support from 7:30 AM to 5:30 PM Monday through Friday for all of Coronado departments/buildings. Coronado requires technicians to contact requester within two hours with a schedule for repairs. Technicians’ on-site response times will be within four hours or less averaged over 90 days. These times will be measured from the time that the Service Call was received by AIS.
Penalty for Non-Compliance
AIS guarantees a quarterly 95% average uptime for all Coronado devices. Uptime guarantee only applies to the first 60 months of installation and requires the unit has been continually covered under the maintenance plan since installation. If uptime falls below the above stated levels for a given quarter; then Coronado will notify AIS and provide a thirty (30) day cure period (time required to repair problematic machine). If AIS has failed to meet the above commitments by the end of the cure period; then Coronado will be eligible for a credit equal to 2% of the affected unit maintenance invoice for every 1 % below the guaranteed uptime percentages. This credit shall in no case exceed 10% of the maintenance invoice for the stated period. For example; if the uptime for Coronado Purchasing Department for a given quarter is 92% and AIS is not able to cure; then Coronado may request a credit of 3%> of the maintenance invoicing for that quarter for the affected unit.
EQUIPMENT GUARANTEES, PREVENTATIVE MAINTENANCE, AND SUPPORT LEVELS Equipment Guarantee: “It Works or It Walks” (this section only applies to new equipment sold by AIS)
AIS is so confident in product quality we guarantee your AIS MFP will (1) meet factory specifications, and (2) be compatible with your network, or we’ll replace it with an equivalent model. If a particular model becomes problematic and our service manager determines that it is not in the interest of both parties to replace the unit with an identical model again, we can choose to replace the unit with a different model of similar specifications. First two years:
replacement will be a brand new MFP. After two years: replacement may be new based on availability or refurbished if a new unit is not available.
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Repeat Equipment Failure (this section only applies to new equipment sold by AIS) If an individual piece of Equipment that is managed by AIS fails for a fault requiring dispatch more than three times in a ninety (90) day period, then AIS will, upon Coronado’s request, replace such individual piece of Equipment within forty-eight (48) hours at no additional cost to Coronado, with the same or a similar model of Equipment of equal or greater capabilities.
Proactive Preventative Maintenance
As a standard feature of all AIS Service Maintenance programs, AIS will proactively provide all preventative maintenance for your installed base of AIS machines at no additional charge.
During each service call, the technician will evaluate the usage of the unit against prescribed preventative maintenance requirements and perform any scheduled maintenance. AIS also continually monitors the usage history of each unit in your fleet to identify upcoming preventative maintenance schedules. In addition, AIS products include a self-diagnostic feature that will display a service call on the unit’s LCD screen to notify users of the need for preventative maintenance. The users can then utilize this code to place a service call, which will be dispatched to perform all required maintenance, ensuring the increased reliability of your AIS fleet throughout its lifecycle.
First Level Support
All first level technical support for our hardware and network printing functions, will be provided by our factory trained and authorized AIS service technicians. AIS technicians will be available to provide on-site support to troubleshoot hardware, software, and network issues, regarding AIS products. Each technician is fully trained in all aspects of the AIS products they service, and many have additional network certifications to provide complete support. In addition, all certified technicians maintain direct access to AIS’s Technical Support Team to assist in troubleshooting and problem resolution for our product. If a technician leaves a machine in a non-operational condition, they will immediately inform their direct Manager. The Manager shall contact Coronado end-user(s) by phone to determine if a loaner unit is required. Technicians keep end-user(s) updated of the plan and timing to get the unit functional before they leave the location. End-users are to be updated daily as to the status of any repairs.
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Second Level Support
The AIS Systems Solutions and Development Division (SSD) will provide second level support via direct communication with authorized technicians. The primary objective of the SSD is to provide technical and integration-support services to AIS branches to support the technical needs of our customer base. Technicians shall escalate immediately to an SSD specialist if they are stuck and need assistance due to the complexity of the trouble with the machine Upon receipt of inquiry from AIS technician, the SSD evaluates the data it receives to determine trends regarding service-ability, reliability, operational, and safety areas. The data used comes from problems reported via the hotline, less urgent voice mail, Internet, and written communications from field personnel, field surveys, spare parts usage, and reports of on-site visits by AIS's personnel. If a trend is observed, the matter is referred to the appropriate departments for manufacturing changes, field modification programs, and technical bulletins. Useful serviceability and reliability information collected from the above sources is immediately available to all authorized branch service technicians, ensuring they have ready access to all current data to assist in supporting the technical functionality of all equipment installed throughout our clients’ sites.
Third Level Support
If the SSD is unable to resolve the issue in conjunction with the local systems engineer, the open issue will escalate to Manufacturer Supported Engineering for third level review. AIS is charted to provide a full spectrum of services to Kyocera customers in North America. All data relating to the issue is escalated to the applicable AIS engineer. Our engineers will respond on-site upon review of the issue with the required knowledge and expertise. We work with the SSD and on-site customer service personnel to isolate customer needs, root cause and implement the required solution set.
DATA COLLECTION, METERS, MAINTENANCE, AND INVOICING/REPORTING Data Collection Agent
AIS utilizes both Print Fleet (DCA) and Kyocera Fleet Services (KFS) remote monitoring system, which are rules-based management systems.
DCA Overview:
• Automates process of toner replenishment based on pre-determined supply levels • Provides automatic collection of meter reading to assure accurate billing • Provides AIS service team with real-time information to support fast repair resolutions • Allows our remote-tech team to diagnose issues and often complete repairs before a technician arrives on-site. • Provides real-time information to your IT staff to view the status of all devices from your desktop.
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KFS Overview: Provides proactive remote monitoring of Network devices and most Local devices. This service is performed through the SNMP protocol that reads information from each device's Machine Information Base (MIB). The information collected (Consumables Levels, Meters and Service Alerts) is then transmitted one-way to our central server through HTTPS. For the capture of local devices, a local agent will need to be installed (through active directory) to the user’s desktop.
Examples:
- Automatic fall-over if a network device is down
- Least Cost Routing based upon rules (i.e. jobs over 10,000 pages) go the reprographics center
- Document Audit Trails for Security
- Application related business rules (i.e. no color printing from e-mail) - Full reporting on user usage information (Color, Mono, Devices used etc.) Automated meter exports
Each device has various internal meters it uses to keep track of usage statistics (such as the number of pages printed). AIS MDS Management System automatically reads the meters from the devices, and can be configured to export the information to any of several popular Enterprise Resource Planning (ERP) systems – Digital Gateway’s e-automate, ECI’s: OMD, La Crosse, and Evatic.
Service alerts and maintenance flags
When a printing device encounters a problem, it typically sends a message to the network. It could be something as simple as an Out of Paper notification or something more serious requiring the attention of a service technician. AIS MDS Management System Enterprise is able to detect these messages (including vendor-specific error codes), and alert you when they occur. You can define a custom email response to each alert (such as choosing a different recipient and subject line), and you can manage and sort your active alerts from a single screen.
You can also set maintenance flags to notify you when it is time for scheduled maintenance on a device.
Digital Solution Center
AIS’s Digital Solution Center (DSC) is a single point of contact, staffed by system engineers to help you achieve maximum productivity from your networked multifunctional peripherals and applications.
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Invoicing/Reporting of device usage:
AIS will submit monthly invoices to Coronado for Maintenance Services for MFDs. The invoices will reflect the following information:
• Coronado Purchase Order
• Device facility building address, city, and state.
• The AIS MFD model number.
• The AIS MFD serial number.
• Customizable breakdown of costs; including the usage (imprint copies) • The total cost of the monthly service fee for each MFD.
Attachment 1
Purchase
Price
MODEL ACC TYPE DESCRIPTION B/W CPC Color CPC
TASKalfa 8353ci Model 83/70 PPM A3 Color MFP $10,587.60 $ 0.0035 $ 0.0212 DF-7110 Accessory 4,000 Sheet Finisher $1,230.30
BF-730 Accessory Booklet and Tri Folding Unit $738.00
PF-730 -B- Accessory Side Dual 500 Sheet Paper Trays $633.60 PF-7130 Accessory 500 Sheet Side Multi-Media Tray $413.10 Keyboard Holder 10 Accessory Keyboard Tray Kit $104.40
PH-7A Accessory 2/3 Hole Punch Unit $331.20
NK-7130 Accessory Numeric Keypad $102.60
Fax System 12 Accessory Fax Board $537.30
TASKalfa 6054ci Model 60 ppm A3 Color MFP $5,455.80 $ 0.0047 $ 0.0227 TASKalfa 5054ci Model 50 ppm A3 Color MFP $4,319.10 $ 0.0061 $ 0.0241 TASKalfa 3554ci Model 35 ppm A3 Color MFP $3,013.20 $ 0.0070 $ 0.0317 DP-7160 Accessory 320 Sheet DSDP $976.50
PF-7150 Accessory Dual 1,500 Sheet Paper Trays - Letter $680.40 DF-7100 Accessory 500 Sheet Internal Finisher $688.50
PH-7100 Accessory Punch Unit for DF-7100 $331.20
Fax System 12 Accessory Fax Board $537.30
NK-7130 Accessory Numeric Keypad $102.60
Keyboard Holder 10 Accessory Keyboard Tray Kit $104.40
DT-730 -B- Accessory Original Hard Copy Holder $38.70
Stand Accessory Copier Cabinet Stand $186.30
ECOSYS MA3500cix Model Kyocera MA3500cix 37 ppm $1,896.00 $ 0.0183 $ 0.0604 PF-5150 Accessory PF-5150 500 Sheet Paper Feeder $252.00 ECOSYS PA3500cx Model Kyocera PA3500cx $799.00 $ 0.0183 $ 0.0604 ECOSYS MA4500ix Model Kyocera MA4500ix 47ppm $1,789.00 $ 0.0092 n/a PF-3110 Accessory 500 sheets opt. paper feed cassette $176.00 ECOSYS PA4500X Model Kyocera PA4500x 47ppm A4 $677.00 $ 0.0092 n/a Legacy HP Printers $ 0.02 $ 0.012
Equipment Proposed Service Price
Attachment 1
TASKalfa 8353ci / 9003i Series
Up to 90 ppm B&W / 70 ppm Color
1200 x 1200 dpi Image Quality
usa.kyoceradocumentsolutions.com
Professional Finishing Options
The power to simplify the
dynamics of business.
TASKalfa 8353ci / 7353ci
TASKalfa 9003i / 8003i / 7003i
Attachment 1
KYOCERA Document Solutions America, Inc. 02
Always be ready
to react with
speed and agility.
The TASKalfa 8353ci and TASKalfa 9003i Series are designed to serve the multifaceted needs of enterprises and organizations. They deliver high-speed, reliable performance with a touchscreen control panel that empowers users to customize workflows and integrate cloud-based applications.
Reimagine the way you work by elevating the way you connect, communicate and share information. Powerful multifunction capabilities help to streamline complex tasks and increase workflow productivity. When it’s time to put the big ideas to paper, these systems have you covered end-to-end. Deliver your message with vivid color, sharp graphics and a professional finish. Options include tri-fold, booklet and multi-position staple.
Business today moves fast. Your technology should move you faster. Precision engineering, remote monitoring and an overall ease of use keep staff and systems operating at their highest level of efficiency. In document intensive environments, high-speed scanning, and a host of distribution options allows you to move information to where it needs to be within seconds. One platform, one interface and the ability to right-size custom configurations. With the TASKalfa 8353ci and TASKalfa 9003i Series you get it all. And with Kyocera you get the support of a trusted partner. We put knowledge to work, where it works for you.
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KYOCERA Document Solutions America, Inc. 03
High productivity.
The TASKalfa 8353ci and TASKalfa 9003i Series will help your staff maintain the critical uptime your business requires. With print speeds up to 70 ppm in color and up to 90 ppm in black & white, consistent quality, reliability, customization options and professional finishing, they were made for your high-speed, high-volume workplace.
Reliable media handling.
Print on sheets up to 12” x 18” and substrates up to 300 gsm to produce more jobs on a single device. Increase media capacity from the standard 4,150 sheets up to a maximum 7,650 sheets to keep projects moving with less time spent filling media trays.
Robust scanning.
Capture images and information with speed and accuracy up to 220 impressions per minute.
Keep critical communications safe and secure with multiple ways to distribute documents.
Enhanced security.
The Standard Data Security Kit provides more ways to ensure important documents and data are protected, in addition to the Embedded Trusted Platform Module, Secure Boot and Runtime Integrity Check. Rely on standard user security tools to keep information and access under control.
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KYOCERA Document Solutions America, Inc. 04
Exceptional color output
on every project.
Why settle for ordinary? The
TASKalfa 8353ci Series delivers
superior color and image quality,
with smooth gradations, vivid color
reproduction for life-like skin tones
and outstanding contrast. No matter
the document, you can rely on
fast, affordable color that exceeds
expectations and puts your best foot
forward.
Power through scanning
and copying tasks.
A 270-Sheet DSDP helps you to
quickly copy presentations,
capture information, store records
and more. Scan duplex pages at up
to a remarkable 220 impressions per
minute. Turn scanned documents
into searchable PDFs with standard
OCR, and take advantage of familiar
Scan-to functions including email,
folders, FTP and USB drives.
End with a big finish.
The 100-sheet Staple Finisher adds
polish to printed documents while
saving your team valuable time. With
the capacity to stack up to 4,000
sheets, there’s no need to rush to
unload after sending your job to
print. Optional Booklet and Tri-fold
finishing further expand the range
of deliverables you can quickly and
affordably produce in-house.
Challenging color workflows? Not anymore.
For users who rely on complex, color-intensive output, choose the optional EFI® Fiery® Print System 16 for the TASKalfa 8353ci and TASKalfa 7353ci to drive even greater productivity and produce consistent results. Featuring integrated tools to help users of all levels achieve precise, high-quality color, the system offers a powerful controller to streamline job processes and make the creation of high-value deliverables, including booklets, easier to manage.
New ways to conquer
the workday.
A larger display that works the way you do.
Make navigating your workflows easy with a bright 10.1” Touch Screen Display, standard on all models. Fewer hard keys and an intuitive, modern swipebased interface provides users with a friendly, tablet-like experience. Access the HyPAS Business Applications you depend on to succeed with a simple touch. An optional numeric keypad is also available.
Attachment 1
KYOCERA Document Solutions America, Inc. KYOCERA Document Solutions America, Inc. 05 Keyboard Tray Kit
DT-730 (B)
Original Hard Copy
Holder
NK-7130
Numeric Keypad
MT-730 (B)
7 Bin Mailbox
BF-9100
Booklet / Tri-fold Unit
BF-730
Booklet / Tri-fold Unit
DF-7130
4,000 Sheet Finisher
100 Staple / 100 Manual Staple
DF-7110
4,000 Sheet Finisher
65 Staple / 65 Manual Staple
Copy Tray (D)
PF-7120
3,000 Sheet Side Deck
(Letter)
PF-7130
500 Sheet MPT
PF-740 (B)
2 x 1,500 Sheet Tray
(Letter)
PF-730 (B)
2 x 500 Sheet Tray
(Ledger)
Stapler Option
SH-10 for BF-730 / BF-9100
SH-12 for DF-7110
SH-14 for DF-7130
Hole Punch Option
PH-7A for DF-7110 / DF-7130
The TASKalfa 8353ci / 9003i Series Options
Attachment 1
KYOCERA Document Solutions America, Inc. 06
Remote monitoring redefined.
Optimize device uptime and reduce costs with KYOCERA Fleet Services (KFS), a highly-secure cloud-based monitoring solution that offers real-time visibility into:
• Device Status: Take a proactive approach to error resolution to ensure that your fleet operates at peak performance. • Counter Activity: Eliminate administrative burden with automatic meter reading, for accurate and timely billing. • Supply Levels: View consumable levels to prevent
unnecessary workflow interruptions.
• Usage Trends: Identify print, copy, scan and error code trends to make more informed decisions (fleet right-sizing), and further optimize workflow.
Keep work safe and secure.
The TASKalfa 8353ci / 9003i Series offers standard security features built into the device software, as well as optional enhancements to help keep sensitive documents from falling into the wrong hands. Work confidently with:
• Standard Data Security Kit (E) for overwrite and encryption, to help safeguard mission-critical workflows.
• Standard Embedded TPM
• Standard Secure Boot
• Standard Run-Time Integrity Check
• Added “Power Users”
• PDF Encryption to restrict access for displaying and printing PDFs by assigning a secure password.
• Private Print function with password protection and User Authentication.
Keep everyone on
the same page.
Support mobile
employees
Support mobile employees by putting print, scan and send features at their fingertips with KYOCERA Mobile Print, Apple AirPrint®, Google Cloud Print™ and Mopria®. Standard Near Field Communication (NFC) for Android™ and Wi-Fi Direct provides added smart device convenience.
Simplify IT
management
Simplify IT management with KYOCERA’s Command Center RX, a standard web-based interface that enables remote printing, file sharing, device monitoring, settings updates and address book entry, right from your desktop.
Print and share
frequently used files
Print and share frequently used files with Document Box, a secure area on the hard drive where documents are conveniently stored and easily retrieved.
Reduce costs Reduce costs with Proof Copy Mode. Print and approve a sample copy before duplicating large documents to prevent waste.
Attachment 1
KYOCERA Document Solutions America, Inc. 07
There’s an app for that.
Kyocera’s robust portfolio of customizable business applications lets your team accomplish even more, further boosting
productivity. Leverage information how, when and where you need it.
Take advantage of KYOCERA Net Manager, a server-based
web application, to efficiently provide secure printing and copying and enable easy accounting of print-related expenses.
The Print&Follow function allows users to securely print to any printer managed by KYOCERA Net Manager.
Kyocera Business Apps are powered by HyPAS™ (Hybrid
Platform for Advanced Solutions), a Kyocera-developed
software platform that expands your MFP’s core capabilities with simple touch-screen operations that address your unique workflow needs. From mobile and cloud to cost control and security solutions, these business applications seamlessly and securely integrate with Kyocera MFPs.
Print smarter for the planet.
The TASKalfa 8353ci / 9003i Series helps your business
maintain a tidy environmental footprint by reducing waste and eliminating unnecessary energy consumption.
• Exclusive long-life technology and consumables.
• Programmable Energy Saver function helps you control costs, and Low Typical Electricity Consumption (TEC) values support your goals for energy conservation.
• ENERGY STAR® compliant, with Low Power Mode and Sleep Mode settings.
Attachment 1
Specifications
Match the needs of your team and your workflow with the right device. For detailed information regarding the performance of the individual models listed below, please refer to the TASKalfa 8353ci / 9003i Series Specifications Guide.
TASKalfa 8353ci
Pages Per Minute:
Black – Letter: 83 ppm, Legal: 49 ppm, Ledger: 41 ppm, 12” x 18”: 41 ppm (print only) Color – Letter: 70 ppm, Legal: 42 ppm, Ledger: 35 ppm, 12” x 18”: 35 ppm (print only) Warm Up Time: 44 Seconds or Less (Power On)
First Page Out:
Copy: 4.8 Seconds or Less Black, 5.9 Seconds or Less Color Print: 4.9 Seconds or Less Black, 6.1 Seconds or Less Color Typical Electricity Consumption (TEC):
120V: 1.70 kWh/week;
220V: 1.68 kWh/week
Weight: 401.2 lbs
Maximum Monthly Duty Cycle: 450,000 Pages per Month
TASKalfa 7353ci
Pages Per Minute:
Black – Letter: 73 ppm, Legal: 43 ppm, Ledger: 36 ppm, 12” x 18”: 36 ppm (print only) Color – Letter: 65 ppm, Legal: 39 ppm, Ledger: 32 ppm, 12” x 18”: 32 ppm (print only) Warm Up Time: 44 Seconds or Less (Power On)
First Page Out:
Copy: 5.4 Seconds or Less Black, 6.2 Seconds or Less Color Print: 5.3 Seconds or Less Black, 6.3 Seconds or Less Color Typical Electricity Consumption (TEC):
120V: 1.43 kWh/week;
220V: 1.34 kWh/week
Weight: 402.1 lbs
Maximum Monthly Duty Cycle: 400,000 Pages per Month
TASKalfa 9003i
Pages Per Minute:
Black – Letter: 90 ppm, Legal: 54 ppm, Ledger: 45 ppm, 12” x 18”: 45 ppm (print only) Warm Up Time: 30 Seconds or Less (Power On)
First Page Out:
Copy: 3.6 Seconds or Less Black
Print: 4.0 Seconds or Less Black
Typical Electricity Consumption (TEC):
120V: 1.86 kWh/week;
220V: 1.81 kWh/week
Weight: 330.7 lbs
Maximum Monthly Duty Cycle: 450,000 Pages per Month
TASKalfa 8003i
Pages Per Minute:
Black – Letter: 80 ppm, Legal: 48 ppm, Ledger: 40 ppm, 12” x 18”: 40 ppm (print only) Warm Up Time: 30 Seconds or Less (Power On)
First Page Out:
Copy: 3.7 Seconds or Less Black
Print: 4.1 Seconds or Less Black
Typical Electricity Consumption (TEC):
120V: 1.47 kWh/week;
220V: 1.44 kWh/week
Weight: 330.7 lbs
Maximum Monthly Duty Cycle: 450,000 Pages per Month
TASKalfa 7003i
Pages Per Minute:
Black – Letter: 70 ppm, Legal: 42 ppm, Ledger: 35 ppm, 12” x 18”: 35 ppm (print only) Warm Up Time: 30 Seconds or Less (Power On)
First Page Out:
Copy: 4.2 Seconds or Less Black
Print: 4.8 Seconds or Less Black
Typical Electricity Consumption (TEC):
120V: 1.24 kWh/week;
220V: 1.21 kWh/week
Weight: 330.7 lbs
Maximum Monthly Duty Cycle: 400,000 Pages per Month
Specifications and design are subject to change without notice. For the latest on connectivity visit usa.kyoceradocumentsolutions.com.
TASKalfa, KYOCERA Net Manager, and Command Center RX are trademarks of the Kyocera Companies. AirPrint is a trademark of Apple, Inc. Google Cloud Print is a trademark of Google, Inc. Mopria is a trademark of Mopria Alliance, Inc. All other trademarks are the property of their respective owners.
KYOCERA Document Solutions America, Inc.
Headquarters: 225 Sand Road, Fairfield, NJ 07004-0008, USA ©2019 KYOCERA Document Solutions America, Inc.
v102419
Attachment 1
The Kyocera Evolution Series was created for a new landscape of work. It is a range of robust, versatile platforms that have been built to last. Combining cutting-edge technology and Kyocera’s expertise, these intuitive, user-friendly color devices will drive your productivity to new levels.
Our new color devices!
Make Change Your Edge
TASKalfa 4054ci
Print Speeds: 40 ppm
Scan Speeds: Up to 200 ipm
Document Processor:
Up to 320 sheets
Toner Capacity*
(B&W/color):
25,000/12,000
Enhanced Security Features:
Encrypted data with
authentication technology
and automatic security
certification checks.
TASKalfa 6054ci
Print Speeds: 60 ppm
Scan Speeds: Up to 200 ipm
Document Processor:
Up to 320 sheets
Toner Capacity*
(B&W/color):
25,000/12,000
Enhanced Security Features:
Encrypted data with
authentication technology
and automatic security
certification checks.
TASKalfa 5054ci
Print Speeds: 50 ppm
Scan Speeds: Up to 200 ipm
Document Processor:
Up to 320 sheets
Toner Capacity*
(B&W/color):
25,000/12,000
Enhanced Security Features:
Encrypted data with
authentication technology
and automatic security
certification checks.
TASKalfa 7054ci
Print Speeds: 70 ppm
Scan Speeds: Up to 200 ipm
Document Processor:
Up to 320 sheets
Toner Capacity*
(B&W/color):
25,000/12,000
Enhanced Security Features:
Encrypted data with
authentication technology
and automatic security
certification checks.
kyoceradocumentsolutions.us
The Evolution
Continues in Color
Magnify your message with more impact.
The Kyocera Evolution Series
Speeds of 40, 50, 60 & 70ppm in BW/Color
4800 x 1200 dpi resolution
Z-Fold/Inserter Unit finishing capabilities
Unrivalled productivity with superior color
The most up-to-date security enhancements
Attachment 1
Kyocera Evolution Series 2
The Kyocera Evolution Series was created for a new landscape of work. It is a range of robust, versatile platforms that have been built to last. Combining cutting-edge technology and Kyocera’s expertise, these intuitive, user-friendly color devices will drive your productivity to new levels.
Our new color systems!
Make Change Your Edge
TASKalfa 4054ci
40 ppm
up to 274 ipm
up to 320 sheets
30,000/20,000
Encrypted data with authentication technology and automatic security certification checks. Supports FIPS 140-2 and HCD-PP certification.
TASKalfa 5054ci
Print
Speeds
Scan
Speeds
Document
Processor
Toner Capacity*
(B&W/color)
*Based on 5% coverage
Enhanced
Security
Features
Kyocera Evolution Series 2
TASKalfa 6054ci TASKalfa 7054ci
50 ppm
up to 274 ipm
up to 320 sheets
30,000/20,000
60 ppm
up to 274 ipm
up to 320 sheets
40,000/24,000
70 ppm
up to 274 ipm
up to 320 sheets
40,000/24,000
Attachment 1
Kyocera Evolution Series 3
Dive into a world of exquisite image quality. The devices in the Kyocera Evolution Series offer superb definition, both in monochrome and full color.
Not only will time-pressured users benefit from the Super Resolution feature, that improves the quality of images at the touch of a button, but they can also opt for High-Impact and Vibrant Printing (4800 x 1200 dpi resolution).
Alongside dramatic color, crisp black & white, and detailed graphics printing, these devices offer top-of-the-range scanning, input, and professional finishing options. In short, the Kyocera Evolution Series goes beyond the requirements of even the most demanding workplace.
For outstanding image reproduction, look no further.
Print in Flying Colors
Attachment 1
Kyocera Evolution Series 4
Now more than ever, companies are seeking devices that are more agile and robust, and ever-smarter ways of working. The Kyocera Evolution Series empowers companies to maximize productivity like never before.
New Heights of Productivity
Re-energize the Way You Work
The Kyocera Evolution Series takes a holistic approach to workflows in the modern workplace.
By addressing and tackling pains at each stage of the document lifecycle, we have delivered a range of devices for today’s businesses, TASKalfa devices that help turn past weaknesses and blind spots into new value-adding opportunities for your organization.
We have taken the complex and made it simple.
As it should be.
High Performance
Fast print and scan speeds for
maximum efficiency.
Durability
Long-lasting toners ensure
professional quality that lasts.
Paper Capacity
Less time filling paper trays
means more time for quality
work.
Proven Quality
Our devices have earned
industry recognition for their
reliability.
Optimal Security
Enjoy some of the most
advanced security technology
on the market today.
Digitization
Transform your workflows faster
while pivoting to a paperless
workspace.
Attachment 1
Kyocera Evolution Series 5
Over-complicated printer controls drain valuable time and can impact your overall productivity. The Kyocera Evolution Series puts an end to that, with a user interface that has been totally redesigned to minimize confusion and maximize your capabilities, for printing that is easy and intuitive.
An Effortless User Experience
Simple
Standardized icons and graphics
make navegation intuitive
and easy.
Meet the New User Interface
With standard colors and easy to understand icons, carrying out tasks at the printer has never been simplier.
Intuitive
Emphasize important information
and use gestures to select
target items.
Efficient
Work quicker with fewer steps,
along with quick-switch settings.
Attachment 1
Kyocera Evolution Series 6
Security is a greater concern than ever before, with more large-scale cyberattacks hitting the headlines every day. Businesses must preemptively prepare for potential risks by equipping themselves with solutions that ensure data and networks are constantly protected.
The Kyocera Evolution Series comes with a whole range of new security enhancements:
Higher Risks Mean Better Solutions
Certificates
Devices keep themselves up to date
with latest security certificates, and
use encrypted communications to
validate their certificates. (SCEP &
OCSP/CRL).
Encryption
Protect emails with authentication,
digital signatures and encryption.
A faster way to keep data secure
in your network (S/MIME & TLS
version 1.3).
Device Management
You will have the ability to log
security events and monitor for
malware, data leakage and other
security breaches. (SIEM).
Kyocera’s up-to-date security compliance shows
our commitment to the highest standards of
information security management.
Kyocera Evolution Series 6
Attachment 1
Kyocera Evolution Series 7
With the Kyocera Evolution Series, it´s your documents your way.
Today’s workspaces demand greater agility and media flexibility, and Kyocera has risen to the challenge with brand-new finishing capabilities for 60/70ppm devices.
Finish in Style
ZF-7100 Z-Fold Option
This functionality enables you to add “z-folded” sheets into your documents. This includes diagrams, charts and other larger sheets that need to be folded into a 8.5” x 11” sized booklets. This can also be particularly useful for standalone applications when producing invoices, marketing flyers and brochures.
IS-7100 Inserter Unit Option
This presence of two trays enables users to feed pre-printed pages as potential front or back covers or sheet inserts.
The Inserter Unit avoids the need for pre-printed sheets to go through the high-temperature fusing process at the MFP, thus ensuring that the pre-printed sheets won’t get destroyed or melted.
Staple Finishing Option
The Kyocera Evolution Series also boasts 4,000 sheet
staple finisher options that support 65 and 100 sheet
stapling and 2/3 hole-punching for clean, professional
looking output so that more jobs can be kept in-house
even in the most demanding of work environments.
Attachment 1
Kyocera Evolution Series 8
Keep your productivity high and sustainability higher.
Kyocera was built upon the principle of doing the right thing as a human being. In everything we do, we try to balance ecology and economy, and seek to make all of our growth sustainable.
This means that you can rest easy knowing that, while you’re maximizing productivity and efficiency within your business, you’re also reducing your environmental impact.
The Kyocera Evolution Series makes it possible to combine eco-friendly printing with greener and more intelligent digital processes, so that your daily work has a reduced carbon footprint. Your growth doesn’t have to cost the environment.
Evolving Our Future
We do more than just talk about sustainability.
Our actions speak for us.
New Toner Design Helps
Reduce Energy Consumption
Energy-saving
Sleep Mode
Increased
Eco-credentials
Increased
Productivity
Attachment 1
Kyocera Evolution Series 9
Tablet-like functionality makes
life easy. No more frustration at
the printer!
Kyocera devices are built to last
the test of time. Get ready to say
goodbye to costly downtime!
Get the documents you want when
you need them and watch your
productivity soar.
With in-depth security capabilities
you can rest assured that your
confidential data is safe with Kyocera.
Get your team working as one with
solutions that help workflows run
smoothly and efficiently.
User-friendly Interface
Devices You Can Rely On
Fast Print and Scan Speeds
Optimal Security
Smart and Scalable Solutions
With the Kyocera Evolution Series you get:
Your Pains. Our Solutions.
Attachment 1
Kyocera Document Solutions does not warrant that any specifications mentioned will be error-free. Specifications are subject to change without notice. Information is correct at time of going to press.
All other brand and product names may be registered trademarks or trademarks of their respective holders and are hereby acknowledged. ©2021 KYOCERA Document Solutions, Inc.
kyoceradocumentsolutions.us
KYOCERA Document Solutions America
225 Sand Road, PO Box 40008
Fairfield, New Jersey 07004-0008, USA
Tel: 973-808-8444
Kyocera Document Solutions has championed innovative technology since 1934. We enable our customers to turn information into knowledge, excel at learning and surpass others. With professional expertise and a culture of empathetic partnership, we help organizations put knowledge to work to drive change.
Attachment 1
kyoceradocumentsolutions.us
The perfect combination
of mobility and
productivity.
7-inch full-color touch panel
1200x1200 dpi resolution
Up to 42 pages per minute
A4 Color printers and MFPs
ECOSYS MA4000cifx Series
Attachment 1
ECOSYS MA4000cifx Series 2
Modern devices for
businesses of all sizes
Are you concerned about meeting tight deadlines? Are you struggling to manage devices across hybrid workspaces? Is your printer taking too long to digitize paper documents?
Whether you work in finance, logistics or healthcare, printing and document management can quickly become a pain when your business is not equipped with the right technology. In response to increased demand for streamlined workflows, end-to-end security, and hybrid flexibility across various industries, Kyocera has innovated a robust series of color printers and MFPs: the ECOSYS MA4000cifx Series.
Designed for small- and medium-sized business, these devices provide enhanced security features and high-powered scanning capabilities to improve your organization’s work efficiency while keeping costs low.
The full package
Minimize your downtime and maximize
your availability.
Simple setup and maintenance
Kyocera’s new simplified user interface
provides intuitive and easy navigation.
User-friendly technology
Enhanced scanning functions with rapid
scan speeds, even for non-standard paper,
ensure workflow optimization.
Digitize documents
Print using Kyocera’s latest ecological toner
on energy-efficient devices.
Eco-friendly innovation
Solid data security
All your confidential information is
safeguarded with end-to-end security.
Remote panel support
Easily connect to Kyocera cloud software
or your smart device to increase flexibility.
Smarter working
Connect your device to Kyocera cloud
software or your mobile to increase
flexibility.
Compact design
Maximize your workspace with a
minimal footprint.
Attachment 1
ECOSYS MA4000cifx Series 3
Maximum data protection with
end-to-end security
Security is top of mind for organizations of all shapes and sizes. With cybersecurity threats on the rise, most businesses are increasing their investments and opting for technology that enables smooth integration.
Here at Kyocera, we equip businesses with advanced technological solutions that enable safe collaboration across remote teams and low-risk device sharing.
Whether you’re working at home or in the office, you can rest assured that Kyocera has got you covered.
We provide enhanced security through a combination of features including:
+ Provides three preset levels of security protection.
+ Each level configures up to 64 different settings to
ensure all required security settings are met.
+ Ensures all ports, filters, access levels, and protocols are set to meet selected security settings.
+ SSD Data Security (option): Overwriting and data
encryption ensures secure data processing and storage.
+ PDF digital signature (for MFPs): Add a digital
signature to a scanned PDF document, supported with
many layers of security that make it difficult to forge or tamper with a document.
+ Card authentication: To prevent sensitive data from
being seen at the printer, you can authenticate the print job directly at the device with an ID card.
Quick Security Setup
Data encryption
Document protection
Attachment 1
Kyocera Document Solutions does not warrant that any specifications mentioned will be error-free. Specifications are subject to change without notice. Information is correct at time of going to press.
All other brand and product names may be registered trademarks or trademarks of their respective holders and are hereby acknowledged. ©2023 KYOCERA Document Solutions America, Inc.
kyoceradocumentsolutions.us
KYOCERA Document Solutions America
225 Sand Road, PO Box 40008
Fairfield, New Jersey 07004-0008, USA
Tel: 973-808-8444
Kyocera Document Solutions has championed innovative technology since 1934. We enable our customers to turn information into knowledge, excel at learning and surpass others. With professional expertise and a culture of empathetic partnership, we help organizations put knowledge to work to drive change.
Attachment 1
kyoceradocumentsolutions.us
Your digital tool for the
modern workplace
Boost your business growth and take your productivity to the next level with the ECOSYS PA3500cx printer. Made for medium to large-size work groups, this A4 color device is designed to stand the test of time with long-life components that help to reduce waste and ensure exceptional levels of reliability and data security.
Compact design
Wi-Fi Direct functionality
37 pages per minute
ECOSYS PA3500cx
Attachment 1
kyoceradocumentsolutions.us
* KYOCERA Document Solutions does not warrant that any specifications mentioned will be error-free. Specifications are subject to change without notice. Information is correct at time of going to press. All other brand and product names may be registered trademarks or trademarks of their respective holders and are hereby acknowledged. ** Depending on the country
KYOCERA Document Solutions Partner
KYOCERA Document Solutions America
225 Sand Road, PO Box 40008
Fairfield, New Jersey 07004-0008, USA
Tel: 973-808-8444
Specifications
GENERAL
Configuration: Color Printer
Black/Color - Letter: 37 ppm; Legal: 30 ppm; A4: 35 ppm Duplex Print Speed: Letter 18.5 ppm; Legal 15 ppm; A4 17.5 ppm Display: 5 Line LCD with 10 Key Control Panel
Warm Up Time: 23 Seconds or Less (Power On)
First Page Out Time:
Print: 5.7 Seconds or Less Black, 7.0 Seconds or Less Color Resolution: 1200 x 1200 dpi ¹, 9600 dpi x 600 dpi,
600 x 600 dpi
Memory: Std/Max: 1 GB / 1 GB
Duplex: Standard Stackless, Supports Statement to Legal (5.5" x 8.5" - 8.5" x 14"), 16 lb Bond - 90 lb Index (60 – 163gsm) Dimensions / Weight: 15.5" W x 20.9" D x 15.5" H 78.2 lb Maximum Monthly Duty Cycle: 100,000 Pages per Month
POWER CONSUMPTION
Electrical Requirements: 120V, 60Hz, 11.8A; 220-240V,
50/60Hz, 5.4A
Typical Electricity Consumption (TEC): 120V: 0.32 kWh/week; 220-240V 0.32 kWh/week
Maximum (Including options):
120V: 1,288W; 220-240V: 1,278W
Printing: 120V: 541.6W; 220-240V: 496.4W
Ready Mode: 120V: 11.1W; 220-240V: 11.8W
Sleep Mode: 120V: 0.4W; 220-240V: 0.5W
Power Off: 120V: 0.1 W; 220-240V: 0.1 W
PRINTER SPECIFICATIONS
Standard Controller: ARM Cortex-A9 Dual core 1.2GHz +
ARM Cortex-M3 100MHz
PDLs / Emulations: PRESCRIBE, PCL6 (PCL-XL/PCL-5c),
KPDL3, XPS, OpenXPS, PDF
Fonts: PCL6, KPDL, Calibri, Cambria and Bitmap
Barcodes: 1 Dimensional: 45 Type; 2
Dimensional: PDF417 1 Type
Windows OS Compatibility: Windows 8.1, Windows 10,
Windows 11, Windows Server 2012/R2, 2016, 2019
MAC OS Compatability: MAC OS X 10.9 or greater
Google Chrome OS: version 118 or higher
Linux OS Compatability: Linux PPD
Interfaces: 10 BASE-T/100 BASE-TX/1000 BASE-TX,
2 High-Speed USB 2.0 Ports, 1 Expansion Slot; Optional:
Wireless IB-37, IB-38, IB-51
Mobile Printing: KYOCERA Mobile Print, KYOCERA MyPanel, KYOCERA Print Service Plugin, Apple AirPrint®, Mopria®
Network Print and Supported Protocols: TCP/IP, IPv4, IPv6, NetBEUI, LPR, Port9100, IPP, WSD Print, DHCP, DNS, PNP-X, USB, LDAP/LDAPS, PDF Direct Print, PnP-X (WS-Discovery
for WSD Print Service)
Drivers: KX Driver, PCL Uni Driver, KPDL Uni Driver,
MAC Driver, Linux Driver, Chrome Driver
Utilities: KYOCERA Net Direct Print, File Management
Utility, KYOCERA Print Center, KYOCERA Net Viewer,
KYOCERA Device Manager, ID Register,Web Installer,
Quick Network Setup, Maintenance Menu, Kyocera Net
Manager (Pro & Basic), ID Register, Wi-Fi Setup Tool,
Command Center RX; KYOCERA Fleet Services (KFS)
Additional Print Features: EcoPrint, Private Print, Proof and Hold, Quick Copy and Job Storage2
, Gloss Mode, Border
Erase, Prevent Color Bleed-thru, Background Density
Adjustment; MPT: Banner Printing
SECURITY SPECIFICATIONS
Standard: Local & Network Authentication, IPsec,
HTTPS, SNMPv3, IPPS, POP over SSL; LDAPS, Overwrite
& Data Encryption with optional SSD, SHA-2, TLS 1.3
PAPER SUPPLY
Standard Paper Sources: Single 550 Sheet Drawer,
100 Sheet Multipurpose Tray (20 lb. Bond)
Standard / Maximum Paper Capacity:
650 Sheets / 2,300 Sheets
Paper Size: Statement to Legal (5.5" x 8.5" – 8.5" x 14"), Custom; MPF: Envelope, Banner
Paper Weight: Standard / Optional Drawers:
16 lb. Bond - 32 lb. Bond. (60 - 120gsm);
MPT: 16 lb. Bond – 110 lb. Index (60 – 220gsm)
Standard Output Tray Capacity: 250 Sheets
Input Materials: Plain, Preprint, Bond, Recycled, Thin, Letterhead, Color, Pre-punched, Thick, High Quality, Custom; MPT; Envelope, Coated, Cardstock, Transparency, Labels
PAPER HANDLING OPTIONS
PF-5150: Paper Feed Cassette (550 Sheet x 3)
Paper Size: Statement to Legal (5.5" x 8.5" – 8.5" x 14"), Envelope, Custom Paper Weight: 16 lb Bond – 120 lb Index (60 – 220gsm)
Input Materials: Plain, Preprint, Bond, Recycled, Thin, Letterhead, Color, Pre-punched, Thick, High Quality, Custom; MPT; Envelope, Coated, Cardstock, Transparency, Labels
Dimensions / Weight: 15.5" W x 21" D x 4.6" H / 9.7 lbs
ADDITIONAL OPTIONS
Print Management: ThinPrint (UG-33)
Security: Optional: Card Authentication Kit (B)
SD Card: 16 /32 GB
SSD: HD-17: 64 GB SSD/ HD-18: 256 GB SSD/ HD-19: 512 GB SSD Wireless LAN: IB-37, IB-38, IB-51
Additional NIC: IB-50 Dual Gigabit NIC
Barcode Flash Option for advanced barcode printing
Note:
1 At Reduced Speed
²
Requires Optional SD Card or SSD
ECOSYS stands for ECOlogy, ECOnomy and SYStem printing.
With their long-life components, ECOSYS devices are designed to maximise durability and minimise the total cost of ownership with regard to maintenance, administration and consumables.
The cartridge-free system means that only the toner has to be replaced regularly. The modular design concept allows you to add workflowenhancing functions as required. Integrated system software provides long-term crossnetwork compatibility. KYOCERA’s long-life components cost you and the environment less.
SEP2023ECOSYSPA3500cx/VER1.0
Attachment 1
A Classic Redefined
Building a heritage of reliable devices since 1992, the ECOSYS PA6000x is a merge of tried-and-true technology with enhanced security features. kyoceradocumentsolutions.us
ECOSYS PA6000x
ECOSYS PA5500x
ECOSYS PA5000x
ECOSYS PA4500x
Attachment 1
2ECOSYS PA6000x Series Kyocera Evolution Series
Increase cost savings through exceptional
device durability.
Higher paper capacity supports customers
with long print jobs.
Enjoy crisp business prints with resolutions
from 600 x 600 dpi to Fast1200.
Take on high-volume tasks with a duty cycle
of up to 300k pages per month.
A reliable legacy.
With today’s work environments becoming
more challenging, the need for dependable
technology is increasing – likewise the popularity
of Kyocera’s ECOSYS technology. For more than
30 years, our customers have stayed loyal to
ECOSYS because it is synonymous with durability
and efficiency. Our intelligently designed
technology is capable of tackling business
problems today and in the future.
We’re continuing our legacy of dependable
printers with the ECOSYS PA6000x Series, a
versatile line of 4 single function black and white
printers that offer a range of print speeds for
your business to choose from. It’s a true Kyocera
classic.
ECOSYS Function Print Speeds
PA4500x Print Up to 47ppm BW
PA5000x Print Up to 52ppm BW
PA5500x Print Up to 57ppm BW
PA6000x Print Up to 62ppm BW
Attachment 1
Built to last and protect.
Kyocera provides peace of mind with your
sensitive data. With security threats on the
rise, we didn’t think twice about integrating
our highest firmware level of security, K-Level,
in the latest ECOSYS PA6000x Series.
Printer security risks are often overlooked by
many businesses, but we see your document
security as a necessity, not an add-on. When
you combine optional hard drive memory and
K-Level security firmware, these enhanced
levels of protection can be integrated with
these Kyocera devices. With our powerful
security features, you can finally focus on
value-generating tasks instead of worrying
about data breaches.
Whether you’re a start-up or a major
corporation, we provide you with advanced
security features that keep your data
protected.
Threat detection
SIEM actively watches your device to keep
tabs not only on what is entering the system,
but also guards against potential security
breaches.
Digital Signature check
With ECDSA, you can verify the authenticity
of your certificate utilizing a Trusted
Certificate Authority.
Elevated security standards
By supporting FIPS 140-3, our devices ensure
our customers a high degree of security,
assurance, and dependability.
Entry points covered
With IP addresses and wireless networks
encrypted and requiring authentication,
hackers will face extreme difficulty in finding
an entry point.
Hassle-free certificate issuance
Certificates are issued automatically with SCEP,
requiring no manual intervention from your
team. This ensures your device has the latest
security updates.
Easy status check of certificates
Ensure that your security certificates are valid
via web browsers with OCSP/CRL and speed
up the checking process.
More secure printing
Secure back and forth communication in
your business utilizing TLS v1.3
Data integrity
Data can be encrypted with the optional
Data Security Kit and a SSD, keeping your
confidential information secure.
Strict access
Only authorized users can access your
Kyocera devices with all information
protected by Advanced Authentication.
ECOSYS PA6000x Series 3
Attachment 1
4 While some businesses require devices that can perform all kinds of tasks, the needs of others are more straightforward – they simply want a reliable, black and white printer.
The ECOSYS PA6000x Series provides your business with
a solution to optimize the way you work. Kyocera’s objective is to steer your organization towards optimal levels of productivity, and our devices have the formula to get you there.
For many, simplicity is the ultimate sophistication. With this series, you get exactly what you want in an ideal printer:
speed, durability and a device you can count on.
To support your various
business needs, this series
offers:
Mobile printing features like
Apple AirPrint TM, Mopria Print
Service TM, KYOCERA Mobile
Print, and KYOCERA MyPanel.
Standard Memory
of 512MB that can be
increased up to 2.5GB.
Fast output speeds of up to
62 pages per minute to fit
the needs of your business.
Flexible media handling
to meet varied application
needs, including statement
to legal size, envelopes,
labels, banners and more.
A user-friendly and intuitive
display panel with 5 Line LCD
with hard key control panel and
white LED backlight.
Packs a punch.
ECOSYS PA6000x Series 4
Attachment 1
5 Kyocera Evolution Series5
With the hybrid office as the new norm for many organizations worldwide, employees need tools that allow them to work flexibly from any location. Things are no different for the world of print – today’s workers demand to engage with their printer in more accessible ways. This is where mobile print services come in to give workers the convenience they desire.
Kyocera Mobile Print is a free app that makes it possible for users to do the following:
Using Kyocera Mobile Print is easy!
Just follow these four simple steps:
1. Download the free app from the respective
app store.
2. Connect to the same network as the
Kyocera MFP or printer that you will be
using to print.
3. Open the document, image, or web page
you wish to print.
4. Select the device you wish to print to, set
your preferences and press print!
Print what you want,
when you want.
Securely print documents,
web pages and images.
Take control of their printing
from most locations.
Eliminate the need to carry
cumbersome printed files.
Attachment 1
6 Cloud-based monitoring with
Kyocera Fleet Services.
Optimize device uptime and reduce costs with Kyocera Fleet Services (KFS), a highly secure cloud-based monitoring solution. With KFS, all your print needs are covered from afar, so that your IT department can focus on essential business. Our solution offers real-time visibility into:
Take a proactive approach to error
resolution to ensure that your fleet
operates at peak performance.
Eliminate administrative burden with
automatic meter reading for accurate and
timely billing.
Enjoy a positive user experience and
reduced downtime with a remote service
that can fix your IT issues rapidly from afar.
All software updates and configuration are
taken care of by Kyocera or your service
provider remotely, even during off-peak hours.
Streamline processes and prevent
unnecessary workflow interruptions with
automatic toner replacement and billing.
Make more informed decisions to
further optimize your workflow through
identifying key trends.
Device status
Counter activity
Remote service Optimized productivity
Supply levels
Graphical reports
ECOSYS PA6000x Series
Attachment 1
ECOSYS PA6000x Series 7
Since the very first launch of ECOSYS back
in 1992, we’ve never stopped reinventing
ourselves and our technology. And we’ll do
it as many times as we need to – so that you
can enjoy high-quality and efficient products.
The new ECOSYS PA6000x Series is built on
solid foundations that we’ve laid out decades
ago. It’s technology that we know works.
Technology that enables our customers to
make document management
an organizational strength.
It’s the ideal merge of boosted productivity
and security that preserves the original
essence of ECOSYS technology. In a world of
uncertainty, we all need some simplicity. We
need tools that we can rely on.
Timeless technology.
A classic redefined.
The ECOSYS PA6000x Series.
Attachment 1
Kyocera Document Solutions does not warrant that any specifications mentioned will be error-free. Specifications are subject to change without notice. Information is correct at time of going to press.
All other brand and product names may be registered trademarks or trademarks of their respective holders and are hereby acknowledged. ©2023 KYOCERA Document Solutions America, Inc.
kyoceradocumentsolutions.us
KYOCERA Document Solutions America
225 Sand Road, PO Box 40008
Fairfield, New Jersey 07004-0008, USA
Tel: 973-808-8444
Kyocera Document Solutions has championed innovative technology since 1934. We enable our customers to turn information into knowledge, excel at learning and surpass others. With professional expertise and a culture of empathetic partnership, we help organizations put knowledge to work to drive change.
Attachment 1