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The contents of this proposal are confidential trade secret information and intended for the use of City of Santa Clarita. The contents herein may not be reproduced without the specific written permission of KYOCERA Document Solutions. This is a proposal only and informative in nature. Actual contract terms and conditions, as well as final pricing, may change, and will be submitted upon your request.
Omnia Contract #R191102
FOR: CITY OF SANTA CLARITA
By: Karin Broderick
Strategic Account Executive
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Dear City of Santa Clarita,
Thank you for considering KYOCERA Document Solutions to hel p you in your upcoming technology decision.
Based on our meetings, we have prepared the following proposal for your approval. We believed an Assessment is truly necessary to determine the exact needs of the City . Therefore, we have walked City Hall and multiple locations with Christine Saunders and multiple members from the City, including the Purchasing Team and Technology Services team.
When selecting a solution, there are many variables you need to consider, including: the company, the features of the product, the quality of the product, the Ecological Impact, the financing available, the cost to obtain the solution, and the service support you will receive. Each company or individual has their own criteria when making a long-term decision, but we feel that we can offer you a complete solution to your needs.
KYOCERA has been in business since 1959. Kyocera is a holistic company built on a foundation of having minimal ecological impact. We are a highly diversified global technology company. Our resources are strong and enable us to be the leader in handling large relationships in our market.
Kyocera Document Solutions is a 16.5 billion dollar worldwide ceramic technology company, founded in November 1934 and established in 1948. We have over 60,000 employees encompassing all 71 entities of which 19,029 employees are in our Document Solutions entity. Kyocera West has 170+ local. Over 5 team members of our Technical Service Staff would be supporting this contract with one dedicated technician to become familiar with your organization and plenty of backup support available. The City of Santa Clarita has already met many members of the team that will be helping you bring your organization into a program with both higher sustainability and a minimal carbon footprint.
We appreciate the opportunity to propose a solution for the City of Santa Clarita. I look forward to implementing our programs and solutions for you.
Sincerely,
Karin Broderick
Karin Broderick
Strategic Account Executive
Kyocera Document Solution
[email protected]
805.551.0183 cell
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Table of Contents
Cover Page 1
Kyocera Letter 2
Table of Contents 3
ADIMO 4
Performance Assurance 5
Kyocera Advantage 6
Support Staff 7
Service and Supply 8
Kyocera Green Initiative 9-10
KMPS – A Unique Approach 11-12
Kyocera Fleet Services 13
Kyocera Recommended Equipment see separate spreadsheets Program Pricing 14
Thank you Letter
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Implementation and Installation Plan
At KYOCERA we follow an ADIMO process of
Assessment / Design / Implement / Manage / Optimize.
Kyocera can install & implement as slow or as quick and convenient for the City of Santa Clarita.
We have the technical & man power to have multiple deliveries and teams installing at all of your locations at once. Here is the ADIMO process:
• Assessment - We would plan a meeting with the City of Santa Clarita ’s IT & Facilities department before install and gather the necessary network map, print server info, and to discuss the best plan for a smooth implementation. We would then provide a report and detailed implementation plan at that time, highlighting areas we can improve workflow and reduce environmental impact for the City of Santa Clarita. • Design - A comprehensive solution for your environment designed to meet your specific requirements. We will provide a detailed Scope of Work for the install with a detailed schedule.
• Implementation – Professional project management and highly qualified technicians ensure minimum disruption from installation to training. We will assist and install all the print drivers, we will set up all the features and short cuts as your users by department have on the existing equipment. We will input the accurate IP addresses and domain settings on the device. Our techs will install the scan destination folders, scan to email, address book, pull from LDAP for scan to email, set up the fax and fax ro uting if applicable. There will be no more than 1 hour downtime per device. Our techs will be minimally intrusive and cognizant of not interrupting user’s work place. • Management – Hassle-free maintenance and support takes care of everything you need, including proactive service and automatic replenishment of consumables. An average 4 hour response time. Quarterly business reviews to discuss changes both financial and to the landscape and areas for improved service.
• Optimization - Continual improvement of your print environment – optimized through ongoing assessment, reports and consultation. Kyocera is a technology company that can consult and be a benefit to the City of Santa Clarita to help automate processes and track and lower costs. Kyocera can rotate equipment to get better distribution and utilization of equipment.
• Pick Up & Trade-In’s - We will pick up and return all the devices that are being returned to the leasing company.
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Performance Assurance
Response Guarantee
When you contact our Customer Response Center, certified service engineers will attempt to respond to your emergency service calls at your location within four business hours. In no event will our average response time, measured over ninety days, exceed four (4) business hours.
Up-Time Guarantee
No piece of equipment covered by this agreement will experience less than 95% uptime for any two consecutive quarters. In the event that equipment availability is less than guaranteed,
PROBLEM UNIT WILL BE REPLACED WITH SAME OR EQUIVILANT UNIT, AT NO ADDITIONAL COST TO CUSTOMER.
Qualified Downtime
Calculations begin at the time KDS West receives the emergency service call and continues until the service call is completed by a KDS West technician and the piece of equipment is properly operational.
Loaner Equipment
We will deliver and install similar or upgraded equipment for your use at no added cost in the remote event that we are unable to repair the equipment within 48 hours until the original equipment is repaired.
Service
Minimum availability of repair service shall extend Monday through Friday, from 8:00 a.m. to 5:00 p.m. Pacific Time. Maximum service response time shall not exceed four (4) hours.
Training
Our training programs are customizable and generally include both mandatory, and optional sessions. We will work together with IT and City management personnel to determine actual needs. A schedule will be developed taking into account the Key Operators and other staff needs and wants. Customization of each operation panel can be implemented or locked out at the request of the City of Santa Clarita.
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KYOCERA Advantage
Kyocera operates differently than a local wholesalers/dealer. The technicians carry high mortality parts with them at all times. For part(s) that are needed to be ordered:
Kyocera will overnight part(s) to the City of Santa Clarita and immediately dispatch call to the closest available technician. This prevents delay of having to report to a warehouse and is how Kyocera manages to service at the highest level possible and quickest response for the entire Western Region. • Headquarter Location
Kyocera Document Solutions West, LLC and Kyocera Document Solutions Western Region 14101 Alton Parkway
Irvine, CA 92618
We support clients directly in three states and our Region staff support a dealer network across 11 States.
Management Message
In order to deliver products and services that delight our customers, KYOCERA takes the "Customer -First" Principle as our top priority. To ensure customer satisfaction, we aim to be a partner that delivers new value to our customers' operations, with employees who relentlessly pursue their dreams, work enthusiastically, and achieve self-determined goals.
KYOCERA Document Solutions Inc. is the company that conducts the document solution and information business within the KYOCERA group, which has consistently opened up new worlds by leveraging leading -edge technologies in a broad range of fields from fine ceramics, electronic devices and communications services, to environment and alternative energy markets.
About KYOCERA Document Solutions
KYOCERA Document Solutions America is improving the document management processes of customers and making people's jobs easier through a high-performance, end-to-end digital imaging product line that delivers one of the industry's lowest total costs of ownership (TCO).
KYOCERA Document Solutions America develops and markets document imaging and document management systems; including network-ready digital MFPs, desktop laser printers, color MFPs/printers, wide format imaging products and a portfolio of KYOCERA-developed and third-party applications and network solutions. 7 | P a g e
City of Santa Clarita Support Staff
Christina Herrera – Service Dispatch – 800.996.9591 Ext. 5564 [email protected]
Karin Broderick – Strategic Account Executive – 800.996.9591 Ext. 2826 [email protected]
Shawn Donohue – Los Angeles Branch Manager – 800.996.9591 Ext. 2807 [email protected]
Mervyn McCurchin –Service Tech Supervisor- 310-502-5487 [email protected]
Rob Platt - Solutions Director – 800.996.9591 Ext. 0427 [email protected]
Rob Valentine - Contracts & Order Processing – 800.996.9591 Ext. 5661 [email protected]
Vanessa Verduzco - Supplies and Meters – 800.996.9591 Ext. 5650 [email protected]
Carlos Mayubay – Director of Technical Operations – 800.996.9591 Ext. 5576 [email protected]
Scott Forsyth –VP of Sales – 800.996.9591 Ext. 5660
[email protected]
Michael Graves - President of KDS West – 800.996.9591 Ext. 2152 [email protected]
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Service Call and Supply Procedure
End-users to report support needs to KDA Support Desk;
1. Telephone – KDSW to provide dedicated (800) phone numbers and support staff to accept inbound calls for service.
2. Email – KDSW will provide a dedicated email address for svc requests.
3. Web – End User can enter svc requests via web.
As calls are placed in any of the manners above, individual service tickets will be automatically (electronically) routed to the appropriate area technician. KDSW Support Desk and regional technical supervisors will monitor all technician queues to determine if load balancing is required to re-route service calls to a more available technician. Supervisors will also monitor individual area technician queues and work with them to assist and/or prevent excessive service call activity on a given unit.
Remote Monitoring & Support - Regional technical supervisors and the KDSW Support Desk staff will monitor field machines via a remote monitoring system known as KFS. KFS will allow support staff to view device conditions such as trouble codes, paper jams & low/no toner conditions. In many cases, KDSW support staff will be able to identify and resolve problems, thus eliminating the need for them to report a service ticket. This proactive approach may greatly reduce overall Support tickets.
On-Site Technical & Support – In addition to providing traditional break-fix services, KDSW technicians will assist with the following needs;
1. Toner & Supply replenishment – As KFS and/or personal inspections identify the need for toner, staple or disposal tank replacement, KDSW technicians will work with customer staff to procure and proactively replace needed items. Reducing operator intervention with these items has been proven to reduce the frequency of Support tickets.
2. Print Driver Assistance – KDSW technicians will assist with the maintenance and configuration of post-install driver matters. As appropriate, KDSW technicians will work in unison with customer IT staff to maintain optimum printing conditions through periodic print driver inspection, updates, etc.
Kyocera Document Solutions is dedicated to providing extensive, full-line support to ensure optimum operator efficiency as well as reduction of support tickets. 9 | P a g e
Keeping the Future Green
KYOCERA is committed to pursuing a harmonious balance between economic development and environmental preservation. We adhere to the goals of our worldwide Environmental Action Plan in developing office solutions with environmentally friendly and superior energy and supply saving features.
While striving to maintain a clear vision in pursuing a balance between economic and environmental preservation, our devices are built around our sustainable ECOSYS technology, offering many hardware features and system settings that can dramatically reduce waste without compromising productivity.
KYOCERA Document Solutions America's Environmental Management System (EMS) at its United States facilities has achieved ISO (International Standard Organization) 14001:2004 certification. This annual certification, verified though an independent audit, is used to distinguish corporations that effectively manage how their activities, products and services impact the environment.
Kyocera ECOSYS:
Greenest printers and Multifunction devices
Over 350 million toner cartridges end up in landfills in North America every year. This is equivalent to approximately 700 million pounds of post-consumer waste. Much of this will take over 1,000 years to biodegrade. While toner cartridge recycling has benefits, toner cartridges can only be recycled 3 -4 times at most before being discarded. The end result is that recycling traditional laser printer cartridges is not a sustainable method of printing.
Kyocera Ecosys laser printers are cartridge free. Kyocera's Ecosys laser printer design completely eliminates post-consumer cartridge waste. Once a toner is depleted, it is simply placed in a recycle bin and recycled into other plastic products. No compone nts ever make it to the landfill. Kyocera Ecosys laser printers are earth friendly!
Ultimately, 98% of non-KYOCERA recycled toner and inkjet cartridges are sent to a landfill.
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Lower running costs
The Total Cost of Ownership (TCO) of KYOCERA ECOSYS ® printers are invariably the lowest in their class. TCO includes all costs: direct, such as the purchase price and operating costs per page and indirect, including maintenance, replacement of consumable products such as cartridges, use of print media, administration of the machine and the costs of energy to power it. In organizations where a lot of material is printed or copied the cost of consumables can rise dramatically, particularly where relatively expensive cartridges containing the drum, developer and toner has to be thrown away/recycled and replaced frequently. KYOCERA's ECOSYS® printer technology significantly reduces these costs: cartridge-free printing means no replacement.
Long life components
KYOCERA's expertise in the ceramics industry was the catalyst for the first amorphous silicon printer drum with a surface that is second only to diamond in hardness. This has been further developed so that printers can be expected to have a very high workl oad. Tiny ceramic particles embedded in KYOCERA's 'Ecotone' toner continually polish and recondition the drum during normal printing.
Conventional printers use an imaging cartridge which contains drum, developer, and toner into a single, disposable unit. When the toner has depleted, the entire cartridge must be disposed/recycled and replaced with a new unit at a significant cost to the user. In all KYOCERA ECOSYS ® laser printer models, the drum is separate from the toner. That is why with KYOCERA there is no need to replace everything, only the toner. KYOCERA ECOSYS® laser printer toner kits also have the added benefit of lasting up to 40,000 pages (5% coverage). The result is that KYOCERA ECOSYS® laser printers create less waste than any other competitive product, while having the lowest comparable cost per print.
Reduce your total impact on the environment and your total cost of ownership (TCO) by choosing the right print technology from the start.
Kyocera is your green sustainability partner.
Together Kyocera and the City of Santa Clarita can reduce both waste and cost.
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Kyocera Managed Print Services (KMPS) A Unique Approach Bringing Order to an Unmanaged Print Environment
• Eliminate fragmented business practices with remote and proactive management of toner and service needs.
• Take control of soft costs with a one vendor solution and one invoice per month covering all costs associated with print activity.
• Kyocera provides quarterly reviews to regularly assess the success of all deliverables, make recommendations for print strategies, and examine opportunities for ongoing improvement. • Reduce supplies storage space with remote toner management and “just in time” toner supply shipment.
Right-Sizing Your Printer Fleet
• Copier companies typically define “Right-Sizing” as a reduction of the total number of printing devices to affect a reduction in the cost-per page of printing.
This requires a migration of output to centralized and expensive multi-function devices. • Kyocera knows that the “right size” of your fleet caters to the departmental and individual needs of your users.
• With its low cost-per page on local activity, Kyocera improves your document environment through strategic placement of the right device for the right purpose wit h the right department…all at the same low cost-per-page.
Print Standardization
• Move toward increased ease of use with the familiarity born of fewer printer models. • IT Staff benefits from one print driver for all Kyocera devices. • Users benefit from common displays on all multi-function devices.
Kyocera Stands Alone
• Standard copier company business models mandate a move toward centralization of output to expensive multifunctional devices as the only means of reducing on-going cost-per page expenses.
This model is of convenient benefit to vendor profit but is not sensitive to user concerns. Kyocera is the only company which can reduce the cost of printing without sacrificing the convenience and privacy of local printing.
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Maximized Cost Savings with No Sacrifice
• Unique Ecosys printing technology allows for the same low cost-per-page on your desktop printers and desktop MFP’s as it does to your large Multi-Function Devices. • This allows Kyocera to customize print solutions which allow your company to achieve its desired cost- per-page savings without users having to sacrifice the privacy and convenience of desktop printing, scanning and faxing.
• The Kyocera Managed Print Program displaces the cost of printer replacement and establishes a predictable refresh strategy.
Optimal Mix of Kyocera Equipment
• Decentralized to meet all departmental needs
• Same low cost-per-page across all device types.
• More access to printing, scanning, faxing, and copying *actual pricing is listed on pricing page
$0.0059 Per Page b/w*
$0.040 Per Page color*
$0.0059 Per Page b/w*
$0.040 Per Page color*
$0.0059 Per Page b/w*
$0.040 Per Page color*
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KYOCERA FLEET SERVICES (KFS)
Kyocera Fleet Services (KFS) revolutionizes how our technicians will be able to interface with and repair Kyocera hardware devices remotely.
With Kyocera Fleet Services a qualified technician can gain access to the troubled unit, be able to run maintenance checks, see the machine logs, and even make some preventative adjustments while on his/her computer. If a dispatch is required, the knowledge gained from access to the KFS system allows for call preparation, i.e. parts or supplies, thereby lessening downtime by problem resolution on the first trip.
Kyocera Fleet Services remote maintenance features include Snapshots:
A System Manager or Technician can obtain Status Pages, Event Log, Fax Reports, Application Status pages, USB Log, etc. remotely.
Panel Screenshot:
A Manager or Technician can remotely capture the device Panel Display to view what the device conditions are at the Customers site.
Remote Restart:
A Remote Restart Command can be sent to the device to power the device OFF/ON to reset it due to an error, etc.
Device settings:
Device settings such as Scan basic and Email SMTP can be changed remotely.
Maintenance mode:
Maintenance mode settings can be viewed and changed remotely, for a Single Device or Multiple Devices of the same model.
Panel note:
Send a custom notification to display on the device Panel to notify users of maintenance activity.
Send file:
A technician can send a test file remotely to the device for troubleshooting purposes.
Data capture:
Data capture receives and encapsulates print jobs and print activity for the device to aid in troubleshooting.
Firmware upgrade:
Remotely Upgrade single or multiple Device Firmware.
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Kyocera Recommended Equipment -See spreadsheet
City of Santa Clarita Program Pricing
Package Includes:
• Everything in above proposal regarding training, Installation and Delivery • Service pricing is locked for the term, no annual increases. • Toner shipping fees included.
• Annual propriety tax is included.
• Both the city contract and the library contracts will be under 1 contract. • Kyocera will remove and Return Kyocera Devices being returned to the leasing company
• All Parts, Labor, toner, and supplies – everything except paper and staples • Kyocera Performance Guarantee
• Dedicated Support Staff
• Includes 150,000 b/w per month overages @ .0059 billed quarterly. • Includes 100,000 color per month overages @ .040 billed quarterly. • Kyocera Fleet Services Program
• Quarterly Overage Billing
Month Annual Total for 5 years
B/W Volume 150,000 1,800,000
Color Volume 100,000 1,200,000
Lease & service $11,040.62 $132,487.44
9.5% sales tax $ 1,048.86 $ 12,586.32
TOTAL COST $12,089.48 $145,073.76 $725,368.80