AGREEMENT WITH C3 OFFICE SOLUTIONS, LLC
TO PROVIDE MANAGED PRINT SERVICES
THIS AGREEMENT is made and entered into on this 4th day of August, 2026 by and between C3 Office Solutions, LLC, a California limited liability company , (“Provider”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).
RECITALS
A. Pursuant to Santa Ana Municipal Code §2-807(d), establishing the procedures for the City to engage vendors whose names are on current established lists and have been awarded the same type of purchase contract by “a state agency, county, city or other public agency after a competitive bidding process determined by the purchasing manager to be substantially equivalent to that prescribed by this article ”. The City has elected to purchase Sharp Copiers, including maintenance and repair services for the City’s multi - function printer and copier units, from Provider based on favorable pricing and terms set under Provider’s regional cooperative agreement (RCA) with County of Orange #RCA- 017-23010022, incorporated by reference as though fully attached hereto.
B. Provider has been engaged with the City for similar services with the City since 2016. The City’s current agreement with Provider (#A-2023-023) will expire on February 28, 202 7.
Upon approval by the City Council, and full execution by the Parties, this Agreement will supersede agreement #A -2023-023, and agreement #A -2023-023 will terminate by operation of this Agreement
C. In undertaking the performance of this Agreement, Provider represents that it is knowledgeable in its field and that any services performed by Provider under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Provider shall furnish managed print services on a cost -per-print basis for all the City’s multi-function printer and copier units. These services shall include the following: (a) fully service for all printers and copiers, (b) configuration services , (c) end-user training, and (d) provision of all operating supplies including without limitation toner, cartridges, developer, fuser oil, rollers, print heads, drums, circuit boards, imaging unit, and staples. The services shall be performed on- site and in accordance with the guidelines and standards appearing in Exhibit A. Provider shall not be responsible to supply paper for any multi-function printer or copier.
2. COMPENSATION
a. City agrees to pay, and Provider agrees to accept as total payment for Sharp Copiers
purchased by City, the rates and charges identified in the Cost Rate Schedule with the County’s RCA-017-23010022 attached hereto as Exhibit B.
b. City agrees to pay, and P rovider agrees to accept as total payment for managed print services for City, the rates and charges identified in Exhibit B.
c. The total annual amount to be expended during the term of this Agreement shall not exceed Seven Hundred Fifty Thousand Dollars and Zero Cents ($750,000.00).
d. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Provider agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Provider agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Provider’s account(s) with financial institutions.
Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
e. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date written above and continue through May 1, 2029, unless terminated earli er in accordance with Section 1 5, below. City shall compensate Provider for any services rendered from August 1, 2026.
4. INDEPENDENT CONTRACTOR
Provider shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Provider performs the services which are the subject matter of this Agreement; however, the services to be provided by Provider shall be provided in a manner consistent with all app licable standards and regulations governing such services. Provider shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non -exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, dra wings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Provider under this Agreement (“Documents & Data”). Provider shall require all subcontractors to agree in writing that City is granted a non -exclusive and perpetual license for any Documents & Data the sub contractor prepares under this Agreement. Provider represents and warrants that Provider has the legal right to license any and all Documents & Data.
Provider makes no such representation and warranty in regard to Documents & Data which were provided to Provider by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.
6. INSURANCE
Insurance requirements are attached hereto as Exhibit C.
7. INDEMNIFICATION
Provider agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, whic h may arise from the negligent operations of the Provider, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reas on of the terms of, or effects, arising from this Agreement. The Provider further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any act ion by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arisin g from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Provider’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Provider.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Provider shall defend and i ndemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Provider to the City pursuant to this Agreement.
9. RECORDS
Provider shall keep records and invoices in connection with the work to be performed under this Agreement. Provider shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from th e date of final payment to Provider under this Agreement. All such records and invoices shall be clearly identifiable. Provider shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Provider shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Provider under this Agreement.
10. CONFIDENTIALITY
If Provider receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Provider agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Provider disclosed in a publicly available source; (c) is in rightful possession of the Provider without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Provider without reference to information disclosed by the City.
11. CONFLICT OF INTEREST CLAUSE
a. Provider covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.
b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City’s Municipal Code, whose position with the City shall award or influence the aw ard of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Provider or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of a ny agreement, contract, grant, or any amendment to those awards, to any former full -time employee for one-year from date of employee separation except for any CalPERS retiree as authorized by City Council resolution
d. The Provider must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement. The Provider warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Provider hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement.
e. Provider covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individu al, as defined in subsections (b) and (c) above.
12. NON-DISCRIMINATION
Provider shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Provider affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Provider, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachm ents hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Provider. The parties agree that any terms or conditions of any purchase ord er or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Provider or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Provider, Provider may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Providers retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Provider shall be entitled to receive and the City shall pay Provider compensation for all services performed by Provider prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Provider to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Provider consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the l aws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Provider shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Provider shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:
To City:
City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Chief Innovations Officer
Information Technology
City of Santa Ana
20 Civic Center Plaza (M-42)
P.O. Box 1988
Santa Ana, California 92702
Fax: (714) 647-5381
To Provider:
C3 Office Solutions LLC
Attn: Davis Tran, Vice President of Operations
1536 E. Warner Ave.
Santa Ana, CA 92705
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communicati on shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.
ATTEST: CITY OF SANTA ANA
Jennifer L. Hall Alvaro Nuñez
City Clerk City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO PROVIDER:
City Attorney
By:
Jonathan T. Martinez
Assistant City Attorney
Davis Tran
Chief of Operations
RECOMMENDED FOR APPROVAL:
Jack Ciulla
Chief Innovations Officer,
Information Technology
EXHIBIT A
SCOPE OF SERVICES
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com
SCOPE OF WORK
Managed Print Services (MPS) Program
C3 Tech is a highly qualified vendor to design, implement, and maintain a comprehensive Managed Print Services (MPS) program covering all print devices. C3 Tech brings 30+ years in business, a local Santa Ana warehouse and service team, and a track record supporting cities, counties, water districts, and school systems throughout Orange County.
Program Objectives
● Manage and provide pricing options for new and existing printers/copiers. ● Maintain a readily available, accurate, and up-to-date detailed list of all printing devices and their respective locations across all sites and departments.
● Provide usage reports for auditing purposes, including user printing data and cost. ● Control, monitor, manage, and reduce overall print costs. ● Provide the ability to monitor print volumes by device. ● Expand or contract the overall size of the document output fleet as needs change, without penalties. ● Maximize overall cost savings, gain operational efficiencies, improve printer reliability, and support the organization's printer standardization strategy.
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com
Services Offered
C3 Tech supports the full scope of office technology and IT needs from a single vendor relationship:
MFPs & Printers
Strict budgets make proper usage of MFPs and printers a priority. Connection to standard cloud apps with security features is expected and supported.
Managed IT
An abundance of sensitive information makes cybersecurity exceptionally important across every environment C3 Tech supports.
AV Collaboration Tools
Having the right audio-visual tools in shared spaces increases engagement, collaboration, and creativity.
Software
An efficient way to digitize and centralize paper documents and records is a key step toward compliance, reducing errors, and easing staff burden.
Laptops/Hardware
Modern hardware fosters collaboration, provides workflow support, and keeps teams productive. Cost is a consideration, but the operational benefits are clear.
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com
Understanding of Project Components
Department Discovery & Onboarding
C3 Tech will meet with all departments to understand equipment requirements and workflows. As part of training and onboarding, we simplify the copier screen to show only the functions each department needs, creating an easier process for end-users.
Maintenance & Repair
C3 provides all maintenance and repair for all devices, including scheduled preventative maintenance to maximize uptime. Maintenance is performed on-site in accordance with manufacturer specifications for each unit.
Customized Billing & Meter Reporting
Billing can be customized by department code, contact person, and device location. Monthly meter reports are available, and C3 can provide reporting by location or department.
Consumables & Proactive Replenishment
C3 supplies all consumables, including toner cartridges, staples, developer, and maintenance kits. Equipment is proactively monitored, and toner is automatically shipped when a device reaches its 30 -day estimated empty date.
Emergency Loaner Units
C3 will provide emergency loaner units for any equipment that cannot be repaired, minimizing downtime for the department.
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com
Local Presence & Experience
C3 Tech's Santa Ana headquarters sits approximately 3.9 miles from City Hall, keeping technicians, parts, and support close at hand. C3 Tech has 28 years in business supporting public-sector and commercial clients across Southern California.
Local-Based Service Technicians
Dedicated field technicians are based locally, allowing for fast, consistent on-site response.
Santa Ana Warehouse
A local warehouse maintains a consistent stock of toner and parts, plus a dedicated hot -swap inventory when needed.
Local IT Technicians
IT technicians are available to assist with technical and network questions as free support.
Sharp Regional Headquarters Proximity
Sharp's Western Regional Headquarters is located within 5 miles of C3 Tech, streamlining manufacturer coordination.
Public Agencies Supported
C3 Tech's public-sector client base includes:
● City of Newport Beach
● County of Orange
● City of Orange
● City of Seal Beach
● City of Stanton
● City of Rancho Santa Margarita
● Santa Margarita Water District
● Newport Beach Unified School District
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com Maintenance, Service & Repair
● Full-service support for all copiers and printers, Monday-Friday, 8:00 a.m.-5:00 p.m., within the pricing proposed.
● Multi-brand device service and support for existing and new single- and multi-function printers and copiers. ● Same-day onsite repairs, with a 4-hour onsite response-to-resolution target. ● Proactive monitoring and ordering of consumables, maintenance items, and frequently replaced parts before they reach end of life.
● Regularly scheduled printer maintenance, including firmware updates.
Three Maintenance Segments
Preventative
Scheduled preventative maintenance calls for the entire fleet, similar to routine service intervals for a vehicle. C3 also tracks each department's peak usage times so PM visits are scheduled ahead of high -volume periods.
On-Going
C3 is available for ongoing service, including emergencies and holidays. Dedicated service technicians become familiar with each location so copiers stay the last thing staff have to worry about.
Software & Analysis
Two non-invasive monitoring tools, Printanista and MICAS, allow C3 to proactively track toner, service needs, and usage across all networked devices, improving first-call resolution.
Printanista & MICAS
Printanista pulls real-time meter reads for accurate billing without requiring manual meter counts, and proactively monitors toner yields with alerts at 25-35% remaining to help prevent downtime. High-volume departments such as Reprographics keep multiple toners on hand at all times.
MICAS is Sharp's integrated cloud-based diagnostic software. It lets technicians remotely diagnose error codes and confirm which parts to bring before arriving on-site, improves first-call fix rates, and provides call logs, reporting, and a virtual library of how-to guides.
Data collection for both tools consists of page counts, device configuration, and device status, gathered via SNMP and ICMP. No standalone workstation is required, and monitoring runs discreetly in the background for end-users.
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com
Consumables
● Consumable supplies (parts and toner) are delivered within 24 business hours of order, regardless of location.
● No additional costs are allowed for consumables (parts or toner). ● Toner levels are monitored in real time for automatic replenishment. ● Technicians maintain an inventory of toner in their service vehicles for emergency orders.
Support & How to Place a Service Call
Telephone support is available to staff at no additional charge for as long as C3 Tech maintains the equipment.
Service requests can be placed three ways:
My C3 Portal
A customized online portal with tiered permissions. Users can specify location and machine (make/model auto - populates), enable fleet-wide visibility for power users, and manage vendors and toner track ing in one place.
Email
Service tickets can be submitted anytime to [email protected].
Phone
Calls are answered by a live person at (714) 689-1700; no automated menus or overseas transfers.
When placing a request, staff should have ready: name and department, the machine's location, the machine ID from the C3 Asset Tag, and a description of the issue (including whether the device is fully down or still functional).
Service Call Process
Once a request is received, C3's CSRs dispatch it to the nearest technician, who receives the work order on their smartphone and is required to call within an hour with an ETA. Technicians arrive on-site within 4 business hours; requests received after hours are addressed first thing the next business day.
End-users receive real-time email notifications at each stage of the process:
● Ticket created
● Technician dispatched
● Technician arrived
● Service call completed and closed
● Customer satisfaction survey sent
Calls not resolved on the first visit escalate automatically: parts are pulled from the Santa Ana warehouse, and any call still open after 48 hours escalates to the Service Supervisor and, if needed, the Service Manager for further support or a loaner deployment.
1536 E Warner Ave, Santa Ana, CA 92705
Phone: (714) 689-1700 | [email protected] | www.c3tech.com
Network & IT Integration
All devices integrate as trusted endpoints on the network, with built-in controls over information access, transmission, and tracking to help facilitate compliance with HIPAA, GLB, and SOC mandates. Every copier includes:
● Automatic 256-bit encryption
● Up to 7-times overwrite
● End-of-lease hard drive erase
● C3 configures equipment for the appropriate network or PC environment based on network discovery and IT department recommendations.
● C3 works with IT staff on server setup/configuration and workstation printer setup/configuration. ● C3 generates server and workstation printer test pages. ● C3 coordinates with IT to confirm security wipe of existing hard drives is completed before disposal. ● Encryption scanning and secure print release are built in for releasing sensitive jobs at the device.
Device Replacement & Additions
● C3 Tech recommends replacement of existing devices using industry best practices for end-of-life or total usage measurements.
● All new devices are placed on a cost-per-print (CPP) plan covering toner, staples, consumables, repairs, parts, maintenance, device management software, customer-accessible reporting, a dedicated printer technician, and a dedicated MPS Account Manager.
● All devices must be new, current model-year equipment; no recertified or refurbished devices are accepted. ● Delivery and deployment require advance approval and coordination with IT/Purchasing.
Billing
● C3 Tech provides one consolidated bill per month.
● Billing is itemized by site and/or department, with individual totals showing all usage for that month.
EXHIBIT B
COST RATE SCHEDULE
COST RATE SCHEDULE | City of Santa Ana | C3 Office Solutions LLC dba C3 Tech | Confidential | C3 Tech | [email protected] | (949) 316-0001
COST RATE SCHEDULE
Managed Print Services — City of Santa Ana
County of Orange RCA-017-23010022
Prepared for: City of Santa
Ana
Reference Contract: County of Orange RCA-017-
23010022
1. COPIER SERVICE RATES
The following rates apply to all copiers under the new agreement. County of Orange RCA rates are used where they are lower than the City's current rates. Where current Santa Ana rates are more favorable, those are retained.
Black & White — Per Image Rate
Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Yr 6 Yr 7 Yr 8 Yr 9 Yr 10
County RCA
Rate
0.00297 0.00297 0.00318 0.00343 0.00378 0.00416 0.00457 0.00503 0.00553 0.00600 City's
Current Rate
0.00600 0.00600 0.00600 0.00600 0.00600 0.00600 0.00600 0.00600 0.00600 0.00600 ✓ Rate
Applied
0.00297 0.00297 0.00318 0.00343 0.00378 0.00416 0.00457 0.00503 0.00553 0.00600 Savings vs.
Current
51% 51% 47% 43% 37% 31% 24% 16% 8% 0%
Color — Per Image Rate
Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Yr 6 Yr 7 Yr 8 Yr 9 Yr 10
County RCA Rate 0.0347 0.0347 0.0371 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 City's Current Rate 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 ✓ Rate Applied 0.0347 0.0347 0.0371 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 0.0400 Savings vs. Current 13% 13% 7% 0% 0% 0% 0% 0% 0% 0%
2. PRINTER SERVICE RATES — RETAINED AS-IS
Current City of Santa Ana printer rates are more favorable than the County RCA rates. These rates are retained unchanged under the new agreement.
COST RATE SCHEDULE | City of Santa Ana | C3 Office Solutions LLC dba C3 Tech | Confidential | C3 Tech | [email protected] | (949) 316-0001 Device Type B&W Per Image Color Per Image
Printers (Standard) $0.01419 $0.06545
Printers (OEM) $0.03850 $0.16500
3. RATE SUMMARY — ALL DEVICE TYPES
Device Type B&W Per Image Color Per Image Source / Authority Copiers (Yrs 1–2) $0.00297 $0.03470 County OC RCA
(lower)
Copiers (Yr 3) $0.00318 $0.03710 County OC RCA
(lower)
Copiers (Yr 4) $0.00343 $0.04000 RCA / City rate equal
Copiers (Yrs 5–10) See Table
Section 1
$0.04000 RCA escalation / City
cap
Printers (Standard) $0.01419 $0.06545 City rate retained Printers (OEM) $0.03850 $0.16500 City rate retained
Rate Application Rule
For each device type and each contract year, the rate applied shall be the lower of: (a) the County of Orange RCA-017-23010022 rate, or (b) the City of Santa Ana's existing contracted rate in effect at the time of agreement execution. City rates are never increased as a result of this agreement.
4. HARDWARE PRICING — COUNTY RCA
Hardware pricing for all equipment orders placed under this agreement is governed by the County of Orange Regional Cooperative Agreement RCA-017-23010022. Pricing for each order shall be determined by reference to the then-current C3 Tech manufacturer price book at the time of order, with the applicable County RCA discount applied.
The County RCA discount results in approximately 52% savings compared to NASPO agreement pricing on the initial order. Future orders may vary based on the current price book at time of purchase, but the RCA discount percentage shall remain in effect for the duration of this agreement.
All hardware quotes provided to the City will reference the applicable price book ensuring full pricing transparency on every order.
EXHIBIT C
INSURANCE REQUIREMENTS
Provider shall procure and maintain for the duration of the agreement, the following insurance coverages:
MINIMUM SCOPE AND LIMIT OF INSURANCE
Provider shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as:
• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and comp leted operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate.
• Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), w ith combined single limits of $1,000,000. In the event Provider does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance, provided that such policy is endorsed for business use and provides coverage with a minimum limit of $1,000,000. Required policy limits can be met with primary and umbrella/excess insurance policies.
• Workers’ Compensation (WC): as required by the State of California, with statutory limits, and Employer’s Liability Insuranc e with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Provider has no employees. Provider attests that its workers’ compensation coverage extends to all persons who will be working with the City under the agreed scope of services.
• Professional Liability (PL): with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
If Provider maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Provider. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. CGL and AL policies: City of Santa Ana , its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Provider including materials, parts, equipment, and personnel furnished in connection with such work or operations.
2. CGL, AL, and WC policies : Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Provider for City.
3. All required insurance policies: For any claims related to this contract, Provider’s insurance coverage shall be primary and any insurance maintained by City, its City
Council, its officers, officials, employees, agents, or volunteers shall not contribute with it.
4. All required insurance policies: A severability of interest provision mus t apply for all the additional insureds, ensuring that Provider’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
5. Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.
6. Certificate Holder on each Evidence of Insurance certificate shall be : City of Santa Ana, Attention: Information Technology Department, 20 Civic Center Plaza, M-42, Santa Ana, CA 92701. The name and location of the project or event should be included in the Description of Operations section of each certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. City may require Provider to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.
Verification of Coverage
Provider shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CG L policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Provider’s obligation to provide them. City reserves the right to require complete, cer tified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:
1. The retroactive date must be shown a nd must be before the date of the contract or the beginning of work.
2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Provider must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.
Subcontractors
Provider shall require and verify that all sub -contractors maintain insurance meeting all the requirements stated herein, and Provider shall ensure that City is an additional insured on insurance required from sub-contractors.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
C3 Office Solutions LLC - Managed Print
Services (w Exhibits and CAO signed)(2026)(22
06522.4) (004)
Final Audit Report 2026-07-20
Created: 2026-07-20
By: Lizbeth Gonzalez ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAwMQ-O2Uz1gp3GjVDGPwm4H6wemcDUl2z "C3 Office Solutions LLC - Managed Print Services (w Exhibits a nd CAO signed)(2026)(2206522.4) (004)" History
Document created by Lizbeth Gonzalez ([email protected]) 2026-07-20 - 4:02:32 PM GMT
Document emailed to Jack Ciulla ([email protected]) for signature 2026-07-20 - 4:02:39 PM GMT
Email viewed by Jack Ciulla ([email protected])
2026-07-20 - 4:03:37 PM GMT
Document e-signed by Jack Ciulla ([email protected]) Signature Date: 2026-07-20 - 4:05:11 PM GMT - Time Source: server - Signature Appearance Selected: IMAGE Agreement completed.
2026-07-20 - 4:05:11 PM GMT