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Fgriignlll DOCUmanage SERVICES AGREEMENT
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This DOCUmanage Services Agreement ("Services Agreement") is entered into by and between DOCUmation of
North Texas, Inc., ("Owner" or "DOCUmation") and the City of Fort Worth (the "Customer" or "City"),
collectively the "parties," to provide services for equipment purchased by the Customer under the DOCUmanage
Agreement Terms and Conditions between DOCUmation of North Texas, Inc., entered into on or about December
24, 2013, on file with the City Secretary as CSC No. 45231, as amended and supplemented by CSC No. 45231-S1,
CSC No. 45231-S2, and CSC No. 45231- , (collectively the "DOCUmanage Agreement"). The parties
hereby stipulate by evidence of execution below by a representative of each party duly authorized to bind the parties
hereto, that the parties hereby agree to the following:
Contract Documents: The Agreement documents shall include:
This Services Agreement
Exhibit "A" — Statement of Work
Exhibit "B" — Payment Schedule — Monthly costs related to payment for equipment are set forth in the
DOCUmanage Agreement as Exhibit B, which is incorporated herein by reference. Monthly costs related to
payment for services, new equipment, add-ons and supplies are set forth in Exhibit B4, which is attached hereto.
References to Exhibit B in the Statement of Work attached to this Services Agreement are references to Exhibit B- I.
Exhibit "C" — Equipment List — Set forth in the DOCUmanage Agreement as Exhibit A, which is incorporated
herein by reference.
Exhibit "D" — Network Access Agreement — Attached hereto and incorporated herein, separately executed between
the parties on February 3, 2016.
Exhibit "E" — Signature Authority Form
Exhibit "F" — Applicable pricing provisions of US Communities Government Purchasing Alliance Contract No.
1400003732 incorporated herein by reference.
Exhibit "G" — Equipment Fees — Termination Prior To End of Term as Exhibit C, which is incorporated herein by
reference
All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In the event
of any conflict between the Contract Documents, the terms and conditions of this Services Agreement shall control.
The term "Owner" or "DOCUmation" shall include the Owner, and its officers, agents, employees, representatives,
servants, contractors, subcontractors, successors and assigns. The term "Customer" or "City" shall include its
officers, employees, agents, and representatives.
SECTION 1. SCOPE OF SERVICES.
DOCUmation hereby agrees, with good faith and due diligence, to provide the City with maintenance and support
for managed print services for the System, as defined in the DOCUmanage Agreement, such services being outlined
and described in the Statement of Work, which is attached hereto as Exhibit "A," and incorporated herein for all
purposes, and further referred to herein as the "Services." DOCUmation will perform the Services in accordance
with standards in the industry for the same or similar Services. In addition, DOCUmation shall perform the
Services in accordance with all applicable federal, state, and local laws, rules, and regulations.
SECTION 2. TERM.
This Agreement shall commence upon the last date executed by both parties ("Effective Date") and shall expire five
years from the Effective Date ("Expiration Date"), unless terminated earlier in accordance with � Minn 4 ,_,
OFFICIAL
RECORD
CITY �iECRETARY
T. WORTH, TX
Termination.
SECTION 3. PAYMENT.
The City shall pay DOCUmation an amount not to exceed $79,342.00 for Services in accordance with the
provisions of this Services Agreement and the Payment Schedule, which is attached to the DOCUmanage
Agreement as Exhibit B, and incorporated herein by reference. DOCUmation shall not perform any additional
services for the City not specified by this Services Agreement unless the City requests and approves in writing the
additional costs for such services. The City shall not be liable for any additional expenses of DOCUmation not
specified by this Services Agreement unless the City first approves such expenses in writing. City agrees to pay all
invoices of DOCUmation within thirty (30) days of receipt of such invoice. Interest on late payments shall not
exceed one percent (1%). DOCUmation shall submit monthly invoices to the City for the rental fees for leased
equipment. DOCUmation shall submit quarterly invoices to the City for copy counts over (overages) the agreed
upon monthly copy counts as listed in Exhibit "A."
SECTION 4. TERMINATION.
4a. Either party may terminate the Services under this Services Agreement for breach of duty, obligation, or
warranty upon exhaustion of all remedies set forth in Section 8p, Dispute Resolution. Either party may also
terminate this Services Agreement for convenience upon sixty (60) days written notice to the other party. In the
event either party exercises termination under this Section, Customer shall have the option to purchase the
equipment and software by paying the Equipment Fees in accordance with this Section,
hr the event this Agreement is terminated prior to the end of the Term, the Equipment Fees set forth in Exhibit "C"
Upon payment of the Equipment Fees, this Services Agreement and the DOCUmanage Agreement shall terminate,
and ownership of the System, including all equipment and software, will transfer from DOCUmation to Customer.
4b. In the event no funds or insufficient funds are appropriated by Customer in any fiscal period for any payments
due hereunder, Customer will notify DOCUmation of such occurrence and this Agreement shall terminate on the
last day of the fiscal period for which appropriations were received without penalty or expense to the Customer of
any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been
appropriated. If Customer terminates this Agreement pursuant to this Section 4b, Customer shall not be liable for
any Equipment Fees under Section 4a.
4c. In the event that this Agreement is terminated prior to the end of the Term, the Customer shall pay Owner for
services actually rendered up to the effective date of termination and Owner shall continue to provide the Customer
with services requested by the Customer and in accordance with this Agreement up to the effective date of
termination. Upon termination of this Agreement for any reason, Owner shall provide the Customer with copies of
all completed or partially completed documents prepared under this Agreement. In the event Owner has received
access to Customer infortation or data as a requirement to perform services hereunder, Owner shall return all
Customer provided data to the Customer in a format deemed acceptable to the Customer with a letter certifying that
all Customer information has been returned.
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SECTION 5. LIABILITY.
5a. OWNER SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS,
PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL
PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT
CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF OWNER, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. IN NO EVENT
SHALL EITHER PARTY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY,
PUNITIVE OR CONSEOUENTIAL DAMAGES, OR DAMAGES FOR LOSS OF REVENUE, DATA OR
USE, INCURED BY EITHER PARTY OR ANY THIRD PARTY, WHETHER IN AN ACTION IN
CONTRACT, TORT, STATUTORY OR OTHERWISE (ANY LEGAL THEORY), EVEN IF THE OTHER
PARTY OR ANY OTHER PERSON HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
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5b. EXCLUDING THE NEGLIGENT ACTS) OR OMISSION(S), MALFEASANCE OR
INTENTIONAL MISCONDUCT OF OWNER, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES
FOR LOSS OR DAMAGE TO PROPERTY OR PERSONAL INJURY INCLUDING DEATH, AND
EXCLUDING A BREACH OF OWNER'S INTELLECTUAL PROPERTY RIGHTS, OR EITHER
PARTY'S CONFIDENTIALITY OR INDEMNIFICATION OBLIGATIONS HEREIN, A PARTY'S
ENTIRE LIABILITY AND EXCLUSIVE REMEDY FOR DAMAGES FROM ANY CAUSE
WHATSOEVER, INCLUDING, BUT NOT LIMITED TO, NONPERFORMANCE OR
MISREPRESENTATION, AND REGARDLESS OF THE FORM OF ACTIONS, SHALL BE LIMITED TO
THE TOTAL AMOUNT WHICH HAS BEEN ACTUALLY PAID TO OWNER BY CUSTOMER FOR
SERVICES UNDER THIS AGREEMENT,
SECTION 6. INDEMNIFICATION.
6a. OWNER HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND
DEFEND THE CUSTOMER, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND
AGAINST ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER
REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED
DAMAGE OR LOSS TO OWNER'S BUSINESS, AND ANY RESULTING LOST PROFITS) PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, AND DAMAGES FOR CLAIMS OF
INTELLECTUAL PROPERTY INFRINGEMENT, ARISING OUT OF OR IN CONNECTION WITH
THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR
ITENTIONAL MISCONDUCT OR MALFEASANCE OF OWNER, ITS OFFICERS, AGENTS,
SUBCONTRACTORS, SERVANTS OR EMPLOYEES,
6b. (i) To the best of its knowledge, Owner warrants that the System, or any part of the System thereof, or
Services furnished hereunder, do not infringe upon or violate any patent, copyrights, trademarks, service
marks, trade secrets, or any intellectual property rights or other third party proprietary rights, in the
performance of Services under this Agreement.
(ii) Owner shall be liable and responsible for any and all claims made against the City for infringement of
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any patent, copyright, trademark, service mark, trade secret, or other intellectual property rights by the use
A or supplying the System in the course of performance or completion of, or in any way connected with
providing the Services, or the City's continued use of the System hereunder.
(iii) Owner agrees to indemnify, defend, settle, or pay, at its own cost and expense, including the payment of
attorney's fees, any claim or action against the City for infringement of any patent, copyright, trade mark,
service mark, trade secret, or other intellectual property right arising from City's use of the System, or any
part thereof, in accordance with the Services provided under this Agreement, it being understood that this
agreement to indemnify, defend, settle or pay shall not apply if the City modifies or misuses the System. So
long as Owner bears the cost and expense of payment for claims or actions against the City pursuant to this
section 6, Owner shall have the right to conduct the defense of any such claim or action and all negotiations
for its settlement or compromise and to settle or compromise any such claim; however, City shall have the
right to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to protect the
City's interest, and City agrees to cooperate with Owner in doing so. In the event the City, for whatever
reason, assumes the responsibility for payment of costs and expenses for any claim or action brought against
the City for infringement arising under this Agreement, the City shall have the sole right to conduct the
defense of any such claim or action and all negotiations for its settlement or compromise and to settle or
compromise any such claim; however, Owner shall fully participate and cooperate with the City in defense of
such claim or action. City agrees to give Owner timely written notice of any such claim or action, with copies
of all papers City may receive relating thereto. Notwithstanding the foregoing, the City's assumption of
payment of costs or expenses shall not eliminate Owner's duty to indemnify the City under this Agreement. If
the System, or any part thereof, or any of the Services provided hereunder are held to infringe and the use
thereof is enjoined or restrained or, if as a result of a settlement or compromise, such use is materially
adversely restricted, Owner shall, at its own expense and as City's sole remedy, either: (a) procure for
City the right to continue to use the System; or (b) modify the System to make it non -infringing, provided
that such modification does not materially adversely affect City's authorized use of the System; or (c) replace
the System, or any infringing part of the System, with equally suitable, compatible, and functionally
equivalent non -infringing item at no additional charge to City; or (d) if none of the foregoing alternatives is
reasonably available to Owner, terminate this Agreement, and provide a credit to City for the price paid to
Owner, as depreciated or amortized by an equal amount over the lifetime of the System or Service, as
established by Owner or a mutually agreeable third party, subsequent to which termination City may seek
any and all remedies available to City under law. OWNER'S OBLIGATIONS HEREUNDER SHALL BE
SECURED BY THE REQUISITE INSURANCE COVERAGE AND AMOUNTS SET FORTH IN SECTION
8C OF THIS AGREEMENT.
(iv) The obligations of Owner in this Section are subject to the conditions that: (i) Owner is provided with
written notification within fifteen business days of the date City receives any Infringement Claim; (ii) Subject to
Section (b)(iii) herein, Owner has primary authority to conduct the defense and settlement or compromise of
any Infringement Claim provided however that Owner shall coordinate such efforts with staff in the City's Law
Department and Risk Management Division, and (iii) City reasonably cooperates in the defense of any
Infringement Claim. In addition, Owner shall provide City with written notification within fifteen business days
A the date Owner receives any Infringement Claim that involves any portion of the System or Service being used
by the City or any other claim that involves or implicates the City's interests.
(v) Notwithstanding the foregoing, Owner shall have no responsibility for Infi•ingement Claims to the extent
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arising from (i) alteration or modifications of the System and/or Service(s), (ii) the combination operation, or use
of any part of the System and/or Service(s) with equipment, devices, or software not supplied by Owner, or (Ili)
any use of the System and/or Services not conforming to the terms of this Agreement in connection with such
System and/or Services.
(vi) This Section states Owner's entire liability, and City's sole and exclusive remedy, with respect to
infringement of intellectual property rights claims. The foregoing is given to City in lieu of all warranties of non -
infringement with respect to the System and Services.
SECTION 7. ASSIGNMENT AND SUBCONTRACTING.
DOCUmation shall not assign or subcontract any of its duties, obligations or rights under this Services Agreement
without the prior written consent of the City. If the City grants consent to an assignment, the assignee shall execute
a written agreement with the City and DOCUmation under which the assignee agrees to be bound by the duties and
obligations of DOCUmation under this Services Agreement. DOCUmation and Assignee shall be jointly liable for
all obligations under this Services Agreement prior to the assignment. If the City grants consent to a subcontract, the
subcontractor shall execute a written agreement with the DOCUmation referencing this Services Agreement under
which the subcontractor shall agree to be bound by the duties and obligations of the DOCUmation under this
Services Agreement as such duties and obligations may apply. DOCUmation shall provide the City with a fully
executed copy of any such subcontract upon request by the City.
SECTION 8. GENERAL PROVISIONS.
8a. Ri:iht to Audit: Owner agrees that the Customer shall, until the expiration of three (3) years after final
payment under this Agreement, have access to and the right to examine at reasonable times any directly pertinent
books, documents, papers and electronic records of the Owner involving transactions relating to this Agreement at
no additional cost to the Customer. Owner agrees that the Customer shall have access during normal working
hours to all necessary Owner facilities and shall be provided adequate and appropriate work space in order to
conduct audits in compliance with the provisions of this section. The Customer shall give Owner not less than 10
days written notice of any intended audits. Owner does not anticipate the use of subcontractors to provide Services
under this Agreement. In the event Owner does engage subcontractor for Services hereunder. Owner shall secure
rights for Customer to audit such subcontractor's records involving transactions related to this Agreement under
the same terms and conditions set forth as applicable to Owner under this Section 8a.
8b. Indenendent Contractor: It is expressly understood and agreed that Owner shall operate as an independent
contractor as to all riglrts and privileges granted herein, and not as agent, representative or employee of the
Customer. Subject to and in accordance with the conditions and provisions of this Agreement, Owner shall have
the exclusive right to control the details of its operations and activities and be solely responsible for the acts and
omissions of its officers, agents, servants, employees, contractors and subcontractors. Owner acknowledges that
the doctrine of respondeat superior shall not apply as between the Customer, its officers, agents, servants and
employees, and Owner, its officers, agents, employees, servants, contractors and subcontractors. Owner further
agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between Customer
and Owner. It is further understood that the Customer shall in no way be considered a Co -employer or a Joint
employer of Owner or any officers, agents, servants, employees or subcontractors of Owner. Neither Owner, nor
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any officers, agents, servants, employees or subcontractors of Owner shall be entitled to any employment benefits
from the Customer. Owner shall be responsible and liable for any and all payment and reporting of taxes on behalf
of itself, and any of its officers, agents, servants, employees or subcontractors.
8c. Insurance: Owner shall carry the following insurance coverage with a company that is licensed to do business in
Texas or otherwise approved by the City:
(i) Liability Coverage:
1. Commercial General Liability
a. Combined limit of not less than $1,000,000 per occurrence; $2,000,000 aggregate and Umbrella Coverage
in the amount of $2,000,000. Umbrella policy shall contain a follow -form provision and shall include
coverage for personal and advertising injury.
b. Defense costs shall be outside the limits of liability.
2. Automobile Liability Insurance covering any vehicle used in providing services under this Agreement,
including owned, non -owned, or hired vehicles, with a combined limit of not less than $1,000,000 per
occurrence.
3. Statutory Workers' Compensation and Employers' Liability Insurance requirements per the amount required
by statute.
4. Any other insurance as reasonably requested and agreed upon by both parties.
(ii) General Insurance Requirements:
1. All applicable policies shall name the City as an additional insured thereon, as its interests may appear. The
term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted
Services.
2. The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of
the City of Fort Worth.
3. A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided
to the City. Ten (10) days' notice shall be acceptable in the event of non-payment of premium. Notice
shall be sent to the Risk Manager, City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with
copies to the City Attorney at the same address.
4. The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All
insurers must have a minimum rating of A- VII in the current A.M. Best Key Rating Guide, or have
reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating
is below that required, written approval of Risk Management is required.
5. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver
of the insurance requirement.
6. Certificates of Insurance evidencing that the Owner has obtained all required insurance shall be delivered to
and approved by the City's Risk Management Division prior to execution of this Agreement.
8d. Non-discrimination Covenant: Owner, for itself, its personal representatives, assigns, subcontractors and
successors in interest, as part of the consideration herein, agrees that in the performance of Owner's duties and
obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of
individuals on any basis prohibited by law. If any claim arises from an alleged violation of this non-discrimination
covenant by Owner, its personal representatives, assigns, subcontractors or successors in interest, Owner agrees to
assume such liability and to indemnify and defend the City and hold the City harmless from such claim.
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8e. Notices: Notices required pursuant to the provisions of this Agreement shall be conclusively determined to
have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives,
(2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by
United States Mail, registered, return receipt requested, addressed as follows:
TO THE CITY:
City of Fort Worth
Attn: Susan Alanis, Assistant City Manager
1000 Throckmorton
Fort Worth TX 76102
Facsimile: (817) 392-6134
TO OWNER:
Name: DOCUmation of North Texas, Inc.
Attn: Scott Hanson
Address: 601 Westport Parkway, Suite 200
City, State, Zip 76051
Facsimile: (817) 355-9311
With Copy to the City Attorney
at same address
8f. Force Maieure: The City and Owner shall exercise their best efforts to meet their respective duties and
obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due
to force majeure or other causes beyond their reasonable control (force majeure), including, but not limited to,
compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes,
lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation
problems and/or any other similar causes.
8g. Review of Counsel: The parties acknowledge that each party and its counsel have reviewed this Agreement and
that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party
shall not be employed in the interpretation of this Agreement or exhibits hereto.
811. Counterparts: This Agreement may be executed in one or more counterparts and each counterpart shall, for all
purposes, be deemed an original, but all such counterparts shall together constitute one and the same instrument. An
executed Agreement, modification, amendment, or separate signature page shall constitute a duplicate if it is
transmitted through electronic means, such as fax or e-mail, and reflects the signing of the document by any party.
Duplicates are valid and binding even if an original paper document bearing each party's original signature is not
delivered.
81. Warranty of Services: Owner warrants that its Services will be of a professional quality and conform to
generally prevailing industry standards. Customer must give written notice of any breach of this warranty within
thirty (30) days from the date that the services are completed. In such event, at Owner's option, Owner shall either
(a) use commercially reasonable efforts to re -perform the services in a manner that conforms with the warranty, or
(b) refund the fees paid by the Customer to Owner for the nonconforming Services. EXCEPT AS EXPRESSLY
PROVIDED FOR HEREIN, OWNER MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE,
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8j. Network Access:
(i) City Network Access. If Owner, and/or any of its employees, officers, agents, servants or subcontractors (for
purposes of this section "Owner Personnel"), requires access to the City's computer network in order to provide the
services herein, Owner shall execute and comply with the Network Access Agreement which is attached hereto as
Exhibit "D" and incorporated herein for all purposes.
(ii) Federal Law Enforcement Database Access. If Owner, or any Owner Personnel, requires access to any federal
law enforcement database or any federal criminal history record information system, including but not limited to
Fingerprint Identification Records System ("FIRS"), Interstate Identification Index System ("III System"), National
Crime Information Center ("NCIC"), National Fingerprint File ("NFF"), or Texas Law Enforcement
Telecommunications Systems ("TLETS"), that is governed by and/or defined in Title 28, Code of Federal
Regulations Part 20 ("CFR Part 20"), for the purpose of providing services for the administration of criminal justice
as defined therein on behalf of the City or the Fort Worth Police Department, under this Agreement, Owner shall
comply with the Criminal Justice Information Services Security Policy and CFR Part 20, as amended, and shall
separately execute the Federal Bureau of Investigation Criminal Justice Information Services Security Addendum in
the form required by Customer. No changes, modifications, alterations, or amendments shall be made to the
Security Addendum. The document must be executed as is, and as approved by the Texas Department of Public
Safety and the United States Attorney General.
8k. Renortin� Requirements: For purposes of this section, the words below shall have the following meaning:
Child shall mean a person under the age of 18 years of age.
Child pornography means an image of a child engaging in sexual conduct or sexual performance as defined by
Section 43.25 of the Texas Penal Code.
Computer means an electronic, magnetic, optical, electrochemical, or other high-speed data processing device that
performs logical, arithmetic, or memory functions by the manipulations of electronic or magnetic impulses and
includes all input, output, processing, storage, or communication facilities that are connected or related to the
device.
Computer technician means an individual who, in the course and scope of employment or business, installs, repairs,
or otherwise services a computer for a fee. This shall include installation of software, hardware, and maintenance
services.
If Owner meets the definition of Computer Technician as defined herein, and while providing services pursuant to
this Agreement, views an image on a computer that is or appears to be child pornography, Owner shall immediately
report the discovery of the image to the City and to a local or state law enforcement agency or the Cyber Tip Line at
the National Center for Missing and Exploited Children. The report must include the name and address of the owner
or person claiming a right to possession of the computer, if known, and as permitted by law. Failure by Owner to
make the report required herein may result in criminal and/or civil penalties.
81. Compliance with Laws, Ordinances, Rules and Regulations: Owner agrees to comply with all applicable
federal, state and local laws, ordinances, rules and regulations. If the City notifies Owner of any violation of such
laws, ordinances, rules or regulations, Owner shall immediately desist from and correct the violation.
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Bin. Governmental Powers: It is understood and agreed that by execution of this Agreement, the City does not
waive or surrender any of its governmental powers.
811. No Waiver: The failure %J the City or Owner to insist upon the performance of any term or provision of this
Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or Owner's respective
right to insist upon appropriate performance or to assert any such right on any future occasion.
80. Headings Not Controlling: Headings and titles used in this Agreement are for reference purposes only and
shall not be deemed a part of this Agreement.
8p. Dispute Resolution: Except in the event of termination pursuant to Section 4e, if either City or Owner has a claim,
dispute, or other matter in question for breach of duty, obligations, services rendered or any warranty that arises under
this Agreement, the parties shall first attempt to resolve the matter through this dispute resolution process. The
disputing party shall notify the other party in writing as soon as practicable after discovering the claim, dispute, or
breach. The notice shall state the nature of the dispute and list the party's specific reasons for such dispute. Within ten
(10) business days of receipt of the notice, both parties shall commence the resolution process and make a good faith
effort, either through email, mail, phone conference, in person meetings, or other reasonable means to resolve any
claim, dispute, breach or other matter in question that may arise out of, or in connection with this Agreement. If the
patties fail to resolve the dispute within thirty (30) days of the date of receipt of the notice of the dispute, then the parties
may, but are not requited, to submit the matter to non -binding mediation in Tarrant County, Texas, upon written consent
of authorized representatives of both parties in accordance with the Industry Arbitration Rules of the American
Arbitration Association or other applicable rules governing mediation then in effect. The mediator shall be agreed to
by the parties. Each party shall be liable for its own expenses, including attorney's fees; however, the parties shall
share equally in the costs of the mediation. If the patties cannot resolve the dispute through mediation, then either
party shall have the right to exercise any and all remedies available under law regarding the dispute. Notwithstanding
the fact that the patties may be attempting to resolve a dispute in accordance with this informal dispute resolution
process, the parties agree to continue without delay all of their respective duties and obligations under this
Agreement not affected by the dispute. Either party may, before or during the exercise of the informal dispute
resolution process set forth herein, apply to a court having jurisdiction for a temporary restraining order or
preliminary injunction where such relief is necessary to protect its interests.
8q. Conflicts and Confidential Information:
(i) Disclosure of Conflicts. Owner hereby warrants to the City that Owner has made full disclosure in writing of
any existing or potential conflicts of interest related to Owner's Services under this Agreement. In the event that
any conflicts of interest arise after the Commencement Date of this Agreement, Owner hereby agrees immediately
to make full disclosure to the City in writing.
(ii) Confidential Information. The Customer acknowledges that Owner may use products, materials, or
methodologies proprietary to Owner. The Customer agrees that Owner's provision of Services under this
Agreement shall not be grounds for the Customer to have or obtain any rights in such proprietary products,
materials, or methodologies unless the parties have executed a separate written agreement with respect thereto.
Owner, for itself and its officers, agents and employees, successor and assigns, agrees that it shall treat all
information provided to it by the City ("City Information" or "Customer Information") as confidential and shall
not disclose any such information to a third party without the prior written approval of the Customer.
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8r. Immigration Nationality Act: The City of Fort Worth actively supports the Immigration & Nationality Act
(INA) which includes provisions addressing employment eligibility, employment verification, and
nondiscrimination. Owner shall verify the identity and employment eligibility of all employees who perform work
under this Agreement. Owner shall complete the Employment Eligibility Verification Form (I-9), maintain
photocopies of all supporting employment eligibility and identity documentation for all employees, and upon
request, provide City with copies of all I.9 forms and supporting eligibility documentation for each employee who
performs work under this Agreement. Owner shall establish appropriate procedures and controls so that no services
will be performed by any employee who is not legally eligible to perform such services. Owner shall provide City
with a certification letter that it has complied with the verification requirements required by this Agreement. Owner
shall indemnify City from any penalties or liabilities due to violations of this provision. City shall have the right to
immediately terminate this Agreement for violations of this provision by Owner.
8s. Signature Authority: The person signing this agreement hereby warrants that he/she has the legal authority to
execute this agreement on behalf of the respective party, and that such binding authority has been granted by proper
order, resolution, ordinance or other authorization of the entity. This Agreement, and any amendment(s) hereto, may
be executed by any authorized representative of Owner whose name, title and signature is affixed on the
Verification of Signature Authority Form, which is attached hereto as Exhibit "E" and incorporated herein by
reference. Each party is fully entitled to rely on these warranties and representations in entering into this Agreement
or any amendment hereto.
8t. Severability: If any provision of this Services Agreement is held to be invalid, illegal or unenforceable, the
validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
8u. Entirety of Agreement: This Agreement, including any exhibits attached hereto and any documents
incorporated herein by reference, contains the entire understanding and agreement between the City and Owner,
their assigns and successors in interest, as to the matters contained herein. Any prior or contemporaneous oral or
written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement.
[SIGNATURE PAGE FOLLOWS]
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ACCEPTED AND AGREED:
CITY OFF T WORTH: DOCUMATION of N rth Texas, Inc.
By:
Sus Alanis ® 000060
Hans
i
stant City Manager 8� o resident & General Manager
0
00
Date:
ATTESrre O000p� ST:
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By.
Mary J. Kayser Name
City Secretary Title
APPROVED A FORM
Services Agreement
DOCUmanage of North Tesas, Inc.
Page 1 I of 12
ND LEGALITY: CONTRACT AUTHORIZATION:
OFFICIAL RECORD!
CITY SECRETARY
To WORTH, Tx
EXHIBITS LIST
The Exhibits described below are attached hereto to this Services Agreement and/or incorporated herein by reference for all
purposes.
Exhibit "A" —Statement of Work
Exhibit "B" —Payment Schedule —Monthly costs related to payment for equipment are set forth in the DOCUmanage
Agreement as Exhibit B, which is incorporated herein by reference. Monthly costs related to payment for services, new
equipment, add-ons and supplies are set forth in Exhibit B- I, which is attached hereto. References to Exhibit B in the Statement
of Work attached to this Services Agreement are references to Exhibit B-1.
Exhibit "C" —Equipment List (Set forth in the DOCUmanage Agreement as Exhibit A, which is incorporated herein by
reference)
Exhibit "D" —Network Access Agreement (Attached hereto and incorporated herein, separately executed between the parties
on February 3, 2016.
Exhibit "E" —Signature Authority Form
Exhibit "G" —Equipment Fees —Termination Prior To End of Term as Exhibit C, which is incorporated herein by reference.
Services Agreement
DOCUmanage of North Texas, Inc.
Page 12 of 12
EXHIBIT "A"
O
Business Technology Integration.
Managed Print Services
Statement of Work
January 2016
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DOCUmation —Managed Print Services
Table of Contents
Executive Overview 3
Introduction 3
Situation 3
Solution Overview 3
Impact 3
Solution 4
Print Management and Workgroup MFP Programs 4
Printers 4
Software 5
Replacement Devices 5
Parts and Supplies 5
Support and Service Level Agreements 5
Training 7
Reporting 8
Installation Schedule 8
Costs 8
Current 8
Costs — See Exhibit B 9
Potential Additional Costs as listed in Exhibit B: 9
Additional Items 10
Printer Returns 10
Quarterly Reconciliation — Desktop Printers 10
Authorization to Proceed 11
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DOCUmation —Managed Print Services
Executive Overview
Introduction
DOCUmation of North Texas, Inc. (DOCUmation) is pleased to propose the following solution to the City
of Fort Worth. This proposal summarizes the results of a thorough assessment with personnel from each
of the departments to determine the number and placement of work group multi -functional printers
(MFP) and Desktop printers.
Situation
The City of Fort Worth currently has a printer fleet encompassing over 1,500 desktop printers and/or
desktop MFPs. For these devices there are over 234 models that IT Solutions is supporting. Each
department is purchasing their own toner cartridges, maintenance kits, parts, etc. for each of the different
models. Because there is no consistency in the type of toner cartridges or parts purchased, the cost per
page varies significantly. This makes it impossible for any department to accurately budget for printing
costs. The lack of standardization creates many issues other than different costs per page.
The City of Fort Worth's current contract for work group MFPs is over budget, primarily due to the color
overages that occur each quarter. Because there was no history to properly budget for color copies, a
number of 40,000 was used. The City of Fort Worth currently averages 130,000 color pages per month.
This has created a shortfall based on the current five year contract.
Solution Overview
After a thorough assessment of both the Print Management program and the current MFP program, we
have determined the most effective solution is to extend the current MFP contract, increasing the color
monthly contracted volume to 45,000 from 40,000 and reduce the overall equipment monthly rental cost
by 11%. The Print Management program includes upgrading or replacing 907 devices and eliminating 713
desktop devices. As part of the program, we will also implement one software program that will
substantially increase IT Solution's productivity.
Impact
The benefits to the City of Fort Worth include:
• City of Fort Worth will no longer have to manage desktop printers saving thousands of
manpower hours allowing IT to focus on our core business.
• City of Fort Worth will reduce the number of desktop devices from 234 different models
to eight models. Streamlining these devices will improve productivity, providing
additional capabilities and the same quality for all employees.
• City of Fort Worth will no longer have to buy toner cartridges or purchase replacement
devices for outdated printers. Currently the City of Fort Worth has a fleet ranging from
30 years old to new. This also eliminates wastage from unused toner cartridges that are
obsolete when a department purchases a new printer model.
• The comprehensive program also includes one software program that will provide
reporting that will track usage by department and by individual user. This will allow each
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DOCUmation —Managed Print Services
department to adequately budget for producing documents. Our software solution also
eliminates manual tracking and charging back to each department which currently takes
many hours each month to produce our current report.
Solution
Print Management and Worl<�roup MFP Programs
The proposed solution includes:
• Two Hundred Fifty Two (252) Worl<group MFP's
• Ninety Seven (97) Ricoh MP 301SPF (31 ppm BW Desktop MFP's)
• One (1) Ricoh MPC 305SPF (31 ppm Color Desktop MFP's)
• One Hundred Sixty Nine (169) Ricoh MPC 306SPF (31 ppm Color Desktop MFP's)
• Twenty Two (22) Ricoh MPC 401SP (42 ppm Color MFP)
• One (1) Ricoh MPC 401SR (42 ppm color MFP)
• Three Hundred Fifty Nine (359) Kyocera Blacl< &White Printer (52 ppm)
• Two Hundred Thirty Two (232) Ricoh SP C440DN Color Desktop Printers (42 ppm)
• Twenty Four (24) Ricoh SPC 830DN (Ricoh Color Printer (11x17) 45 ppm)
• Two (2) Ricoh Rosetta Printers (MICR Check Printers)
• Four Hundred Fifty (450) Card Readers
• Includes PaperCutMF Software with 5 year maintenance and support for 6,750 users
• DOCUmation is recommending to eliminate 713 desktop printers while upgrading 910 devices
• Replace 234 different models with eight different models
Printers
Desktop Devices —includes all equipment, parts, labor and supplies including toner for 600,000 black &
white impressions per month at $0.0095 per impression and 160,000 color impressions per month at
$0.085 per impression. Overages will be billed quarterly at $0.0095 for black & white impressions and
$.085 for color impressions and includes all parts, labor and supplies.
Workgroup Devices ludes all equipment, parts, labor and supplies including toner for 840,000 black
&white impressions per month at $0.006 per impression and 45,000 color &MICR impressions per month
at $0.056 per impression. Overages will be billed quarterly at $.006 for black & white impressions and
$.056 for color & MICR impressions and includes all parts, labor and supplies.
City of Fort Worth has the ability to reduce volume commitments up to 5% in years 2-5 of agreement.
All software/firmware upgrades will be provided throughout the term of the Agreement.
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DOCUmation —Managed Print Services
Softwa re
PaperCutMF software will allow tracking of print and copy by user, copy code, and fund/center.
DOCUmation's proposal includes installation, implementation, training, five years maintenance and
support, 450 MFP licenses, 450 card readers, and software upgrades for the term of the agreement. This
also includes 6,750 network users.
Replacement Devices
Service Loaners
Service Loaners will be provided if
• apart is not available within two (2) business days,
• if a department will be down for more than eight (8) hours and there is not an option to print to
another device within the same work group area, or
• if a device has more than five (5) service calls per month.
The Service Loaner device will be as similar as possible to the one being replaced and will be stored at
DOCUmation's Grapevine warehouse.
Hot Spares
Hot Spares will replace anon -functioning device deemed `Business Critical' within 3 business hours.
These devices will be stored at the City of Fort Worth. When a Hot Spare is used to replace a `Business
Critical' device it will be restocked in the storage area. The City of Fort Worth will provide a list of 'Business
Critical' printers to DOCUmation for reference.
Replacements
Devices will be replaced with like for like or better equipment when
• a device cannot be repaired to the City of Fort Worth's or to DOCUmation's satisfaction,
• if a device cannot be repaired due to unavailability of parts, or
• in the unlikely event, that service for any piece of equipment is no longer available.
The replacements will occur at no cost to the City of Fort Worth.
Parts and Supplies
DOCUmation utilizes only Original Equipment Manufacturer parts and supplies to ensure the highest
integrity of the product and maximum uptime for the system.
Support and Service Level Agreements
Workgroup or Desktop Devices
When an issue arises with a device, a call should be made or an email sent to DOCUmation's Service
Dispatch Department.
1-800-543-2865 or docuserviceC@mation.com
SAP a g e
DOCUmation —Managed Print Services
The operation times for DOCUmations Service Dispatch Department is Monday through Friday, 8:00 am
to 5:00 pm CST.
City of Fort Worth staff will immediately talk to a live DOCUmation dispatcher if placing a service call via
the 800 number. The DOCUmation dispatcher will determine if a DOCUmation Field Service Technician is
required on site to address the issue or if the issue can potentially be resolved remotely with
DOCUmation's Help Desk Technicians. Help Desk Technician will respond to customer within one (1) hour
after call has been placed with Dispatcher and will work with customer to resolve issue. If issue cannot
be resolved or Help Desk Technician is unable to talk live with customer within two hours of service call
being placed, Help Desk Technician will assign issue to a Field Service Technician who will contact
customer within one (1) hour to provide on -site ETA.
Support and Service Level Agreements -Desktop and Workeroua Hardware
Level of Issue
Routine —Help Desk
Technician
Routine —Field Service
Technician
'Business Critical'
Devices —Field Service
Technician
Description
Customer initiated
service call - Remote
access required for
resolution
Customer initiated
service call - On site
access required for
resolution
Customer initiated
service call - On site
access required for
resolution
Response Time Within
(Hours)
1 Hour
1 Hour— Phone
Communication
urs — On site
4Ho
1 Hour— Phone
Communication —
'Business Critical'
2Hours —On site
Corrective Action Plan
Formulated Within
(Hours)
2 Hours
4 — 8 hours*
3 hours*
* Field Service Technician will communicate corrective action plan in unlikely event issue is not resolved
during initial service call
PaperCutMF Software
DOCUmation is the first line of support for the PaperCutMF software. Support hours are Monday through
Friday, 8:00 am to 5:00 pm CST.
In addition, a premium service contract will be in place with the US PaperCut support and distribution
organization for an added level of support and availability. The PaperCut Premium Service Support
contact number is 877-290-3327 and hours of support are Monday through Friday, 8:00 am to 6:00 pm
and the SLAB are listed:
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DOCUmation —Managed Prinl Services
Support and Service Level Agreements—PaoerCutMFSoftware
Level of Issue Description
Critical Software crashes under
normal use or is
unusable as a whole
Serious Important Software
feature is unusable or
Product performance is
unacceptable
Routine Less important
Software feature is
unusable or is
resolvable by easy
temporary End User
work around, or
derogation in Software
performance is slight
Escalation Process
Response Time Within
(Hour / Business Day)
2 Hours
1 Day
1 Day
Corrective Action Plan
Formulated Within
(Business Days)
1 Day
2 Days
5 Days
If a Service Technician cannot resolve a problem, the issue will be escalated to the Service Manager,
Donnie Paxton.
Customers can also escalate to Julie Gallagher -Gough or Allison Vul<ovich.
Training
DOCUmation will provide Unlimited Training and Support not only at the time of installation but anytime
during the term of the Agreement including training for PaperCutMF.
• Irene Dancer will be the point of contact for training.
• DOCUmation will schedule training with each department unless instructed by the City of Fort
Worth to do otherwise.
• Training will be performed in a classroom setting.
• Group meetings can also be scheduled after training to answer any questions a group may have.
• Training can also be requested for a new employee, refresher training, or for special projects.
These are just a few examples of when additional training may be requested.
• DOCUmation's goal is to provide seamless implementation for delivery, installation and training.
Our employees take a tremendous amount of pride in attention to detail, professionalism and
commitment to excellence.
DOCUmalion —Managed Print Services
Reporting
Critical Call Reports
The Crcal Call Report is produced weekly and lists any device that has three or more calls in a month.
When a device is listed on the report, DOCUmation's Service Manager determines if there is a reoccurring
issue or why there are multiple service calls. He will map out a solution to the any issues with the device.
Quarterly Reports
Quarterly Reports provide the service history for the previous quarter. The reports include every service
call, detail, uptimes, average response times and average monthly volumes. Once the report has been
compiled, a meeting will be scheduled with IT Solutions to discuss. Quarterly Reporting will also include
a "Move/Changes Report" which will provide details on all moves/changes by devices for the previous
quarter.
Installation Schedule
A full installation schedule will be provided upon execution of the contract agreement. The schedule will
include the installation of the Workgroup and Desktop printers as well as the installation of the
PaperCutMF software. DOCUmation expects there will be approximately 120 devices installed each week
during the installation period for an anticipated duration of eight weeks.
Donnie Paxton will be the project manager for this endeavor. He can be reached at 817-819-5544 or
dpaxton@mation.com.The team will consist of Donnie, two delivery drivers, and two installation
technicians. Additional contacts for installation include Julie Gallagher -Gough at
igallaghergough@mation.com and Alli Vukovich at avukovich@mation.com.
DOCUmation will remove the 1,623 printers (713 identified for elimination and 910 that will be replaced)
and dispose or recycle of as appropriate. DOCUmation will require an authorized 'Equipment
Removal/Buyout Authorization' (ERBA) form detailing location, model and serial numbers for all devices
scheduled for disposal.
COStS
Current
Current Monthly Costs for Desktop Printing
• Includes 754,524 for B&W pages
• Includes 239,061 for Color pages
Current Monthly Costs for Worlgroup MFP Printing
• Current Equipment costs - $23,821.00
• Contract B&W Volume (900,000 @ $.006) - $5,400.00
• Contract Color Volume (40,000 @ $.056) - $2,240000
$58,366.98
$38,231.47
DOCUmation —Managed Print Services
• Overages for B&W Volume (215,876 @ $.006) - $11294.90
• Overages for Color Volume (97,778 @ $.056) - $5,475957
Total Current Monthly Costs for Producing Documents
Costs —See Exhibit B
Exhibit B includes:
• Proposed Cost for New Equipment, Service &Supplies and Software
• Cancellation Cost
• Potential Cost for adding desktop printers or desktop MFP's and accessories
• Potential Cost for Moves or Changes
• Potential Cost for Short Term Rentals
Proposed Cost (Listed in Exhibit B)
The Proposed Cost of $79,342 fora 60 month Equipment Rental includes:
$96,598.45
• All equipment cost for 1,159 devices (907 Desktop printers and 252 Worl<group MFPs)
• All installation, service and support for the 1,159 devices detailed on the Equipment List
Attachment
• PaperCutIVIF Software and everything listed under the Software Section (Page 4)
• Includes all parts, labor and supplies (excluding throughput stock) for both Desktop and
Worl<group printers
• Includes a credit per month of $872.00 (60 month credit of $52,320.00 trade in value for 169
current printers)
Cancellation Cost (Listed in Exhibit B)
Either party may terminate the service portion of this agreement for breach of duty, obligation or
warranty upon exhaustion of all remedies set forth in Section 81. In the event either party exercises this
termination clause, the city will have the option to purchase and take ownership of the equipment and
software portion of this agreement at the time of termination.
Potential Additional Costs as listed in Exhibit B:
Potential additional costs could include adding a new or refurb printer or desktop MFP,adding accessories
such as a cabinet or paper bank, moves and changes, or short term rentals.
New and Refurb Equipment (See Exhibit B)
9iPaye
DOCUmation —Managed Print Services
In the event a department requests new equipment only, there will be an initial upfront cash payment to
maintain the current 60 month rental pricing. Pricing for new and remanufactured equipment can be
found in Exhibit B.
Moves and Changes Cost (See Exhibit B)
DOCUmation will provide 25 Desktop printer moves and one Worlgroup move at no cost to the City of
Fort Worth for the first year after installation of the Print Management Program and will include 10
Desktop printer moves per year at no cost for years two through five. DOCUmation will coordinate
moves/changes with City of Fort Worth support staff to ensure appropriate infrastructure (network,
electrical, etc.) is in place. After the number of moves listed above have been met in the appropriate year,
moves for Workgroup MFP's and for desktop printers will follow the schedule listed in Exhibit B.
Short Term Rentals Costs (See Exhibit B)
DOCUmation will provide short term rentals to the City of Fort Worth for special events lasting a period
not to exceed 90 days. Pricing for Delivery & Pick Up in exhibit B includes installation, set-up and training.
Pricing on the chart below is based on actual "Cost Per Page" usage. No base "Rental" will be charged for
short-term rentals. Cost Per Page and Delivery & Pickup will be invoiced upon pick-up based on the rates
provided in Exhibit B.
Additional Items
Printer Returns
DOCUmation will allow the City of Fort Worth to return up to 10% of the Desktop Printer fleet without
penalty based on changing output requirements at the City for year one of the agreement and
Desktop Printer fleet per year for years two through five. The City of Fort Worth must authorize a
DOCUmanage Agreement Supplement to acknowledge and approve removals.
Quarterly Reconciliation —Desktop Printers
DOCUmation will reconcile all additions and removals for desktop printers for invoicing purposed on a
quarterly basis. Physical installations and removals will take place on an as needed basis.
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DOCUmation —Managed Print Services
Authorization to Proceed
The use of signatures on this Proposal is to ensure agreement on service agreement objectives and the
work to be performed by DOCUmation.
DOCUmation's signature signifies our commitment to proceed with the project as described in this
document. Please review this document thoroughly, as it will be the basis for all work performed by
DOCUmation on this project.
This Proposal is valid for a period of sixty (60) days from the date that this proposal is provided by
DOCUmation to the City of Fort Worth unless otherwise agreed upon by both parties.
Citv of Fc
SignaturE
Susan Alapia
Assistant Citg XMIaQ"
Printed Name and Title
DOCUmation of Nc
Signature
Printed Name and
33/d
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DOCUmation —Managed Print Services
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DOCUmation —Managed Print Services
EXHIBIT B and EXHIBIT 134
PAYMENT SCHEDULE
Payment Schedule —Monthly costs related to payment for equipment are included in a 1 page document in the
DOCUmanage Agreement set forth as Exhibit B, and is incorporated herein by reference.
Payment Schedule —Monthly costs related to payment for services, new equipment, add-ons and supplies are set
forth in Exhibit B-I, which is attached hereto and incorporated herein. References to Exhibit B in the Statement of
Work attached to this Services Agreement are references to Exhibit B-1.
EXHIBIT "B-1"
Monthly Costs
Equipment $52,482.00
• Equipment costs ($46,114.00)
• Includes a Printer Trade in credit ($872.00)
• Includes PaperCutMF Software $75240.00
o Includes implementation, maintenance and support
o Includes 450 Scan Licenses and 450 Card Readers
o Includes 6,750 User Licenses
Services
$26,860.00
• Includes 840,000 for B&W Workgroup impressions @ $.006
• Includes 45,000 for Color Workgroup & MICR impressions @ $.056
• Includes 600,000 for B&W Desktop impressions @ $.0095
• Includes 160,000 for Color & Desktop impressions @ $.085
Total Cost for Producing Documents $79,342.00
This total does not include the cost for overages should they occur. Overages will be calculated based
on the cost per page listed above.
The Cost of $79,342 fora 60 month Equipment Rental includes:
• All equipment cost for 1,159 devices (907 Desktop printers and 252 Workgroup MFPs)
• A11 installation, service and support for the 1,159 devices detailed on the Equipment List
Attachment
• PaperCutMF Software and everything listed under the Software Section (Page 4)
• Includes all parts, labor and supplies (excluding throughput stock) for both Desktop and
Workgroup printers
• Includes a credit per month of $872.00 (60 month credit of $52,320.00 trade in value for 169
current printers)
Additional Cost (optional)
• New and Refurb Equipment cost for printers and desktop MFP's additions after the initial
installation:
New & Refurb
Monthly
Model Base
Kyocera FS-
4200DN $ 17.00
Paper Tray $ 6.00
Cabinet $ 6.00
Ricoh SP C440DN ( $ 21.00
Paper Tray $ 6.00
Cabinet $ 3.00
Ricoh MP 301SPF $ 28.00
Paper Tray $ 4.00
Cabinet $ 3.00
Ricoh MP
C305SPF* $ 38.00
Paper Tray $ 5.00
Cabinet $ 3.00
Ricoh MP C401 ( $ 45.00
Paper Tray $ 15.00
Cabinet I $ 11.00
Fax $ 3.00
Ricoh SP C830DN $ 40.00
*Refurb option not available on MP C305SPF and SP 3510 until years 2-5 of agreement
• Initial Payment Requirements for New Equipment Add-Ons to Maintain Current Rental Payment
(Co -Term):
New Equipment Only
Monthly I
Base 57 mo. 54 mo. 51 mo. 48 mo. 45 mo. 42 mo. 39 mo. 36 mo. 24 mo. 12 mo.
Initial Initial Initial Initial Initial Initial Initial Initial Initial Initial
Model Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment
Kyocera FS-420013N $ 17.00 $ 94.00 $124.00 $155.00 $182,00 $ 215.00 $ 248.00 $ 292.00 $ 311.00 $ 459.00 $ 615.00
1PaperTray $ 6.00 $ 33.00 $ 44.00 $ 55.00 $ 65.00 $ 76.00 $ 88.00 $103,00 $110.00 $ 162.00 $ 217.00
Cabinet $ 6.00 $ 33.00 $ 44.00 $ 55.00 $ 65.00 $ 76.00 $ 88.00 $103.00 $110.00 $ 162.00 $ 217.00
I
Ricoh SP C44ODN $ 21.00 $116.00 1 $153.00 1 $191.00 1 $ 225.00 1 $ 265.00 $ 306.00 $ 360.00 1 $ 385.00 1 $ 566.00 $ 760.00
1PaperTray $ 6.00 1 $ 33.001 $ 44.001 $ 55.001 $ 65.001 $ 76.00 $ 88.00 $1030001 $110.001 $ 162.00 $ 217.00
Cabinet 1 $ 3.00 1 $ 17.00 1 $ 22.00 1 $ 28.00 1 $ 33.001 $ 38.001 $ 44.001 $ 52.00 1 $ 55.00 1 $ 81.00 1 $ 109.00
1Ricoh MP 301SPF 1 $ 28.0011 $154.00 1 $204.00 1 $255.00 1 $ 300.00 1 $ 353.00 1 $ 408.00 1 $ 480.00 1 $ 513.00 1 $ 755.001 $1,013.00
1PaperTray 1 $ 4.0011 $ 22.001 $ 30.001 $ 37.001 $ 43.001 $ 51.001 $ 59.001 $ 69.001 $ 74.001 $ 108.001 $ 145.00
1Cabinet ( $ 3.00 it $ 17.001 $ 22,001 $ 28.001 $ 33.00 1 $ 38.001 $ 44.001 $ 52.00 1 $ 55.00 1 $ 81.001 $ 109.00
I I II I I I I I I I I I
1Ricoh MP C305SPF $ 38.0011 $209.00 1 $277.00 1 $345.00 1 $ 406.00 1 $ 479.00 1 $ 553.00 1 $ 652.00 1 $ 695.00 1 $1,025.00 1 $1,374.00
�PaperTray 1 $ 5.0011 $ 28.001 $ 37.001 $ 46.001 $ 54.001 $ 63.001 $ 73.001 $ 86.001 $ 92.001 $ 135.001 $ 181.00
1Cabinet 1 $ 3.0011 $ 17.001 $ 22.001 $ 28.001 $ 33.001 $ 38.001 $ 44.001 $ 52.001 $ 55.001 $ 81.001 $ 109.00
I I II I I I I I I I I I
Ricoh MP C401 1 $ 45.0011 $248.00 1 $327.00 1 $409.00 1 $ 481.00 1 $ S67.00 1 $ 655.00 1 $ 772.00 1 $ 823.00 1 $1,213.00 1 $1,627.00
PaperBank 1 $ 15.00 11 $ 83.001 $109.00 1 $137.00 1 $161.00 1 $189.00 1 $ 219.00 1 $ 258.00 1 $ 275.00 1 $ 405.001 $ 543.00
1 Fax 1 $ 11.00 11 $ 61.001 $ 80.001 $100.00 1 $118.00 1 $139.00 1 $161000 1 $189.00 1 $ 202.00 1 $ 297.001 $ 398.00
1Cabinet 1 $ 3.0011 $ 17.001 $ 22.001 $ 28.001 $ 33.001 $ 38.001 $ 44.001 $ 52.001 $ 55.001 $ 81.001 $ 109.00
I 1 11 1 1 1 1 1 1 1 1 1
1 Ricoh SP C830DN 1 $ 40.0011 $220.00 1 $291.00 1 $363.00 1 $ 428.00 1 $ 504.00 1 $ 583.00 1 $ 686.00 1 $ 732.00 1 $1,078.00 1 $1,447.00
PaperBank 1 $ 11.0011 $ 61.001 $ 80.001 $100.00 1 $118.00 1 $139.00 1 $161.00 1 $189.00 1 $ 202.00 1 $ 297.001 $ 398.00
I I II I I I I I I I I I
1 Ricoh SP 3510 1 $ 21.0011 $116.00 1 $153.00 1 $191.00 1 $ 225.00 1 $ 265.00 1 $ 306.00 1 $ 360.00 1 $ 385.00 1 $ 566.001 $ 760.00
• Moves and Changes Cost
After the cumber of moves listed in the SOW have been met in the appropriate year, moves
for Workgroup MFP's and for desktop printers will follow the schedule listed below:
Cost for Additional Stairs or
Devices/Product Cost of initial Move Devices going to the same location Steps
Workgt•oup MFP $125.00 $75.00 $5.00 each
Desktop Printers/MFP $75.00 $30.00 $5.00 each
• Short Term Rentals Cost
Pricing for Delivery & Pick Up on the chart below includes installation, set-up and training.
Pricing on the chart below is based on actual "Cost Per Page" usage. No base "Rental" will be
charged for short-term rentals. Cost Per Page and Delivery & Pickup will be invoiced upon pick-
up based on the rates provided below:
Segment
BW Desktop
Color Desktop
Workgroup BW
Workgroup Color
Description
Laser BW Printer
Laser Color Printer
B W Ricoh MFP
Color Ricoh MFP
BW Cost
Per Page
$0.025
$0.025
$0.015
$.015
Color
Cost Per
Page
$0.12
Total
Delivery &
Pick Up
$150900
$150.00
$250000
$250900
Addn' 1
Devices @
same location
$60.00
$60.00
$125000
$125000
EXHIBIT C
EQUIPMENT LIST
Equipment List — The Equipment List is a 38 page document set it in the DOCUmanage Agreement as Exhibit
A, and is incorporated herein by reference.