HomeMy WebLinkAboutStaff Report 7046
City of Palo Alto (ID # 7046)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/14/2016
City of Palo Alto Page 1
Summary Title: Managed Print Services Contract with ARC
Title: Approval of Contract with American Reprographics Company, LLC (ARC)
for Managed Print Services for a Not-to Exceed Total of $1,683,173 Over Five
Years
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that Council authorize the City Manager or his designee to enter into a 5-
year contract with American Reprographics Company, L.L.C. (ARC) (Attachment A) to provide
city-wide multifunctional printer (MFP) equipment and coinciding managed print services (MPS)
in an amount not to exceed $367,068 per year in place of the expired Toshiba copier lease
agreement and the current month-to-month Toshiba agreement.
Executive Summary
The City of Palo Alto has used services provided by ARC for document scanning, storage,
retrieval and collaboration as part of the City’s ongoing effort to transform paper-based
processes into the electronic workspace. Staff is recommending the next step in this evolution
by entering into the ARC contract to implement new multifunctional printers under a managed
print services model that links via the cloud to the ARC document storage platform. The new
MFPs would replace the City’s current fleet of standard office copiers. Staff evaluated solution
options from a number of vendors offered through cooperative pricing arrangements and
determined that ARC offered the best combination of price and features.
Background
In Palo Alto’s continued efforts of becoming a digital and sustainable city, the City has
contracted with ARC Document Solutions for a software as a service (Saas) document imaging
and records management solution, known as Plan Well Collaborate. The ARC SaaS electronic
document management system (DMS) utilizes optical character recognition (OCR) technology
to enhance dynamic records management and retention. This includes document imaging and
scanning services of the City’s existing paper file records and to further enhance our ever
increasing digital records processing practices across the City organization.
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The benefits have significantly improved upon the security, integrity, and availability of public
record documents as well as: gaining back valuable square footage office space once taken up
by large file cabinet systems; savings in office supply costs from reduced copying and filing
practices; and sustainability gains from greener practices of using less paper, electricity and
fewer copier toner cartridges. These benefits are currently in practice in the Purchasing Division
where it has gone largely paperless as a business model.
This proposed contract would expand ARC’s paperless services by replacing the City’s current
fleet of copiers with multifunctional printers that are linked via the cloud to the ARC Plan Well
Collaborate system. The linkage between the MFPs and Plan Well Collaborate will allow City
staff to send electronic copies of documents directly into an electronic space from which
documents can be stored and shared without printing. This will represent another step in the
evolution of the City going paperless for its business operations, thus improving efficiency.
This new proposed contract with ARC does not make any changes to the City’s Print Shop,
which will continue to print the City Council packet and other large print jobs under the Print
Shop’s existing contracts.
Discussion
Solicitation Process:
In an effort to effectively address the City’s expiring Toshiba Lease Agreement for
Multifunctional Printer (MFP) equipment, ASD’s Purchasing and Contracts Administration
division conducted a procurement analysis of cooperative purchasing agency opportunities
(“COOP agreements”), as the most economical approach to renew MFP equipment service, as
provided under PAMC 2.30.360(J). During the comparative analysis of cooperative agreements
from each of the known MFP equipment lease providers, the Purchasing Division learned from
its current provider of document scanning and electronic records management SaaS that they
have a more economical service model for the City to consider over the traditional ‘equipment
lease’ model. After considerable research, staff determined that a more formal solicitation
would be impractical or unavailing and would not be useful or produce any advantage for the
City in that few vendors are currently offering the cost-per-copy service model and this model
would be more economically advantageous for the City as compared to the more traditional
equipment lease model. In addition, the current contract with ARC allows the City to terminate
services within a ninety-day period in the event other vendors begin entering the market place
and staff determines a formal solicitation would result in more favorable price or terms.
Accordingly, based on PAMC 2.30.360(b), the City Manager determined a solicitation would be
unavailing at this time and subsequently, ARC Document Solutions was selected over all others
to provide MFP equipment and Managed Print Services (MPS), because of the unique
advantages of their cost-per-copy service model.
Staff compared MPS offerings from ARC, Cannon, EIS-Xerox, Toshiba, Ricoh, Sharp and CT-
Konica, KBA-Kyocera and Ricoh. No other provider had the benefits listed below, while
City of Palo Alto Page 3
maintaining a competitive price point. This comparison is detailed in Attachment B. Note that
the costs for the vendors compared to ARC in Attachment B do not include the vendors’ click-
charge, which would make each vendor’s cost exceed the ARC cost. (This is noted on
Attachment B with the asterisk and highlighted in green.)
Unlike the other MFP/MPS service providers, ARC does not require equipment leasing. There is
no fix term cost that would otherwise prevent us from decreasing or even ending service
without penalty. ARC’s service model allows the City numerous advantages as detailed below.
Additionally, awarding to any other service provider may present technology problems of
untimely MPS service outages whenever ARC performs a system upgrade to our interfacing
electronic records management tool Plan Well Collaborate, which is used by City departments
for imaging, scanning and retrieval.
Benefits:
By utilizing our current provider ARC Document Solutions as our multifunctional printer
equipment provider we gain a number of unique advantages over all other MFP providers. The
first advantage is that through ARC’s “cost-per-copy” business model, ARC carries their own
equipment contracts with all printer manufacturers. Therefore, new MFP equipment is
provided ‘free’ to the City for use. The City benefits from this model as we may end service at
any time without term penalty; We can change up equipment without penalty or restriction;
We are constantly able to down grade or reduce our printer inventory over time as we
transition to increased electronic document processing.
Our current total cost of ownership as a fixed lease cost with costs tied to the leasing of Toshiba
copier equipment totals has average monthly $34,958. ARC’s cost-per-copy proposal offers a
declining cost model. In the first year the cost-per-copy cost is reduced by a client standard
20%. In each subsequent year the cost-per-copy cost is reduced another 5% to 11% on average,
depending upon how progressive the organization becomes in printing less or going paperless
in office practices. The 20% reduction is largely due to two realized efficiencies as follows:
1) One area of cost reducing efficiency is realized by our ability to eliminate a
significant amount of printer equipment, such as 50+ augmenting large HP
color printers which would also free up valuable square footage of office
floor space once occupied by this equipment. Along with 39 fax machines
and associated analog lines, and an initial ongoing reduction of local
desktop printers no longer needed under the newer technology. The
City’s current fleet of some 300 local desktop printers throughout the City
would no longer be required for the sole benefit of confidential printing
purposes where the new MFP equipment provides “secured print”
technology where users retrieve print jobs in their presence from a print
retrieval queue at any networked MFP of their choice, rather than having
documents sit in waiting on unsecured centralized printers. The secure
print technology also assists in reducing waste in print retrieval. Studies
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by MFP equipment providers validate that 20 percent of the paper printed
by printers are never picked up. In the secure print environment desktops
print to a retrieval queue and if not printed from the queue will simply
expire without wasting paper, toner and electricity.
2) The other cost reducing efficiency is continuously realized through “rules
based printing” as a dynamic feature of the managed print services
software. One of its dynamics is in helping manage the routing of print
work from desktops to appropriate print devices, such as forcing large
print work to the more efficient production print shop equipment.
Another dynamic is an ability to regulate print activity, such as restricting
certain types of printing in Color to B&W instead, or in some cases not
allow printing at all. Another dynamic feature is in providing customizable
popups on desktops to inform system users on printing smarter, such as
an individual’s printing cost against their budget, their green footprint
compared to next best performer, and tips to greener paperless
document management - as with Microsoft Office 365 and DocuSign.
Additional advantages include:
By not being tied to equipment leases means we have the flexibility to choose any brand
and model of MFP equipment we feel to be the best application in given business
environments at any time without penalty. This can mean multiple brands and /or
models across the City. Of course we would seek to standardize as much as possible to
maximize operational efficiency.
ARC includes all toner cartridges, printer paper, network monitoring, maintenance and
repair as built in costs. And within the service model of ARC’s MPS program they will
come out to the customer sight to physically replace low toner cartridges and stock
paper that they remotely monitor for replacement/replenishment.
The mobility of printing that Managed Print Services provides through a feature called
follow me print technology. This is a feature where not only can prints be retrieved from
any one networked printer through the secure print technology, but also remotely
printed from a phone or tablet app to the MPS print queue.
The feature rich reporting ability of ARC’s MPS platform. ARC conducts Quarterly
reviews and analysis of an organizations entire print activity, including ink/toner level
usage to provide from summary level to detailed office area level reports so mangers
can make informed decisions on printing practices as well as to recognize opportunities
for adopting print-less and paperless practices. ARC can also provide the City with MPS
dashboard featured access for onsite monitoring as well.
Another advantage is ARC’s Option 2 proposal for onsite equipment servicing. ARC
supplies the toner cartridges and paper - of choice - rolled into their proposed monthly
cost. Then ARC service representatives monitor and respond to low toner cartridge
level readings from the MPS system dashboard to replenish cartridges and paper. The
service reps can also see and proactively respond to errors or signs of failures registering
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on the MPS system dashboard. In doing so, unlike lease agreements the cost-per-copy
program allows ARC to replace equipment as needed without cost to the City. ARC’s
service level agreement (SLA) allows departments to stay focused and uninterrupted in
their work.
The benefits of managed print services extends beyond using managed print services software
itself to effectively integrate with e-document management software, such as with the City’s
current Office 365 platform and integrated “Plan Well Collaborate” platform to help close the
technology loop of achieving a more paperless office environment; Improving the security and
availability of information and documents; Provide ‘rules-based-printing” program to help
intelligently improve upon our printing practices, even to the point of printing less;
Automatically provide departments and city management with dynamic reporting to make
more informed decisions on the City’s printing practices to achieve maximum cost savings,
sustainably green goals, and business process efficiencies.
City departments with high-printing use were involved in review of ARC’s service model and
offerings of equipment. Department stakeholders were given the opportunity to view ARC’s
Demonstration of their MFP and MPS platform.
Resource Impact
The City currently receives copier services from Toshiba. The table below shows the proposed
cost of a new Toshiba contract using COOP pricing compared to the proposed ARC contract.
The direct or hard costs will increase approximately $2,500 per month under the new ARC
contract initially. However, with the expected decrease in printing volume, as the City shifts to
more pure electronic documents, that difference will be eliminated and an estimated cost
savings of $8,623 per month will be achieved by year five of the contract. The ARC contract
would include a service that delivers and installs new toner and replenishes paper, thus
removing $6,058 in related staff time or “soft costs” immediately. By not having to manage
toner and paper restocking, administrative staff will have a portion of time freed up for other
higher-value tasks.
The cost of the ARC contract will be covered within the existing budget for the citywide Toshiba
contract for printers along with the cost for toners and paper and will be allocated to
departments and funds based on usage as tracked by the MPS software. No additional budget
adjustement is requested as part of this contract amendment. The citywide cost for printing
under the ARC contract will be monitored and may be adjusted in the upcoming annual budget
cycle as printing demand requires. However, it is expected that with rules based printing and
monitoring offered with the MPS software, overall citywide printing costs will decrease in years
two through five of the contract.
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Multifunctional Printer Equipment/Service Cost Analysis
Description Toshiba
Lease
(with MPS)
Toshiba Annual
Lease Cost
PROPOSED ARC
Monthly Cost
(with MPS)
Proposed Annual
No Lease Cost
Proposed MFP
Equipment $ 23,035
$ 27,921
Toner $ - $ 2,184
Paper $ 3,109 $ 484
HP Printer
Maint./Depreciation
$ -
$ -
Fax lines 39 x $50 $ 1,950 $ -
Subtotal (Hard Costs): $ 28,095 $ 337,140 $ 30,589 $ 367,068
ordering toner (labor) $ - $ -
Replacing toner (labor) $ 1,133 $ -
Replacing paper
(labor) $ 4,365
$ -
invocie processing
(labor) $ 360
$ 120
Subtotal (Soft Costs):
$ 6,058
$ 120
Grand Total:
$ 34,153
$ 30,709
1st Yr.* $ 34,153 $ 409,840 $ 30,709 $ 368,506
2nd Yr. $ 34,153 $ 409,840 $ 29,313 $ 351,753
3rd Yr. $ 34,153 $ 409,840 $ 27,987 $ 335,838
4th Yr.** $ 34,153 $ 409,840 $ 26,727 $ 320,719
5th Yr.** $ 34,153 $ 409,840 $ 25,530 $ 306,356
5 Year Total Cost
Comparison***
$ 2,049,200
$ 1,683,173
* Lease cost does not adjust downwards for reduced printing for Toshiba
** Year 4 and 5 are estimates for Toshiba
*** Cost per click not included in the cost for Toshiba
Environmental Review
These services do not constitute a project for the purposes of the California Environmental
Quality Act.
Attachments:
Attachment A: ARC MPS Contract (PDF)
Attachment B: Comparison (PDF)
Attachment A
1
City of Palo Alto General Services Agreement Rev. April 27, 2016
CITY OF PALO ALTO CONTRACT NO.
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 1st day of January, 2017, by and
between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and ARC DOCUMENT SOLUTIONS, a Texas Limited Liability Company, doing
business at 2430 Mariner Square Loop, Ste A, Alemeda, Ca 94501, Telephone Number:
(415) 495‐2542 (“CONSULTANT”)(each a “Party” and collectively, the “Parties”). In
consideration of their mutual covenants, the parties hereto agree as follows:
1. SERVICES. CONSULTANT shall provide or furnish the services (the “Services”)
described in the Scope of Services, attached at Exhibit A.
Optional On‐Call Provision (This provision only applies if checked and only
applies to on‐call agreements.)
Services will be authorized by CITY, as needed, with a Task Order assigned and
approved by CITY’s Project Manager. Each Task Order shall be in substantially the
same form as Exhibit A‐1. Each Task Order shall designate a CITY Project
Manager and shall contain a specific scope of work, a specific schedule of
performance and a specific compensation amount. The total price of all Task
Orders issued under this Agreement shall not exceed the amount of
Compensation set forth in Section 5 of this Agreement. CONSULTANT shall only
be compensated for work performed under an authorized Task Order and CITY
may elect, but is not required, to authorize work up to the maximum
compensation amount set forth in Section 5.
2. EXHIBITS. The following exhibits are attached to and made a part of this
Agreement:
“A” ‐ Scope of Services
“A‐1” – On‐Call Task Order (Optional)
“B” ‐ Schedule of Performance
“C” – Schedule of Fees
“D” ‐ Insurance Requirements
“E” ‐ Performance and/or Payment Bond
“F” ‐ Liquidated Damages (Optional)
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED.
3. TERM.
Attachment A
2
City of Palo Alto General Services Agreement Rev. April 27, 2016
The term of this Agreement is from 12/01/2016 to 12/30/2021 inclusive, subject
to the provisions of Sections Q and V of the General Terms and Conditions. The
Term of this Agreement shall be for (60) sixty months (“Term”), beginning on the
date of installation. Thereafter, the term of this Agreement shall be renewed
only upon mutual agreement, unless otherwise terminated by either party.
4. SCHEDULE OF PERFORMANCE. CONSULTANT shall complete the Services within
the term of this Agreement in a reasonably prompt and timely manner based
upon the circumstances and direction communicated to CONSULTANT, and if
applicable, in accordance with the schedule set forth in the Schedule of
Performance, attached at Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONSULTANT agrees
to accept as not‐to‐exceed compensation for the full performance of the
Services and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ );
OR
The sum of thirty‐thousand, five hundred eighty‐nine dollars ($30,589)
per month, not to exceed a total maximum compensation amount of
three hundred sixty‐seven thousand, sixty‐eight dollars ($367,068) per
year; OR
A sum calculated in accordance with the fee schedule set forth at Exhibit
C, not to exceed a total maximum compensation amount of dollars
($ ).
CONSULTANT agrees that it can perform the Services for an amount not to
exceed the total maximum compensation set forth above. Any hours worked or
services performed by CONSULTANT for which payment would result in a total
exceeding the maximum amount of compensation set forth above for
performance of the Services shall be at no cost to CITY.
CITY has set aside the sum of dollars ($ ) for Additional
Services. CONSULTANT shall provide Additional Services only by
advanced, written authorization from the CITY Manager or designee.
CONSULTANT, at the CITY’s request, shall submit a detailed written
proposal including a description of the scope of services, schedule, level
of effort, and CONSULTANT’s proposed maximum compensation,
including reimbursable expense, for such services. Compensation shall
be based on the hourly rates set forth above or in Exhibit C (whichever is
applicable), or if such rates are not applicable, a negotiated lump sum.
CITY shall not authorize and CONSULTANT shall not perform any
Attachment A
3
City of Palo Alto General Services Agreement Rev. April 27, 2016
Additional Services for which payment would exceed the amount set
forth above for Additional Services. Payment for Additional Services is
subject to all requirements and restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
CONSULTANT’S compensation rates for each additional term shall be the
same as the original term; OR
CONSULTANT’s compensation rates shall be adjusted effective on the
commencement of each Additional Term. The lump sum compensation
amount, hourly rates, or fees, whichever is applicable as set forth in
section 5 above, shall be adjusted by a percentage equal to the change in
the Consumer Price Index for Urban Wage Earners and Clerical Workers
for the San Francisco‐Oakland‐ San Jose area, published by the United
States Department of Labor Statistics (CPI) which is published most
immediately preceding the commencement of the applicable Additional
Term, which shall be compared with the CPI published most immediately
preceding the commencement date of the then expiring term.
Notwithstanding the foregoing, in no event shall CONSULTANT’s
compensation rates be increased by an amount exceeding five percent of
the rates effective during the immediately preceding term. Any
adjustment to CONSULTANT’s compensation rates shall be reflected in a
written amendment to this Agreement.
7. INVOICING. CONSULTANT will bill CITY once a month based on meter. Any
meter/tracking data difference will be charged or credited to CITY’s overhead
account. If required, third‐party invoices will be provided to CITY at reimbursable
rates. Payment due from CITY will be provided on monthly statement. Special
billing reports and requirements beyond CONSULTANT’s standard billing
statement, project invoices, and data backup are available upon request for an
additional fee.
Send all invoices to CITY, Attention: Project Manager. The Project Manager is
Mary Figone, Dept.: Administrative Services Department, Accounts Payable
Division, Telephone: (650) 329‐2472. Invoices shall be submitted in arrears for
Services performed. Invoices shall not be submitted more frequently than
monthly. Invoices shall provide a detailed statement of Services performed
during the invoice period and are subject to verification by CITY. CITY shall pay
the undisputed amount of invoices within 30 days of receipt.
GENERAL TERMS AND CONDITIONS
Attachment A
4
City of Palo Alto General Services Agreement Rev. April 27, 2016
A. ACCEPTANCE. CONSULTANT accepts and agrees to all terms and conditions of
this Agreement. This Agreement includes and is limited to the terms and
conditions set forth in sections 1 through 7 above, these general terms and
conditions and the attached exhibits.
B. QUALIFICATIONS. CONSULTANT represents and warrants that it has the
expertise and qualifications to complete the services described in Section 1 of
this Agreement, entitled “SERVICES,” and that every individual charged with the
performance of the services under this Agreement has sufficient skill and
experience and is duly licensed or certified, to the extent such licensing or
certification is required by law, to perform the Services. CITY expressly relies on
CONSULTANT’s representations regarding its skills, knowledge, and
certifications. CONSULTANT shall perform all work in accordance with generally
accepted business practices and performance standards of the industry,
including all federal, state, and local operation and safety regulations.
C. INDEPENDENT CONSULTANT. It is understood and agreed that in the
performance of this Agreement, CONSULTANT and any person employed by
CONSULTANT shall at all times be considered an independent CONSULTANT and
not an agent or employee of CITY. CONSULTANT shall be responsible for
employing or engaging all persons necessary to complete the work required
under this Agreement.
D. SUBCONSULTANTS. CONSULTANT may not use subCONSULTANTs to perform
any Services under this Agreement unless CONSULTANT obtains prior written
consent of CITY. CONSULTANT shall be solely responsible for directing the work
of approved subCONSULTANTs and for any compensation due to
subCONSULTANTs.
E. TAXES AND CHARGES. CONSULTANT shall be responsible for payment of all
taxes, fees, contributions or charges applicable to the conduct of CONSULTANT’s
business.
F. COMPLIANCE WITH LAWS. CONSULTANT shall in the performance of the
Services comply with all applicable federal, state and local laws, ordinances,
regulations, and orders.
G. PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all
requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum
Wage), as it may be amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2)
hours of work in a calendar week within the geographic boundaries of the CITY,
CONSULTANT shall pay such employees no less than the minimum wage set forth
in Palo Alto Municipal Code section 4.62.030 for each hour worked within the
Attachment A
5
City of Palo Alto General Services Agreement Rev. April 27, 2016
geographic boundaries of the CITY of Palo Alto. In addition, CONSULTANT shall
post notices regarding the Palo Alto Minimum Wage Ordinance in accordance
with Palo Alto Municipal Code section 4.62.060.
H. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONSULTANT shall, at its sole
expense, repair in kind, or as the CITY Manager or designee shall direct, any
damage to public or private property that occurs in connection with
CONSULTANT’s performance of the Services. CITY may decline to approve and
may withhold payment in whole or in part to such extent as may be necessary to
protect CITY from loss because of defective work not remedied or other damage
to the CITY occurring in connection with CONSULTANT’s performance of the
Services. CITY shall submit written documentation in support of such
withholding upon CONSULTANT’s request. When the grounds described above
are removed, payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONSULTANT expressly warrants that all services provided under
this Agreement shall be performed in a professional and workmanlike manner in
accordance with generally accepted business practices and performance
standards of the industry and the requirements of this Agreement.
CONSULTANT expressly warrants that all materials, goods and equipment
provided by CONSULTANT under this Agreement shall be fit for the particular
purpose intended, shall be free from defects, and shall conform to the
requirements of this Agreement. CONSULTANT agrees to promptly replace or
correct any material or service not in compliance with these warranties,
including incomplete, inaccurate, or defective material or service, at no further
cost to CITY. The warranties set forth in this section shall be in effect for a period
of one year from completion of the Services and shall survive the completion of
the Services or termination of this Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONSULTANT’s work is completed in a
satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Excluding any improvements, additions, and/or new
inventions, know‐how, documentation, software, and data that relates
exclusively to CONSULTANT’s intellectual property (collectively, the
“CONSULTANT Pre‐Existing IP”), any reports, information, data or other material
(including copyright interests) developed, collected, assembled, prepared, or
caused to be prepared under this Agreement will become the property of CITY
without restriction or limitation upon their use and will not be made available to
any individual or organization by CONSULTANT or its subCONSULTANTs, if any,
without the prior written approval of the CITY Manager.
Attachment A
6
City of Palo Alto General Services Agreement Rev. April 27, 2016
L. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives
to audit, at any reasonable time during the term of this Agreement and for three
(3) years from the date of final payment, CONSULTANT’s records pertaining to
matters covered by this Agreement. CONSULTANT agrees to maintain accurate
books and records in accordance with generally accepted accounting principles
for at least three (3) following the terms of this Agreement.
M. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial
acceptance by CITY shall operate as a waiver on the part of CITY of any of its
rights under this Agreement.
N. INSURANCE. (a)INSURANCE AGAINST DAMAGE TO PROVIDED EQUIPMENT ‐ CITY,
at its own expense, shall obtain and maintain in full force and effect, without
interruption during the Term of the Agreement, insurance for the Equipment for
its full replacement value against all types of loss or casualty, including theft, fire,
flood and earthquake coverage, and CITY shall be responsible for any repair or
replacement of the Equipment during the Term made necessary by CITY’s act or
omission, or by any misuse or abuse of the Equipment. CONSULTANT agrees CITY
may meet this obligation through self‐insurance.
(b) CONSULTANT, at its sole cost, shall purchase and maintain in full force
during the term of this Agreement, the insurance coverage described at Exhibit
D. Insurance must be provided by companies with a Best’s Key Rating of A‐:VII or
higher and which are otherwise acceptable to CITY’s Risk Manager. The Risk
Manager must approve deductibles and self‐insured retentions. In addition, all
policies, endorsements, certificates and/or binders are subject to approval by
the Risk Manager as to form and content. CONSULTANT shall obtain a policy
endorsement naming the City of Palo Alto as an additional insured under any
general liability or automobile policy. CONSULTANT shall obtain an endorsement
stating that the insurance is primary coverage and will not be canceled or
materially reduced in coverage or limits until after providing 30 days prior
written notice of the cancellation or modification to the Risk Manager.
CONSULTANT shall provide certificates of such policies or other evidence of
coverage satisfactory to the Risk Manager, together with the required
endorsements and evidence of payment of premiums, to CITY concurrently with
the execution of this Agreement and shall throughout the term of this
Agreement provide current certificates evidencing the required insurance
coverages and endorsements to the Risk Manager. CONSULTANT shall include
all subCONSULTANTs as insured under its policies or shall obtain and provide to
CITY separate certificates and endorsements for each subCONSULTANT that
meet all the requirements of this section. The procuring of such required policies
of insurance shall not operate to limit CONSULTANT’s liability or obligation to
indemnify CITY under this Agreement.
Attachment A
7
City of Palo Alto General Services Agreement Rev. April 27, 2016
O. HOLD HARMLESS/INDEMNIFICATION. To the fullest extent permitted by law
and without limitation by the provisions of section N relating to insurance,
CONSULTANT shall indemnify, defend and hold harmless CITY, its Council
members, officers, employees and agents from and against any and all demands,
claims, injuries, losses, or liabilities of any nature, including death or injury to any
person, property damage or any other loss and including without limitation all
damages, penalties, fines and judgments, associated investigation and
administrative expenses and defense costs, including, but not limited to
reasonable attorney’s fees, courts costs and costs of alternative dispute
resolution), arising out of, or resulting in any way from or in connection with the
negligent performance of this Agreement. CONSULTANT’s obligations under this
Section apply regardless of whether or not a liability is caused or contributed to
by any negligent (passive or active) act or omission of CITY, except that
CONSULTANT shall not be obligated to indemnify for liability arising from the
negligence or willful misconduct of CITY. The acceptance of the Services by CITY
shall not operate as a waiver of the right of indemnification. The provisions of
this Section survive the completion of the Services or termination of this
Agreement.
P. NON‐DISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies that in the performance of this Agreement, it
shall not discriminate in the employment of any person because of the race, skin
color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height of
such person. CONSULTANT acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to
Nondiscrimination Requirements and the penalties for violation thereof, and
agrees to meet all requirements of Section 2.30.510 pertaining to
nondiscrimination in employment.
Q. WORKERS' COMPENSATION. CONSULTANT, by executing this Agreement,
certifies that it is aware of the provisions of the Labor Code of the State of
California which require every employer to be insured against liability for
workers' compensation or to undertake self‐insurance in accordance with the
provisions of that Code, and certifies that it will comply with such provisions, as
applicable, before commencing and during the performance of the Services.
R. TERMINATION.
CITY may terminate this Agreement prior to the expiration of the Term, without
cause, upon ninety (90) days prior written notice to ARC. Similarly, ARC may
elect, without cause, to terminate this Agreement upon ninety (90) days prior
written notice and take immediate possession of the Equipment and Software.
During the Term of this Agreement the Equipment and Software shall remain the
sole property of CONSULTANT.
Attachment A
8
City of Palo Alto General Services Agreement Rev. April 27, 2016
If CONSULTANT fails to perform any of its material obligations under this
Agreement, in addition to all other remedies provided by law, the CITY Manager
may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONSULTANT shall immediately
discontinue performance. CITY shall pay CONSULTANT for services satisfactorily
performed up to the effective date of termination. If the termination if for
cause, CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to CONSULTANT’s failure to perform its material
obligations under this Agreement. Upon termination, CONSULTANT shall
immediately deliver to the CITY Manager any and all copies of studies, sketches,
drawings, computations, and other material or products, whether or not
completed, prepared by CONSULTANT or given to CONSULTANT, in connection
with this Agreement. Such materials shall become the property of CITY.
S. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their
successors and assigns to all covenants of this Agreement. Neither Party shall
assign or transfer this Agreement without the prior written consent of the other
Party. No amendments, changes or variations of any kind are authorized
without the written consent of the other Party.
T. CONFLICT OF INTEREST. In accepting this Agreement, CONSULTANT covenants
that it presently has no interest, and will not acquire any interest, direct or
indirect, financial or otherwise, which would conflict in any manner or degree
with the performance of this Contract. CONSULTANT further covenants that, in
the performance of this Contract, it will not employ any person having such an
interest. CONSULTANT certifies that no CITY Officer, employee, or authorized
representative has any financial interest in the business of CONSULTANT and
that no person associated with CONSULTANT has any interest, direct or indirect,
which could conflict with the faithful performance of this Contract.
CONSULTANT agrees to advise CITY if any conflict arises.
U. GOVERNING LAW. This contract shall be governed and interpreted by the laws
of the State of California.
V. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the
entire agreement between the parties with respect to the services that may be
the subject of this Agreement. Any variance in the exhibits does not affect the
validity of the Agreement and the Agreement itself controls over any conflicting
provisions in the exhibits. This Agreement supersedes all prior agreements,
representations, statements, negotiations and undertakings whether oral or
written.
Attachment A
9
City of Palo Alto General Services Agreement Rev. April 27, 2016
W. NON‐APPROPRIATION. This Agreement is subject to the fiscal provisions of the
Charter of the CITY of Palo Alto and the Palo Alto Municipal Code. This
Agreement will terminate without any penalty (a) at the end of any fiscal year in
the event that funds are not appropriated for the following fiscal year, or (b) at
any time within a fiscal year in the event that funds are only appropriated for a
portion of the fiscal year and funds for this Contract are no longer available. This
Section shall take precedence in the event of a conflict with any other covenant,
term, condition, or provision of this Contract.
X. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONSULTANT shall comply with CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Division,
which are incorporated by reference and may be amended from time to time.
CONSULTANT shall comply with waste reduction, reuse, recycling and disposal
requirements of CITY’s Zero Waste Program. Zero Waste best practices include
first minimizing and reducing waste; second, reusing waste and third, recycling
or composting waste. In particular, CONSULTANT shall comply with the
following zero waste requirements:
All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals,
quotes, invoices, reports, and public education materials, shall be double‐
sided and printed on a minimum of 30% or greater post‐consumer
content paper, unless otherwise approved by CITY’s Project Manager.
Any submitted materials printed by a professional printing company shall
be a minimum of 30% or greater post‐consumer material and printed
with vegetable based inks.
Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including, but
not limited to, Extended Producer Responsibility requirements for
products and packaging. A copy of this policy is on file at the Purchasing
Division’s office.
Reusable/returnable pallets shall be taken back by CONTRCATOR, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide
documentation from the facility accepting the pallets to verify that pallets
are not being disposed.
Y. AUTHORITY. The individual(s) executing this Agreement on behalf of the parties
represent and warrant that they have the legal capacity and authority to do so
on behalf of their respective legal entities.
Z. PREVAILING WAGES
This Project is not subject to prevailing wages. CONSULTANT is not required to
pay prevailing wages in the performance and implementation of the Project in
Attachment A
10
City of Palo Alto General Services Agreement Rev. April 27, 2016
accordance with SB 7, if the contract is not a public works contract, if contract
does not include a public works construction project of more than $25,000, or
the contract does not include a public works alteration, demolition, repair, or
maintenance (collectively, ‘improvement’) project of more than $15,000.
OR
CONSULTANT is required to pay general prevailing wages as defined in
Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et
seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions
of Section 1773 of the Labor Code of the State of California, the CITY Council has
obtained the general prevailing rate of per diem wages and the general rate for
holiday and overtime work in this locality for each craft, classification, or type of
worker needed to execute the contract for this Project from the Director of the
Department of Industrial Relations (“DIR”). Copies of these rates may be
obtained at the Purchasing Division’s office of the CITY of Palo
Alto. CONSULTANT shall provide a copy of prevailing wage rates to any staff or
subCONSULTANT hired, and shall pay the adopted prevailing wage rates as a
minimum. CONSULTANT shall comply with the provisions of all sections,
including, but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813,
of the Labor Code pertaining to prevailing wages.
AA. DIR REGISTRATION. In regard to any public work construction, alteration,
demolition, repair or maintenance work, CITY will not accept a bid proposal from
or enter into this Agreement with CONSULTANT without proof that
CONSULTANT and its listed subCONSULTANTs are registered with the California
Department of Industrial Relations (“DIR”) to perform public work, subject to
limited exceptions. CITY requires CONSULTANT and its listed subCONSULTANTs
to comply with the requirements of SB 854.
CITY provides notice to CONSULTANT of the requirements of California Labor
Code section 1771.1(a), which reads:
“A CONSULTANT or subCONSULTANT shall not be qualified to bid on, be listed in
a bid proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as
defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.5. It is not a violation of this section for an
unregistered CONSULTANT to submit a bid that is authorized by Section 7029.1
of the Business and Professions Code or Section 10164 or 20103.5 of the Public
Contract Code, provided the CONSULTANT is registered to perform public work
pursuant to Section 1725.5 at the time the contract is awarded.”
Attachment A
11
City of Palo Alto General Services Agreement Rev. April 27, 2016
CITY gives notice to CONSULTANT and its listed subCONSULTANTs that
CONTRCATOR is required to post all job site notices prescribed by law or
regulation and CONSULTANT is subject to SB 854‐compliance monitoring and
enforcement by DIR.
CITY requires CONSULTANT and its listed subCONSULTANTs to comply with the
requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security
number, work classification, straight time and overtime hours worked each day
and week, and the actual per diem wages paid to each journeyman, apprentice,
worker, or other employee employed by, respectively, CONSULTANT and its
listed subCONSULTANTs, in connection with the Project.
The payroll records shall be verified as true and correct and shall be certified and
made available for inspection at all reasonable hours at the principal office of
CONSULTANT and its listed subCONSULTANTs, respectively.
At the request of CITY, acting by its project manager, CONSULTANT and its listed
subCONSULTANTs shall make the certified payroll records available for
inspection or furnished upon request to the project manager within ten (10) days
of receipt of CITY’s request.
[For state‐ and federally‐funded projects] CITY requests CONSULTANT
and its listed subCONSULTANTs to submit the certified payroll records to
the project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within
the 10 business day period, then CONSULTANT and its listed subCONSULTANTs
shall be subject to a penalty of one hundred dollars ($100.00) per calendar day,
or portion thereof, for each worker, and CITY shall withhold the sum total of
penalties from the progress payment(s) then due and payable to CONSULTANT.
Inform the project manager of the location of CONSULTANT’s and its listed
subCONSULTANTs’ payroll records (street address, city and county) at the
commencement of the Project, and also provide notice to the project manager
within five (5) business days of any change of location of those payroll records.
BB. CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the
case of any conflict between the terms of this Agreement and the exhibits hereto
or CONSULTANT’s proposal (if any), the Agreement shall control. In the case of
any conflict between the exhibits hereto and CONSULTANT’s proposal, the
exhibits shall control.
Attachment A
12
City of Palo Alto General Services Agreement Rev. April 27, 2016
CC.DISPUTE AND GOVERNING LAW: Any controversy or claim arising out of or
relating to this Agreement, or the breach thereof, shall be settled by binding
arbitration and judgment on the award rendered by the arbitrator. Such
judgment may be entered in any court having jurisdiction thereof. The prevailing
party in any arbitration concerning this Agreement shall be entitled to
reasonable attorneys' fees. Except as otherwise specifically stated, this
Agreement shall be governed by and construed in accordance with the laws of
the State of California without giving effect to any choice or conflict of law
provision or rule.
DD.WAIVER OF BREACH: No waiver of any provision of this Agreement shall be
effective unless such waiver is in writing and signed by the party against whom
such waiver is sought to be enforced.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
ARC DOCUMENT SOLUTIONS
Officer 1
By:
Name:
Title:
Officer 2
By:
Name:
Title:
Attachment A
1
City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT A
SCOPE OF SERVICES
SUMMARY
ARC Document Solutions, LLC (“ARC”) will provide the Equipment, Software, and Services
outlined in Exhibit A‐1.
IMPLEMENTATION: ARC shall plan and coordinate with the CITY of Palo Alto (“CITY”) a phased
in implementation process of agreed to brand(s) and models of multi‐functional printers, any
other equipment (scanners), and the Abacus Managed Print Services (MPS) software. ARC’s
implementation process shall include assessment of each implementing CITY department’s
business work processes. The implementation shall also provide adequate MPS and equipment
use training. The implementation process shall adequately assist the CITY in maximizing its use
of the managed print services technology and the equipment technology, both of which allow
the CITY’s to print less and increase use of the CITY’s electronic document management
practices. The implementation schedule can be found in Exhibit A‐2
SERVICE LEVEL: During the Term, ARC shall provide onsite service and/or remote service (when
access is allowed by CITY) during normal business hours (“Services”). Diagnosis will be
performed within a 4‐8 hour time‐frame and resolution, when feasible within 48 hours.
ONGOING SUPPORT, INSTALLATION, RELOCATIONS & REINSTALLATIONS: ARC and CITY agree
to meet, as needed, to discuss service, volume, and/or new technologies. CITY agrees the
Equipment shall not be relocated without the prior written approval of ARC. Relocation and
software re‐installation fees will be assessed at the time of the request at $150.00 per hour.
CITY agrees not to allow any sub‐tenants with additional networks to use or access ARC
Equipment without the prior approval of ARC.
CITY may option to have ARC change out the brand and/or model of equipment at any one or
more locations. If the CITY places three (3) service calls on any given Multifunctional Device
(MFD) copier within a month, ARC will escalate to the equipment manufacturer. If the MFD
copier has not been fixed and the issue(s) still persists within ninety (90) days, a like for like
copier equipment (L4L) will be rendered. CITY is advised by ARC to limit equipment variety
wherever possible in order to sustain end user consistency of equipment use within the MPS
environment. CITY may option to have ARC replace any equipment at any location that is found
to be deficient in performance. CITY may at any time exercise its option to have ARC remove
any of the equipment ARC provides at any location without penalty or cost to the CITY.
PAPER SUPPLY: Included as part of the service, ARC will supply copier/printer paper in the
type/grade required by the city. ARC will be remotely monitoring paper usage, toner usage,
and all equipment activity, in an effort to maintain 100% uptime performance. Paper will be
automatically delivered to the various departments where equipment is located, based on the
appropriately monitored usage levels of each equipment unit. This means the intervals and
amounts of cases of paper shipped will vary by location based on usage rates in each location.
Attachment A
2
City of Palo Alto General Services Agreement Rev. April 27, 2016
ONSITE SUPPORT: CONSULTANT to Provide One (1) Part‐Time Onsite Employee to replace
paper and toner at all scheduled locations.
ABACUS TRACKING SOFTWARE:
Implement Abacus to enable/encourage continuous improvement of sustainable
printing practices with Rules Based Printing to reduce hardcopy/color printing/costs, to
encourage paperless work flows and redirect large print jobs to the print center. Print
Retrieval to improve confidentiality and to eliminate wasted prints saving paper.
Print and Copy Tracking to identify, track and allocate costs to appropriate departments
Print & Archive / Scan to Archive workflow to SkySite InfoLink
Data Cost Agent to automatically replenish toner for networked devices and reduce
admin time managing ink/toner/paper inventory, proactively monitor error messages
and create a more proactive approach to printer support to reduce downtime.
Software to include: Abacus Print Management User Licenses (500 Users), Abacus Print
Management Device Licenses (60 Devices), On‐Site Installation & Training, Annual Support,
Hardware Server, Installation of RFID Card Readers to all MFD copiers.
REPORTING: ARC will provide reports to CITY of Palo Alto’s Department / Division level
managers on established intervals (monthly and quarterly). ARC will provide enterprise‐wide
activity reports quarterly to the CITY’s executive and environmental management. Reports
will range in detail from equipment usage activity to individual desktop user activity. ARC
representatives are available to help review and interpret report data as needed.
Attachment A
1
City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT A‐1 Equipment
Attachment A
1
City of Palo Alto General Services Agreement Rev. April 27, 2016
Attachment A
1
City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT A‐2 IMPLEMENTATION PLAN
Attachment A
2
City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT B
SCHEDULE OF PERFORMANCE
EXHIBIT C
SCHEDULE OF FEES
Compensation based upon fee schedule
CITY shall pay CONSULTANT according to the following rate schedule. The maximum amount of compensation to be paid to CONSULTANT, including both
payment for services and reimbursable expenses, shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any services provided or
hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY.
Attachment A
3
City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT D
INSURANCE REQUIREMENTS
CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE
SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’
COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE
IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE AT THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
“ADDITIONAL INSUREDS”
Attachment A
4
City of Palo Alto General Services Agreement Rev. April 27, 2016
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS,
SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE
CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT
LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
Vendors are required to file their evidence of insurance and any other related notices with the CITY of
Palo Alto at the following URL:
https://www.planetbids.com/portal/portal.cfm?CompanyID=25569
OR
http://www.cityofpaloalto.org/gov/depts/asd/planet_bids_how_to.asp
MultiFunctional Printer (MFP) Cooperatives for CoPA
Vendor:ARC**Toshiba*Cannon*EIS-Xerox*CT-Konica*Sharp*KBA-Kyocera*Ricoh*
COOP (PA contract)NIPA NIPA PEPPM NASPO (WSCA)St. Florida KCDA NASPO (WSCA)
Lease per mo. Cost $28,692.72**$12,290.47 $12,795.32 $11,498.10 $9,556.58 $8,930.87 $7,339.89 $8,297.50
MPS annual Cost Included 12,000.00$ 15,000.00$ 16,000.00$ 17,000.00$ 18,000.00$ 23,851.00$ 15,000.00$
Total monthly cost $28,692.72 $24,290.47 $27,795.32 $27,498.10 $26,556.58 $26,930.87 $31,190.89 $23,297.50
Contract Term 60/Months (MPS)36/Months 36/Months 36/Months 36/Months 36/Months 36/ months 36/Months
Sustainable Pkg Removes Pkg Partial Partial Partial Partial Partial 100%Partial
BW/Color Clicks Yes Yes No Yes No Yes No No
Per Click B/W cost (0.07 Incl**)incl 0.0068 incl 0.005 Variable 0.007 variable
Per Click Color cost (0.19 incl**)incl 0.0068 incl 0.055 Variable 0.01-0.04-0.07 variable
Contact Mike
Wells
Laurie
Corral
Jeff
Carvalho
Sean
Bandy Andrew Young Peter
Bishel
Tim
Finnegan
Cathy
Conley
Phone (408) 400-0490 (925) 277-2162 (415) 743-7324 (408) 328-5369 (408) 328-5377 (408) 436-5300 (650) 401-6897 (408) 546-2638
** = Monthly "Non-lease" cost includes MFD's, MPS, toner, paper, and Click charges-est. cost per current volume - declining cost through MPS program
* = Monthly Lease cost only, click-charge cost not calculated, but would increase the total monthly cost under each vendor
Managed Print Services Program Business Model
Criteria ARC RABBIT HP Staples Cannon Xerox Toshiba Ricoh KBA Sharp Konica/Minolta
Provide copier equipt.Free Lease No eqp No eqp Lease Lease Lease Lease Lease Lease Lease
MFP Mfr. agnostic Yes No No No No No No No limited No No
Rules Based Printing (RBP)Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
RBP control to PlanWell Collaborate Yes limited limited limited limited limited limited limited limited limited limited
customizable RBP 'popups' programming Yes Yes No No limited limited Yes Yes Yes Yes Yes
Dynamic billing of print jobs Yes No No No No No Limited No Yes No No
Realtime' MPS monitoring Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
3-Tier color printing No No No No No No No No Yes No No
MPS Srvc Maint Options + hybrids Yes Yes limited limited Yes Yes No Yes Yes Yes Yes
Follow me Print (Offsite)Yes No No No No Yes No No Yes No No
Follow me Scan (Offsite)Yes No No No No Yes No No Yes No No
App for airprint Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
PCL or Postscript print drivers Yes No No No No Yes No No Yes No No
Biomass Plastic components Yes No No No No Yes Yes No Yes No Yes
Induction Heat Fuser & LED technology Yes Yes No No Yes Yes Yes Yes Yes Yes Yes
Single pass duplexing Yes Yes No No Yes Yes Yes Yes Yes Yes Yes
Tablet type display Yes No No No Yes Yes Yes No Yes No Yes
Includes toner cartridges Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Install toner cartridge replcmts Yes*No No No No No No No Yes No No
Paper Included, 20# 30-100% RCP Yes No No No No No No No No No No
100% RC Paper Capable Yes Yes No No Yes Yes Yes Yes Yes Yes Yes
Integrate with ARC Doc. Mgt. SaaS Yes limited limited limited limited limited limited limited limited limited limited
Secure Print card reader Yes Yes No No Yes Yes Yes Yes Yes Yes Yes
Secure Print PIN Yes Yes No No Yes Yes Yes Yes Yes Yes Yes
Yes = provides
No = does not provide
Limited = limited coverage / integration / functionality, or additional cost
* = Cartrige Replacement Service additional cost ($5K)
NOTES:
3-Tier printing potential savings to City except 75% of current color printing is done by City Print Shop or outsourced companies, ex. Prodigy Press. Emphasis on not to print.
No other providers outside of ARC can provide detailed level document controls to City's e-document management platform "PlanWell Collaborate".
Adding another provider for MFD's and MPS creates more complex system to manage with respect to "PanWell Collaborate" and possible system outages or errors