-1-
COOPERATIVE USING AGREEMENT BETWEEN
THE CITY OF LAGUNA BEACH
AND
C3 OFFICE SOLUTIONS LLC DBA C3 TECH
This Cooperative Using Agreement for Citywide Copier Lease and Maintenance Services (“Agreement”) is entered into as of the __ day of _____, 2026, by and between the City of Laguna Beach, a Municipal Corporation (“City”) and C3 Office Solutions LLC dba C3 Tech, a Limited Liability Company (“C3 Tech”) authorized to conduct business in the State of California as a Copier Lease and Maintenance Services Provider, effective from May 3, 2023 and continues in effect through May 02, 2030, based on C3 Tech’s response to RFP issued by the County of Orange, State of California for Digital Multifunctional Copiers, Printers, Software, Related Accessories and Services. City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement
RECITALS
WHEREAS, on May 3, 2023, County of Orange, State of California (the “County”) entered into a contract with C3 Tech, designated as Regional Cooperative Contract No. RCA-017- 23010022, to provide Digital Multifunctional Copiers, Printers, Software, Related Accessories and Services (the “County of Orange Contract”); and
WHEREAS, the County of Orange Contract allows the provisions and pricing of the County of Orange Contract to be extended to other California local or state governmental entities; and
WHEREAS, the City has an existing contract with another vendor for Digital Multifunctional Copiers, Printers, Software, Related Accessories and Services (“Copier Lease and Maintenance Services”); and
WHEREAS, over the past few months, the City’s Marine Safety department, on a trial basis, recevied these services from C3 Tech and due to the cost and quality of service, the City now desires to transition its entire Copier Lease and Maintenance Services Citywide to C3 Tech pursuant to this Agreement; and
WHEREAS, it is in the public interest of the City to obtain Copier Lease and Maintenance Servies to ensure the efficient operation of the City; and WHEREAS, the City, therefore, desires to utilize the pre-negotiated pricing, terms, and conditions established under the County of Orange Contract for Digital Multifunctional Copiers, Printers, Software, Related Accessories and Services to ensure efficiency, cost-effectiveness, and continuity in addressing the City’s needs; and,
WHEREAS, pursuant to Section 2.30.050(c) of the Laguna Beach Municipal Code, the City is exempt from customary biding procedures if the underlying purchase was based on the bidding efforts of another public agency;
WHEREAS, C3 Tech has the experience, equipment, manpower, general ability, and resources as well as the necessary qualifications to provide the Copier Lease and Maintenance Services; and
Attachment 2
5 WHEREAS, for greater economy and efficiency and to benefit its citizens, the City wishes to contract with C3 Tech to provide the City with those services as set forth in the County of Orange Contract on the same terms and conditions set forth therein pursuant to this Agreement.
WHEREAS, the City and C3 Tech previously entered into that certain Copier Lease and Maintenance Agreement dated September 15, 2025, identified as Agreement No. 25-86, for copier lease and maintenance services for the Marine Safety Department; and WHEREAS, the parties now desire to incorporate and expand the scope of the services provided under Agreement No. 25-86 into this new, Citywide agreement; and WHEREAS, upon the effective date of this Agreement, Agreement No. 25-86 shall be fully superseded, replaced, and terminated, and shall have no further force or effect.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the Parties hereto agree as follows:
1. Recitals. The foregoing recitals are true and correct and are a part of this Agreement.
2. Exhibits. The County of Orange Contract is attached hereto as Exhibit 1 and incorporated into and made a part of this Agreement. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the County of Orange Contract.
3. Terms. For purposes of this Agreement, the following terms and references within the County of Orange Contract will be adjusted as outlined below:
A. “County” and “County of Orange” to “City of Laguna Beach”
4. Scope of Work. C3 Tech will provide the Copier Lease and Maintenance Services including, but not limited to, installation of fourteen (14) new Sharp copiers under a fiftyfour (54) month lease. Services include maintenance, supplies, parts, technical support, and analyst services. C3 Tech Shall perform all other contractual responsibilities that C3 Tech assumes toward the County under the County of Orange Contract in accordance with the terms of the County of Orange Contract and this Agreement. City will perform its contractual responsibilities towards C3 Tech in accordance with the County of Orange Contract and this Agreement.
C3 Tech agrees to buy out the remaining fourteen (14) months of the City’s existing copier lease obligations in the amount of $73,682.57. C3 Tech shall remove the affected equipment from City facilities and transport and store the equipment at its warehouse, as identified in Exhibit 2.
5. Compensation. City agrees to pay C3 Tech based on the schedule of fees set forth in the County of Orange Contract, in an amount not to exceed $348,655.86 over the fiftyfour month term beginning April 1, 2026 and expiring September 10, 2030 ($6,456.59 / monthly x 54-months) for the services reflected in Exhibit 2, which is attached hereto and incorporated herein by reference.
In addition, City may authorize a contingency amount of up to ten percent (10%) of the total contract amount, to be used at the City’s discretion for additional copiers and related services identified during the term of this Agreement. The total compensation, including contingency, shall not exceed $383,521.45 for the entirety of the Agreement unless amended in writing by the parties.
6 6. General. A. Terms and Conditions of the County of Orange Contract. Except as otherwise adjusted herein, all other terms and conditions of the County of Orange Contract, including all insurance, warranties, and indemnities, remain in full force and effect.
B. Entire Agreement. This Agreement, including all Exhibits, constitutes the entire agreement of the Parties regarding the subject matter of the Agreement and supersedes all previous agreements, proposals, and understandings, whether written or oral, relating to this subject matter. This Agreement may be executed in multiple counterparts, and shall have the same legal force and effect as if the Parties had executed it as a single document. The Parties may sign in writing, or by electronic signature, including by email. An electronic signature, or a facsimile copy or computer image, such as a PDF image, of a signature, shall be treated as and shall have the same effect as an original signature. In addition, an electronic signature, a true and correct facsimile copy or computer image of this Agreement shall be treated as and shall have the same effect as an original signed copy of this document. This Agreement may be amended or modified only by a written instrument signed by authorized representatives of both Parties.
7. Authority to Execute Contract. The person(s) executing this Agreement on behalf of the Parties hereto warrant that (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound.
8. Notices. Unless otherwise provided herein, any notices required to be given under the Agreement shall be in writing with copies as directed herein and shall be personally delivered, or delivered by United States mail, prepaid, certified, return receipt requested, or by reputable document delivery service that provides a receipt showing date and time of delivery. Notices personally delivered or delivered by a mail document delivery service shall be effective upon receipt. Any notice given by mail shall be deemed to have been given when deposited in the United States mails certified and postage prepaid, addressed to the party to be served as follows:
Contractor:
C3 Office Solutions, LLC dba C3 Tech
Attn: Samantha Sanchez-Lee
1536 E. Warner Ave,
Santa Ana, CA. 92705
[email protected]
City’s Project Manager:
City of Laguna Beach
Attn: City Manager; IT Manager
505 Forest Avenue
Laguna Beach, CA 92651
[email protected]
7 Changes in the address to be used for receipt of notices shall be effected in accordance with this Section.
[SIGNATURES ON NEXT PAGE]
8 SIGNATURE PAGE FOR CITY OF LAGUNA BEACH COOPERATIVE AGREEMENT
CITYWIDE COPIER LEASE AND MAINTENANCE SERVICES
IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first written above.
CITY OF LAGUNA BEACH
Approved By:
Dave Kiff
City Manager
Attested By:
Ann Marie McKay
City Clerk
C3 OFFICE SOLUTIONS LLC DBA C3
TECH
Approved By:
Signature
Name
Title
Attested By:
Signature
Name
Title
9 -6-
EXHIBIT “1”
COUNTY OF ORANGE, REGIONAL COOPERATIVE CONTRACT
RCA-017-23010022 DATED MAY 3, 2023
EXHIBIT “2”
SUPPLEMENTAL AGREEMENT – EQUIPMENT SCHEDULE A
MAINTENANCE AGREEMENT
C3 TECH PROPOSAL
[ATTACHED]
10 11
12 13
14 Buyout/Lease End Responsibility Letter
Date: _2/17/26__________________ Account Information:
City of Laguna Beach
500 Forest Ave.
Laguna Beach, CA 9265
The purpose of this letter is to outline end of lease responsibilities for the following piece(s) of equipment:
Make: __See schedule A_____________ Model: ___________________ Serial Number: ___________________ Make: ___________________ Model: ___________________ Serial Number: ___________________ It is __City of Laguna Beach s____________________ responsible for the following:
1. Comply with all of the contractual end of lease obligations between themselves and _ Xerox Financial____ (Lessor) including, but not limited to, all financial considerations.
2. Timely notification to the Lessor, following the terms of the lease, of your desire to return equipment at the lease end.
3. Obtain the Return Authorization from Lessor.
4. Timely notification to C3 Tech in writing, of lease return information and location.
5. Failure to comply with any of the above may incur Customer additional charges from the Lessor.
6. C3 Tech maximum financial commitment will not be greater than the amount listed below.
7. C3 Tech will store customer s copiers at their warehouse until it is time to return them to the leasing company. responsibility for the following:
1. Coordination and support associated with pick-up of the above listed equipment.
2. choice.
3. Check to __City of Laguna Beach _____________ in the amount of $__73,682.57_______, representing payment for (see schedule A)_____ remaining payments on lease #_(see schedule A)_ __________ with__Xerox Finanacial _____________. Signature below indicates acknowledgment of receiving and understanding all of the responsibilities as outlined above.
Please do not sign if Make, Model and Serial Number is not shown above. _____________________________________________ _____________________________________________ Signature Print Name
_____________________________________________ _____________________________________________ Title Date
15 Lease Number Make Location Expiration Model Serial Nex Steps 010-0983512-002 Xerox Fire Dept 4/16/2027 AltaLink Xerox C8145 EHQ407403 Xerox City Clerk PrimeLink Xerox C9070 DQP152065 Xerox Community Development PrimeLink Xerox C9070 DQP151935 Xerox Corp Yard AltaLink Xerox C8145 EHQ407420 Xerox Main Copy Room PrimeLink Xerox B9100 EDQ728152 Xerox Upstairs Hallways PrimeLink Xerox C9070 DQP152668 Xerox Senior Center C415 QCQ117432 Xerox IT Trailer Phaser 6180 DPX362440 Xerox Vault C415 QCQ117437 Xerox Vault C8000 PZQ979169 C3 Tech to Store at their warehouse C3 Tech to wipe harddrive and e-waste 4/16/2027 211-0983512-001 Owned Owned 16 0
February 17th, 2026
Presented by:
Samantha Sanchez-Lee
Proposal Prepared for:
17 1
Current Copier Environment
Vendor: Xerox
Total Devices: 15 copiers
Lease Terms: Spread across 3 different lease end dates
Total Monthly cost: $7,944.47 per month
Challenges with Current Setup
Billing Problems
o Ongoing billing mistakes
o Time-consuming process to dispute errors and get resolution o Difficult and time-consuming to get correct lease information and meter reads for this project
Service Issues
o Poor response times and inadequate support
o Often times unresponsive unless asked about the contract o Police Department has had to work with only 1 copier while they wait days for the other machines to be fixed
Toner Supply Inefficiencies
o Automation system does not function correctly, and Xerox is not helpful in fixing the issue (specifically at the police department)
o Time wasted trying to explain situation get toner required o Departments are borrowing from each other leaving an administrative mess Focus for this proposal:
Modernize and upgrade all copiers and printers
Consolidate everything under one trusted vendor simplifying support, billing, and accountability Reduce overall costs
Move to a single lease with one unified end date
18 2
Proposed Solutions
This proposal recommends replacing the 15 existing machines with upgraded models, providing improved performance, reliability, and security while reducing the monthly total cost. This proposal leverages the County of Orange RCA piggybackable contract.
Proposal Details
54 month lease + service: $6,456.59 / month ($1,487.88 savings a month!) o 28,000 black and white & 25,000 color copies included per month Overages: If you surpass the allotted copies the following overage rates will apply:
o Black and white: $0.00297
o Color: $0.0347
All supplies (less paper and staples), parts service, preventative maintenance, shipping, and analyst services included
Benefits to Partnering with C3 Tech
Platinum level of service (1 of 2 companies awarded this level of service in California) LOCAL: We understand your city! (hyperlocal support)
Dedicated local billing team
Ability to leverage County of Orange RCA allowing for significant savings Modern security and compliance for government agencies
Strong references from neighboring cities
19 3
Police Department 1 (replacing EFQ442755)
65 page per minute color copy, scan, fax, staple,
hole punch
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
Police Department 2 (Replacing 3AU230181)
36 page per minute color copy, scan
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
20 4
Police Department 3 (replacing ID 3AU230761)
36 page per minute color copy, scan, fax, staple
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
Public Works (replacing DQP140524)
70 page per minute color copy, scan, staple, hole
punch
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in swing-out keyboard for efficient workflow
Customizable touch-screen display
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
*Power needs to be updated
21 5
HR (replacing 3AU230171)
36 page per minute color copy, scan, fax, staple
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
Fire Station (replacing EHQ407403)
45 page per minute color copy, scan, fax, staple
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
22 6
Corp Yard (replacing EHQ407420)
45 page per minute color copy, scan, fax, staple
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
City Clerk (replacing DQP152065)
70 page per minute color copy, scan, fax, booklet
finisher, hole punch, embedded fiery
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
*Power needs to be updated
23 7
Community Development (replacing DQP151935)
Upstairs Hallway (replacing DQP152668)
80 page per minute color copy, scan, staple,
embedded fiery
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
*Power needs to be updated
Main Copy Room (replacing EDQ728152) 90 page per minute black and white copy, scan, fax staple
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
*Power needs to be changed
24 8
Vault (replacing YCQ117437 AND PZQ979169)
65 page per minute color copy, scan, fax, staple
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
*Power needs to be updated
Senior Center (replacing YCQ117432)
65 page per minute color copy, scan
Leading multi-layered security features validated
by Keypoint Intelligence and Agile Cybersecurity
Systems
Built-in retractable keyboard for efficient workflow
AI assisted scanning technology to adjust resolution
Microsoft friendly. Combines advanced security and
printing with Universal Print
Awards & Recognitions:
25 9
C3 Tech is proud to be one of only 24 dealers nationwide to receive AAA Platinum Level Status from Sharp Imaging and Information Company of America for the 2023-2024 Fiscal Year. This prestigious recognition places us among the top-tier service providers in the country, demonstrating our commitment to excellence in Managed Print Services. Out of 88 Sharp dealerships nationwide that achieved an A Rating or higher, C3 Tech stands out as a Platinum Level AAA provider one of only two in California. The Platinum Level Service award is based on excellence in:
Using genuine Sharp parts and supplies to ensure optimal performance and longevity.
Commitment to continuous training, keeping our team at the forefront of industry advancements.
Utilizing remote diagnostic technology for proactive issue resolution.
Timely and accurate tracking of service tickets, ensuring rapid response and efficiency.
Greg Gumpright, Director of Services at Sharp, emphasizes:
"The Platinum Level Service award recognizes Sharp dealers such as C3 Tech that demonstrate exceptional customer support and the highest level of achievement in the critical areas of service rds, which recognizes C3 Tech for
meeting and exceeding performance benchmarks and implementing industry best practices." unwavering commitment to delivering superior service, proactive maintenance, and best-in-class customer support ensuring that The city receives unparalleled reliability and expertise in Managed Print Services.
26 10
27 11
Experience
C3 Tech has over 30 years of experience providing comprehensive managed print services, copier leasing, and maintenance solutions for public sector clients, including municipalities, cities, and government agencies across Southern California. Our expertise spans the full lifecycle of print infrastructure management, from device procurement and deployment to proactive service and cost optimization.
Experience with Similar Work
C3 Tech has successfully implemented large-scale copier solutions for various government and public sector clients. Our work includes:
Municipal Copier Fleet Replacements Managing citywide fleet replacements, ensuring seamless integration with existing IT infrastructure, and optimizing device configurations for maximum efficiency and cost savings.
Long-term Lease and Maintenance Agreements Providing flexible, manufacturer-backed leasing options that comply with public procurement regulations, along with proactive maintenance services to minimize downtime.
Workflow Automation and Digital Document Management Assisting municipalities in streamlining document workflows, reducing paper waste, and enhancing document security.
C3 Tech understands the unique operational challenges faced by cities, including budget constraints, procurement requirements, and security compliance. Our solutions are designed to meet or exceed public sector standards while ensuring long-term sustainability.
Familiarity with State and Federal Procedures
C3 Tech has extensive experience in navigating the procurement regulations and compliance requirements associated with public sector contracts, including:
County of Orange Piggybackable RCA providing exclusive discounted pricing to government municipalities in Orange County, CA.
California Public Contract Code Ensuring compliance with state-mandated procurement guidelines for municipalities and government entities.
Federal & State Data Security Regulations Implementing secure printing and document management solutions that align with data protection laws such as CJIS (Criminal Justice Information Services) standards, HIPAA (Health Insurance Portability and Accountability Act), and CCPA (California Consumer Privacy Act).
28 12
Relevant Public Sector Clients
City of Santa Ana
City of Orange
City of Seal Beach
City of Rancho Santa Margarita
City of Compton
City of La Mirada
City of Newport Beach
City of Buena Park
OC 405
County of Orange
Santa Margarita Water District
Newport Mesa Unified School District
OCTA - 405 Express Lanes
29 13
Qualifications
Financial Responsibility
C3 Tech is a financially stable and well-established Copier and Managed Print Services provider with over 14 years in business. As an LLC with long-term partnerships in government and public sectors, we maintain strong financial standing and the resources necessary to execute large-scale contracts reliably. Our track record of fulfilling multi-year agreements demonstrates our commitment to financial responsibility and long-term service delivery.
Demonstrated Technical Ability
C3 Tech has extensive experience in Copier Fleet Management, IT solutions, and office technology, with a proven ability to optimize print environments, enhance security, and reduce operational costs.
Our team specializes in:
Fleet management for government agencies, municipalities, and school districts Secure printing solutions, including authentication via PIN, badge swipe, and Active Directory integration
Proactive remote monitoring, predictive maintenance, and software integration for automated ticketing and reporting
Deployment of advanced, energy-efficient print technologies All C3 Tech service technicians are certified and trained by the original equipment manufacturers (OEM), including Sharp, HP, Canon and Epson. We are authorized to service OEM hardware under warranty and use only OEM genuine parts or City-approved OEMcompatible supplies. If a compatible toner or part is found unsatisfactory, we will replace it at no charge and default to OEM-only for that device moving forward, per City requirements.
Capability for Innovation & Advanced Techniques
C3 Tech stays at the forefront of innovation in Managed Print Services by leveraging:
AI-driven predictive maintenance to prevent downtime
Cloud-based print management solutions for hybrid work environments Custom analytics and reporting dashboards, providing real-time usage insights and cost tracking We continuously explore advanced methodologies to optimize efficiency, enhance security, and support sustainability initiatives for our clients.
Special Qualifications, Training, & Credentials
C3 Tech is recognized as a Sharp AAA Platinum Level Service Provider, an elite status held by only 24 dealers nationwide and two in California. This designation is based on excellence in service, training, and advanced technical support. Our team holds:
30 14
Sharp Certifications for Advanced MFP and Print Management Support IT & Security Certifications, including expertise in network security for print infrastructure Key Staff & Project Manager
Name Title Role Qualifications & Experience Length of
Service
Tony Sanchez President Executive Oversight 20+ years in office technology 30+ years Tricia Sanchez Owner Strategic Operations 15+ years in business management
30+ years
Davis Tran VP of
Operations
Contract
Administration &
Compliance
10+ years in MPS & IT
Solutions
15+ years
Samantha
Sanchez
Project
Manager
Designated Lead for
this Agreement
Expert in copier fleet
optimization, security, and
public sector contracts
3+ years
Field Service
Technicians
Certified
Technicians
Device Maintenance
& Support
Sharp & Epson Certified, ITtrained Varies (10-
20 years)
Designated Project Manager Samantha Sanchez
Samantha Sanchez will be the primary point of contact for the city of Laguna beach. With over five years of experience in Managed Print Services, Samantha specializes in fleet optimization, RFP implementation, and customer success management. Samantha has successfully managed large-scale public sector print projects, ensuring timely execution, cost savings, and high customer satisfaction.
With a highly skilled and experienced team, C3 Tech is fully equipped to provide best-in-class service, proactive maintenance, and innovative solutions to the city. 31 15
Key Personnel
C3 Tech has a strong reputation for delivering successful copier and printer fleet optimization to public sector clients. Our team is equipped with experienced professionals who understand the complexities and requirements of large-scale projects like the city . We have a well-rounded team of experts that will work cohesively to ensure the implementation, maintenance, and success of the MPS program.
Below is a detailed description of the key personnel, their qualifications, and their roles in the project, as well as a list of relevant projects and references.
Key Personnel
1. Tricia Sanchez Principal
Contact Information: (714)-689-1700 | [email protected] Role and Responsibilities
provide executive oversight for the project. With over 35 years of experience in the City of Laguna beach receives a high level of strategic direction, resource allocation, and ongoing performance evaluation.
Experience and Expertise
12-year sales career at Xerox and 23 years as co-founder and CEO of C3 Tech.
Her understanding of municipal governance, budget management, and customer-centric service delivery makes her uniquely suited to oversee this project.
2. Davis Tran VP of Operations
Contact Information: (949) 316-0001 | [email protected] Role and Responsibilities: As VP of Operations, Davis will manage the overall integration. Davis will work closely with The City of Laguna beach staff to ensure the smooth execution of all onboarding, service, and implementation processes.
Experience and Expertise: Davis has been with C3 Tech for over 14 years, starting as a Lead Trainer and working his way up to his current position. He has vast experience in developing technical solutions that enhance business efficiency and customer experience. His leadership will ensure that all aspects of the project are handled efficiently.
32 16
3. Samantha Sanchez Project Manager / Implementation Specialist Contact Information: (949)-649-6141 | [email protected] Role and Responsibilities: Samantha will serve as the Project Manager for The City of Laguna Beach copier project. She will be responsible for the implementation and transition phases, ensuring that the deployment of new devices, the management of existing devices, and the training of staff are handled smoothly and efficiently.
Experience and Expertise: Samantha has been with C3 Tech for over 5 years and has a track record of successfully managing large-scale projects, including MPS implementations for public sector clients. Her attention to detail and commitment to customer satisfaction will be key to ensuring the success of this project.
4. Dennis McCabe Service Manager
Contact Information: (714) 454-0169 | [email protected] Role and Responsibilities: Dennis will oversee all maintenance and repair services for the devices. As Service Manager, he will ensure that service level agreements (SLAs) are met, and that any device downtime is minimized through proactive maintenance and rapid response times.
Experience and Expertise: Dennis has been with C3 Tech for over 7 years and consistently excels in providing timely service and excellent customer satisfaction. He leads a team of technicians that are well-versed in servicing multifunction devices and desktop printers, ensuring that all equipment remains operational at all times.
5. Liz Correa Administration Manager
Contact Information: (657) 383-4576 | [email protected]
Role and Responsibilities: Liz will oversee administrative functions, including managing customer service and billing inquiries for The city. She will serve as a key point of contact for all operational support.
Experience and Expertise: With over 20 years of experience at C3 Tech, Liz has city
receives the highest level of administrative support throughout the contract. 33 17
6. Sandra Magazzu Billing Specialist
Contact Information: (657) 383-4565 | [email protected] Role and Responsibilities: Sandra will manage all billing aspects of the project, ensuring accurate and timely invoicing. She will also provide support for any Experience and Expertise: Sandra brings over 25 years of accounting and billing experience, with a strong background in managing complex accounts for public sector clients.
7. Jenny Le Customer Experience Manager
Contact Information: (949) 316-0031 | [email protected] Role and Responsibilities: Jenny will handle contract management and equipment scheduling, ensuring that all devices are ordered, delivered, and installed according to the project timeline.
Experience and Expertise: Jenny has several years of experience managing vendor contracts and specializes in working with leasing companies. Her attention to detail ensures that all aspects of equipment leasing and implementation are handled smoothly.
8. Dedicated Onboarding and Training Team
Contact Information: (714) 689-1700 | [email protected] Role and Responsibilities: This team, consisting of Carina, Adrian, and Robert, will provide training and support to ensure the City of Laguna Beach experiences a seamless transition. They will deliver on-site training sessions for City of Laguna Beach staff and offer ongoing support for the Managed Print Services solution.
Experience and Expertise: This team has extensive experience in onboarding and training for MPS implementations. Their combined knowledge ensures that all users are fully trained and comfortable with the new system, and they will be available for any post-implementation support needs.
34 18
Sample FM Audit Report
Sample Reporting MICAS Sharp Software
35 19
How to Place a Service Call
Service calls can be placed via the following:
Customized online portal for My C3
o C3 Tech provides a secure, web-based customer portal for the City to view fleet data, service ticket status, meter reads, and invoices in real-time. The system supports bi-directional updates to track IMACD changes, device locations, and contact details, fully aligned with the City's asset management requirements.
o Set up is simple, and can give various permission levels based on what the end user needs to see o Can specify which location and machine, with the portal automatically entering the make and model of the device
o Allows for fleet management for the power users who can view many or all machines in the fleet
o Allow for vendor management, toner tracking and management and overall transparency for The City of Laguna Beach
Via E-Mail Your team can submit service tickets anytime to our [email protected] e-mail Via Phone You will always reach a live person when calling in for service or supplies and we can always be reached at (714) 689 1700
Either way, when you call or e-mail us just follow the steps below:
Your name and company
The address where the machine is located
The machine ID number located on the C3 Asset Tag sticker Describe the service needed as best as possible and if your machine is up, meaning it can still function or if it is fully down
36 20
Sample Asset Tag
C3 has dedicated customer service representatives in our office and you will always get a live person when you call us. We believe in a personal touch when handling customer requests, and The City of Laguna Beach will not be subjected to choosing voice recorded options, interacting with an automated phone system, or be nearest technician with the details of the ticket. The assigned technician immediately receives the service work order on their smart phone and is required to call the customer within an hour with an ETA. The technician will be on site within 2 business hours. If the 2-hour response falls after hours, technician will arrive first thing the Upon completion of work, the technician will close out the call and log any reschedules or issue a follow up appointment as needed outside of 1st call fixes. Service reports are reviewed by the service manager and then issued to the customer as a summary report. We are fully transparent with our customers from the time of the rks with The City of Laguna Beach to
review and hold us accountable.
Service calls outside of the 1st call protocol will be placed on immediate attention. When the technician inputs the part numbers needed for the repair, our warehouse manager will start preparing the parts available. The technician can return to the warehouse (in Santa Ana) to pick it up and continue the call or reschedule at The earliest availability.
For all service calls, the end-users will also receive service notifications so that they can be updated realtime the status of their service calls. Once a service call has been placed, our technician(s) will call the enduser to confirm receipt of the call as well as provide them with an eta for their arrival. In addition, they will receive service ticket notifications to their e-mail for the following:
Ticket has been created
Technician has been dispatched
Technician has arrived
Service call has been completed and closed
Customer satisfaction survey sent after all completed calls 37 21
Sample Service Ticket Notification
Sample Survey for End User Satisfaction
*C3 Tech values all customer input and responses to continue to evolve and provide the best customer service possible. All scores are added to Net Promoter Score
38 22
Ordering of Supplies
The process for ordering toner proactively is the same process as a service call. You have the option of the following:
C3 Portal
E-mail us at [email protected]
Call us at (714)-689-1700
Toner supplies will be delivered within two (2) business days of a low toner alert. Additionally, a supply buffer will be kept on-site per department as agreed upon during implementation. This ensures uninterrupted ment SLA.
Based on the pre-installation call and preference of the city, C3 will help The city to enforce their existing polices around toner ordering and supply program.
C3 Tech has a companywide environmental initiative in place across our business platform. Our goal and commitment for working towards creating long-term approaches for sustainability of the environment, while balancing our business goals, environmental responsibility, and the growth of our business. C3 is a leader in toner recycling programs, in conjunction with our vendors for supplies offer a toner pick up recycling program.
C3 can provide 2 options for the toner recycling program. Option 1 C3 will provide boxes with pre-labeled returns for The city, to which end-users have the flexibility to return at their own convenience. We recommend sending 6+ cartridges back at a time to reduce carbon footprint.
Option 2 Storage of used toners, and C3 will provide pick up of all toners to be recycled and sent back. -wide once a month, and anytime they are onsite for a service call, they will pick up any on hand and return the back to our warehouse to then be recycled.
In addition, C3 Tech provides all technicians with hybrid vehicles to minimize environmental impact while performing their daily duties
39 23
40