HomeMy WebLinkAboutResolution - 2005-R0203 - Contract With Xerox Corp. Of Lubbock For Copier & Printer Services - 05_12_2005Resolution No. 2005-RO203
May 12, 2005
Item No. 38
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock, a Contract for City of
Lubbock network/copier and printer services, by and between the City of Lubbock and
Xerox Corporation of Lubbock, Texas, and related documents. Said contract is attached
hereto and incorporated in this resolution as if fully set forth herein and shall be included
in the minutes of the City Council.
Passed by the City Council this 12th
ATTEST:
� Q -0--L 4 -C - ' -
I Reb ca Garza, City Secretary
APPROVED AS TO CONTENT:
Marq YeJard4d
Dire for of Information Technology
APPROVED AS TO FORM:
►M
ty Attorney
gs/ccdocs/res-Contract-Xerox Corp
j May 3, 2005
day of May , 2005.
ARC C OUGAL, MAYOR
XEROx LEASE AGREEMENT WITH
WITH THE CITY OF LUBBOCK
00005594 XEROX.
Resolution No. 2005—RO203
This Lease Agreement ("Agreement") is in response to your Request for Proposal ("RFP"), number 04-143/RW for Network/Copier Printer
Services. Notwithstanding the terms and conditions contained in your RFP, Xerox's offering is based upon the terms and conditions
contained in this Xerox Lease Agreement, and the supporting documents included in our Proposal dated December 14, 2004, and our
Best and Final offer dated March 11, 2005. The above described RFP and all addendums thereto, the Proposal dated December 14, 2004
and the Best and Final Offer dated March 11, 2005 are incorporated into this Agreement as if fully set forth herein.
GENERAL TERMS: The following terms apply to all lease transactions:
1. PRODUCTS. The term "Products" shall refer collectively to all equipment (the 'Equipment'), software, and supplies ordered under
this Agreement. You represent that the Products are being ordered for your own business use (rather than resale) and that they will
not be used for personal, household or family purposes.
2. NON -CANCELABLE LEASE. THIS AGREEMENT 1S A LEASE AND IT CANNOT BE CANCELED OR TERMINATED EXCEPT AS
EXPRESSLY PROVIDED HEREIN, AND YOUR OBLIGATION TO MAKE ALL PAYMENTS DUE OR TO BECOME DUE SHALL BE
ABSOLUTE AND UNCONDITIONAL AND SHALL NOT BE SUBJECT TO ANY DELAY, REDUCTION, SET-OFF, DEFENSE,
COUNTERCLAIM OR RECOUPMENT FOR ANY REASON WHATSOEVER, IRRESPECTIVE OF XEROX'S PERFORMANCE OF ITS
OBLIGATIONS HEREUNDER. ANY CLAIM AGAINST XEROX MAY BE ASSERTED SOLELY AGAINST XEROX IN A SEPARATE
ACTION.
3. LEASE COMMENCEMENT, PAYMENT, TAXES & CREDIT HISTORY.
A. The lease term for this Agreement shall commence upon installation of the Equipment; provided, however, for customer -
installable Equipment, the lease term for this Agreement shall commence upon delivery of the Equipment,
B. Invoices are payable upon receipt and you agree to pay Xerox each Minimum Lease Payment, all Print Charges and all other
sums due as follows: (i) if the invoice displays a due date, payment is due and must be received by Xerox on or before said due
date, or (ii) if the invoice does not display a due date, payment is due and must be received by Xerox no later than thirty (30) days
after the invoice date. Restrictive covenants on instruments or documents submitted for or with payments you send to Xerox will
not reduce your obligations.
C. You shall be responsible for any and all applicable Taxes, which will be included in Xerox's invoice unless you provide proof of
your tax-exempt status. "Taxes" shall mean any tax, assessment or charge imposed or collected by any governmental entity or
any political subdivision thereof, however designated or levied, imposed on this Agreement or the amounts payable to Xerox by
you for the billing of Products, Print Charges, services and maintenance of any kind; Taxes include, but are not limited to, sales
and use, rental, excise, gross receipts and occupational or privilege taxes, plus any interest and/or penalty thereon, but excluding
any personal property taxes and taxes on Xerox's net income. If a taxing authority determines that Xerox did not collect all
applicable Taxes, you shall remain liable to Xerox for such additional Taxes.
D. You, to the extent required by applicable law, authorize Xerox (or its agent) to obtain credit reports, make such other credit
inquiries as Xerox may deem necessary at any time, furnish payment history information to credit reporting agencies, and release
to prospective assignees of this Agreement or any rights hereunder credit -related information Xerox has about you and this
Agreement. Even if Products have been delivered, Xerox may, within sixty (60) days following its acceptance of this Agreement,
revoke the Agreement if your credit approval is denied.
BASIC SERVICES. As a mandatory part of a lease, Xerox (or a designated servicer) will provide the following Basic Services under
this Agreement (unless you are acquiring Equipment for which Xerox does not offer Basic Services; such Equipment to be designated
as "No Svc."):
A. REPAIRS & PARTS. Xerox will make repairs and adjustments necessary to keep Equipment in good working order (including
such repairs or adjustments required during initial installation). Parts required for repair may be new, reprocessed, or recovered.
B. HOURS & EXCLUSIONS. Unless otherwise stated, Basic Services will be provided during Xerox's standard working hours
(excluding Xerox -recognized holidays) in areas within the United States, its territories, and possessions open for repair service for
the Equipment at issue. You agree to give Xerox reasonable access to the Equipment. Basic Services shall cover repairs and
adjustments required as a result of normal wear and tear or defects in materials or workmanship (and shall exclude repairs or
adjustments Xerox determines to relate to or be affected by the use of options, accessories, or other connected products not
serviced by Xerox, as well as any non -Xerox alterations, relocation, service, supplies, or consumables). You agree to use
Equipment in accordance with, and to perform all operator maintenance procedures for Equipment as set forth in, the applicable
manuals provided by Xerox.
C. INSTALLATION SITE & METER READINGS. The Equipment installation site must conform to Xerox's published requirements
throughout the term of this Agreement. If applicable, you agree to provide meter readings in the manner prescribed by Xerox. If
you do not provide Xerox with meter readings as required, Xerox may estimate them and bill you accordingly.
D. EQUIPMENT REPLACEMENT. If Xerox is unable to maintain the Equipment as described above, Xerox will, as your exclusive
remedy for Xerox's failure to provide Basic Services, replace the Equipment with an identical product or, at Xerox's option,
another product of equal or greater capabilities. If a replacement product is provided pursuant to this Section, there will not be an
additional charge for the replacement product and, except as set forth in the section of this Agreement titled "MAINTENANCE
COMPONENT PRICE INCREASES", there will not be an additional charge for Basic Services during the then -current term during
which Basic Services are being provided.
IXerox Form# 51860t&c (01/2005) Page 1 of 7 Negotiated RF 3 ®'
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11. DEFAULT & REMEDIES; LATE CHARGES & COLLECTION COSTS.
A. For any payment not received by Xerox within ten (10) days of the due date as set forth herein, Xerox may charge, and you agree
to pay, a late charge equal to the higher of five percent (5%) of the amount due or $25 (not to exceed the maximum amount
permitted by law) as reasonable collection costs.
B. You will be in default under this Agreement if (1) Xerox does not receive any payment within fifteen (15) days after the date it is
due or (2) if you breach any other obligation hereunder. If you default, Xerox, in addition to its other remedies (including the
cessation of Basic Services), may require immediate payment, as liquidated damages for loss of bargain and not as a penalty, of:
(a) all amounts then due, plus interest on all amounts due from the due date until paid at the rate of one and one-half percent
(1.5%) per month (not to exceed the maximum amount permitted by law); (b) the remaining Minimum Lease Payments in the
Agreement's term less any unearned finance, maintenance, and supply charges (as reflected on the lessor's books and records);
(c) a reasonable disengagement fee calculated by Xerox that will not exceed fifteen percent (15%) of the amount in (b) above
(said amount is available from Xerox upon request); and (d) all applicable Taxes. You also shall either (1) make the Equipment
available for removal by Xerox when requested to do so by Xerox and, at the time of removal, the Equipment shall be in the same
condition as when delivered (reasonable wear and tear excepted), together with any related software, or (2) purchase the
Equipment "AS IS, WHERE IS" and WITHOUT ANY WARRANTY AS TO CONDITION OR VALUE by paying Xerox the Purchase
Option and all applicable Taxes. Xerox's decision to waive or forgive a particular default shall not prevent Xerox from declaring
any other default. In addition, if you default under this Agreement, you agree to pay all of the costs Xerox incurs to enforce its
rights against you, including reasonable attorneys' fees and actual costs.
12. CARTRIDGES. Cartridges packed with Equipment and replacement Cartridges may be new, remanufactured or reprocessed.
Remanufactured and reprocessed Cartridges meet Xerox's new Cartridge performance standards and contain new and/or
reprocessed components. To enhance print quality, the Cartridge(s) for many models of Equipment have been designed to cease
functioning at a predetermined point. In addition, many Equipment models are designed to function only with Cartridges that are
newly manufactured original Xerox Cartridges or with Cartridges intended for use in the U.S. Equipment configuration that permits
use of non -newly manufactured original Xerox Cartridges may available from Xerox at an additional charge. Cartridges sold as
Environmental Partnership ("EP") Cartridges remain the property of Xerox. You agree that you shall return all EP Cartridges and may
return other Cartridges to Xerox, at Xerox's expense when using Xerox -supplied shipping labels, for remanufacturing once such
Cartridges cease functioning.
13. EQUIPMENT STATUS. Equipment will be either (a) "Newly Manufactured", which may contain some recycled components that are
reconditioned; (b) "Factory Produced New Model", which is manufactured and newly serialized at a Xerox factory, adds functions and
features to a product previously disassembled to a Xerox predetermined standard, and contains both new components and recycled
components that are reconditioned; or, (c) "Remanufactured", which has been factory produced following disassembly to a Xerox
predetermined standard and contains both new components and recycled components that are reconditioned.
14. LEASE OPTIONS. The following options are available for Equipment subject to this Agreement.
A. PURCHASE OPTION. If not in default, you may purchase the Equipment, "AS IS, WHERE -IS" and WITHOUT ANY WARRANTY
AS TO CONDITION OR VALUE: (i) at the end of the lease term for the Purchase Option indicated on the face of this Agreement
(i.e. either a set dollar amount or the Fair Market Value of the Equipment at the lease term's conclusion ["FMV"]), plus all
applicable Taxes, or (ii) any time during the lease term by paying: (1) all amounts then due; (2) the remaining Minimum Lease
Payments in the Agreement's term less any unearned finance, maintenance, and supply charges (as reflected on the lessor's
books and records); (3) a reasonable disengagement fee calculated by Xerox that will not exceed fifteen percent (15%) of the
amount in (2) above (said amount is available from Xerox upon request); (4) the applicable Purchase Option; and (5) all
applicable Taxes.
B. RENEWAL. Unless either party provides notice at least thirty (30) days before the end of the lease term of its intention not to
renew this Agreement, it will be renewed automatically on a month -to -month basis at the same price, terms and conditions and
billing frequency as the original Agreement. During this renewal period, either party may terminate this Agreement upon at least
thirty (30) days notice.
C. LEASE TERMINATION. Upon termination pursuant to B. above, and if you have not purchased the Equipment, you shall make
the Equipment available for removal by Xerox when requested to do so by Xerox and, at the time of removal, the Equipment shall
be in the same condition as when delivered (reasonable wear and tear excepted), together with any related software.
15. REPRESENTATIONS, WARRANTIES & COVENANTS. Each party represents that, as of the date of this Agreement, it has the
lawful power and authority to enter into this Agreement, the individuals signing this Agreement are duly authorized to do soon its
behalf and, by entering this Agreement, it will not violate any law or other agreement to which it is a party. You are not aware of
anything that will have a material negative effect on your ability to satisfy your payment obligations under this Agreement and all
financial information you have provided, or will provide, to Xerox is true and accurate and provides a good representation of your
financial condition. Each party agrees that it will promptly notify the other party in writing of a change in ownership, if it relocates its
principal place of business or changes the name of its business.
16. NOTICES. Notices must be in writing and will be deemed given five (5) days after mailing, or two (2) days after sending by nationally
recognized overnight courier, to the other party's business address, or to such other address designated by either party to the other
by written notice given pursuant to this sentence. The term "business address' shall mean, for you, the "Bill to' address listed on the
first page of this Agreement and, for Xerox, our inquiry address set forth on the most recent invoice to you.
Xerox Form# 51860tRc (01/2005) Page 3 of 7 Negotiated RFP j(p
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governed by these Software Terms. New releases of the Base or Application Software that are not Maintenance Releases, if
any, may be subject to additional license fees at Xerox's then -current pricing and shall be considered Base or Application
Software governed by these Software Terms (unless otherwise noted). Xerox will not be in breach of its software support
obligations hereunder if, in order to implement, in whole or in part, a new release of Base or Application Software provided or
made available to you by Xerox, you must procure, at your expense, additional hardware and/or software from Xerox or any other
entity. You agree to return or destroy all prior releases.
C. Xerox will use reasonable efforts, either directly and/or with its vendors, to resolve coding errors or provide workarounds or
patches, provided you report problems as specified by Xerox.
D. Xerox shall not be obligated (1) to support any Base or Application Software that is two or more releases older than Xerox's most
current release or (2) to remedy coding errors if you have modified the Base or Application Software.
E. For Application Software, Xerox may annually increase the Annual Renewal and Support -Only Fees, each such increase not to
exceed 10%. (For state and local -government customers, this adjustment shall take place at the commencement of each of your
annual contract cycles.)
21. DIAGNOSTIC SOFTWARE. Software used to maintain the Equipment and/or diagnose its failures or substandard performance
(collectively "Diagnostic Software") is embedded in, resides on, or may be loaded onto the Equipment. The Diagnostic Software and
method of entry or access to it constitute valuable trade secrets of Xerox. Title to the Diagnostic Software shall at all times remain
solely with Xerox and/or Xerox's licensors. You agree that (a) your acquisition of the Equipment does not grant you a license or right
to use the Diagnostic Software in any manner, and (b) that unless separately licensed by Xerox to do so, you will not use, reproduce,
distribute, or disclose the Diagnostic Software for any purpose (or allow third parties to do so). You agree at all times (including
subsequent to the expiration of this Agreement) to allow Xerox to access, monitor, and otherwise take steps to prevent unauthorized
use or reproduction of the Diagnostic Software.
GOVERNMENT CUSTOMER TERMS: The following additional terms apply only to lease transactions with state and local government
customers:
22. REPRESENTATIONS & WARRANTIES, FUNDING, TAX TREATMENT & PAYMENT.
A. REPRESENTATIONS & WARRANTIES. You hereby represent and warrant, as of the date of this Agreement, that: (1) you are a
State or a fully constituted political subdivision or agency of the State in which you are located and are authorized to enter into,
and carry out, your obligations under this Agreement and any other documents required to be delivered in connection with the
Agreement (collectively, the "Documents"); (2) the Documents have been duly authorized, executed and delivered by you in
accordance with all applicable laws, rules, ordinances and regulations (including, but not limited to, all applicable laws governing
open meetings, public bidding and appropriations required in connection with this Agreement and the acquisition of the
Equipment) and are valid, legal, binding agreements, enforceable in accordance with their terms and the person(s) signing the
Documents have the authority to do so, are acting with the full authorization of your governing body and hold the offices indicated
below their signatures, each of which are genuine; (3) the Equipment is essential to the immediate performance of a
governmental or proprietary function by you within the scope of your authority and shall be used during the lease term only by
you and only to perform such function; and, (4) your obligations to remit payments under this Agreement constitute a current
expense and not a debt under applicable state law and no provision of this Agreement constitutes a pledge of your tax or general
revenues and any provision that is so construed by a court of competent jurisdiction is void from the inception of this Agreement.
B. FUNDING. You represent and warrant that all payments due and to become due during your current fiscal year are within the
fiscal budget of such year and are included within an unrestricted and unencumbered appropriation currently available for the
lease/purchase of the Equipment, and that it is your intent to use the Equipment for the entire term of this Agreement and to
make all payments required under this Agreement. In the event that your legislative body does not appropriate funds for the
continuation of this Agreement for any fiscal year after the first fiscal year and has no funds to do so from other sources, this
Agreement may be terminated. To effect this termination, you shall, thirty (30) days prior to the beginning of the fiscal year for
which your legislative body does not appropriate funds for such upcoming fiscal year, send Xerox written notice stating that your
legislative body failed to appropriate funds. Your notice must be accompanied by payment of all sums then owed through the
current fiscal year to Xerox under this Agreement. In addition, you agree at your expense to return the Equipment in good
condition to a location designated by Xerox and that, when returned, the Equipment will be free of all liens and encumbrances.
You will then be released from your obligations to make any further payments to Xerox beyond those due for the current fiscal
year (with Xerox retaining all sums paid to date).
C. TAX TREATMENT. This Agreement has been accepted on the basis of your representation that Xerox may claim any interest
paid by you as exempt from federal income tax under Section 103(c) of the Code. You agree to comply with the information
reporting requirements of Section 149(e) of the Code. Such compliance shall include, but not be limited to, the execution of 8038-
G or 8038-GC Information Returns. You hereby appoint Xerox as your agent to maintain, and Xerox agrees to maintain, or cause
to be maintained, a complete and accurate record of all assignments of this Agreement in form sufficient to comply with the book
entry requirements of Section 149(a) of the Code and the regulations prescribed thereunder from time to time. Should Xerox lose
the benefit of this exemption as a result of your failure to comply with or be covered by Section 103(c) or its regulations, then,
subject to the availability of funds and upon demand by Xerox, you shall pay Xerox an amount equal to its loss in this regard. At
the time of execution of this Agreement, you shall provide Xerox with a properly prepared and executed copy of US Treasury
Form 8038 or 8038-GC.
D. PAYMENT. Your payment is due within thirty (30) days of our invoice date.
Xerox Form# 51860t&c (01/2005)
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Negotiated RFR
This Agreement constitutes the entire agreement between the parties as to its subject matter and supersedes all prior and
contemporaneous oral and written agreements. The parties agree that in the event of any conflict between the terms and conditions in this
Agreement and those referenced as attachments, the terms and conditions of this Agreement shall prevail.
City of LubbocVa ion
Signature:
Name: Marc M c D 6u a l Thomas H. Mandell
Title: Mayor Major Account Contract Manager
Address: P.O. Box 2000 8700 Freeport PKW Y
Lubbock, Texas 79457 Irving, TX
75063
Date: May 12, 2005
Approved as to Content
CM "j "
Mark karwood, q1rector of In ormation Technology
Approved as to Form
Attorney o�.��
ATTEST:
Reb cca Garza, City Secre ary
Xerox Form# 51860t&c (01/2005) Page 7 of 7
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Negotiated RF
RFP 004.1431RW, City of Lubbock Network/Copier and Printer Services
Resolution Nn_ 9nn5_umn-a
SUBMIT TO:
. * • o
CITY OF LUBBOCK
CITY OF LUBBOCK TEXAS
PURCHASING DEPARTMENT
�/
1625 13T" STREET, RM L04
`
LUBBOCK, TX 79401-3830
AN EQUAL
OPPORTUNITY
REQUEST FOR PROPOSAL
#04-143/RW
CONTACT PERSON:
Randy Wood
EMPLOYER
TEL: 806.775.2167
FAX: 806.775.2164
http://purchasing.cl.tubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
City of Lubbock Network/Copier and Printer Services
September 16, 2004, 3:00 PM CST
PRE PROPOSAL DATE, TIME AND LOCATION:
Any proposals received after the time and dote listed above,
regardless of the mode of delivery, shall be returned
unopened.
RESPONDENT NAME:
IF RETURNING AS A "NO RESPONSE", PLEASE STATE REASON.
MAILING ADDRESS:
CITY - STATE - ZIP:
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL
PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE
PROPOSAL PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY
CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE CITY.
TELEPHONE NO:
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS REQUEST PERMITS
COMPETITIVE PROPOSALS. IT IS THE OFFEROR'S RESPONSIBILITY TO ADVISE THE CITY
FAX NO:
OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY
COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS
STATED IN THIS RFP TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN
E-MAIL'
WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE
(5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
FEDERAL TAX ID NO. OR SOCIAL SECURITY NO.
THE OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS PROPOSAL IS BASED ON THE FOLLOWING ADDENDA:
#1 #2 #3 i4 #5 (Please Initial)
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, Job, work or service for the municipality or be
interested In the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their
immediate family, benefit from the award of this proposal to the above firm?_- YES NO
IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED OFFEROR HAVING EXAMINED THE REQUEST FOR PROPOSAL, AND BEING FAMILIAR
WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE
FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business
entity, or person submitting an offer for the same materials, supplies, equipment, or servtce(s), and is in all respects fair and without collusion or
fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and
interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for
price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such
assignment shall be made and become effective at the time the City tenders final payment to the vendor.
Authorized Signature
Print/Type Name
Title
Date
THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.
04-143/R W-R F P SV C. d oc
RFP #04-143/RW, City of Lubbock Network/Copier and Printer Services
CLARIFICATION OF REQUIREMENTS
3.1 It is the intent and purpose of the City of Lubbock that this request permits competitive
proposals. It is the offeror's responsibility to advise the City of Lubbock Purchasing Manager
if any language, requirements, etc., or any combinations thereof, inadvertently restricts or
limits the requirements stated in this RFP to a single source. Such notification must be
submitted in writing and must be received by the City of Lubbock Purchasing Office no later
than five (5) business days prior to the proposal closing date. A review of such notifications
will be made.
3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS
REQUEST FOR PROPOSAL (RFP) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5)
BUSINESS DAYS PRIOR TO THE PROPOSAL CLOSING DATE AND ADDRESSED TO:
Randy Wood, Buyer
City of Lubbock
1625 13th Street
Lubbock, Texas 79401
Fax: (806)775-2164
Email: rwood@mylubbock.us
RFPDepot: http://www.RFPdepot-com
4 ADDENDA & MODIFICATIONS
4.1 Any changes, additions, or clarifications to the RFP are made by ADDENDA information
available over the Internet at htt2://www.RFPdepot.com. We strongly suggest that you
check for any addenda a minimum of forty-eight hours In advance of the response
deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most
public libraries.
4.2 Any offeror in doubt as to the true meaning of any part of the RFP or other documents may
request an interpretation thereof from the Purchasing Department. At the request. of the
offeror, or in the event the Purchasing Department deems the interpretation to be
substantive, the interpretation will be made by written addenda Issued by the Purchasing
Department. Such addenda issued by the Purchasing Department will be available over the
Internet at htto://www.RFPdepot.com and will become part of the proposal package having
the same binding effect as provisions of the original RFP. No verbal explanations or
interpretations will be binding. In order to have a request for interpretation considered, the
request must be submitted in writing and must be received by the City of Lubbock Purchasing
Department no later than five (5) days prior to the proposal closing date.
4.3 All addenda, amendments, and interpretations of this solicitation shall be in writing. Any
amendment or interpretation that is not in writing shall not legally bind the City of Lubbock.
Only information supplied by the City in writing or in this RFP should be used in preparing
proposal responses. All contacts that an offeror may have had before or after receipt of this
RFP with any individuals, employees, or representatives of the City and any information that
may have been read in any news media or seen or heard in any communication facility
regarding this RFP should be disregarded in preparing responses.
4.4 The City does not assume responsibility for the receipt of any addendum sent to offerors.
5 EXAMINATION OF DOCUMENTS AND REQUIREMENTS
5.1 Each offeror shall carefully examine all RFP documents and thoroughly familiarize itself with
all requirements prior to submitting a proposal to ensure that the proposal meets the intent
of this RFP.
5.2 Before submitting a proposal, each offeror shall be responsible for making all investigations
and examinations that are necessary to ascertain conditions and requirements affecting the
requirements of this RFP. Failure to make such investigations and examinations shall not
04-1431RW-RFPSVC.doc 3
RFP #04-143/RW, City of Lubbock Network/Copier and Printer Services
and economically disadvantaged individuals. Socially and economically disadvantaged include
Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans,
and Asian -Indian Americans.
10 CONFLICT OF INTEREST
10.1 The Offeror shall not offer or accept gifts or anything of value nor enter into any business
arrangement with any employee, official or agent of the City of Lubbock.
10.2 By signing their proposal, the offeror certifies and represents to the City the offeror has not
offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the
receipt of special treatment, advantage, information, recipient's decision, opinion,
recommendation, vote or any other exercise of discretion concerning this RFP.
11 ANTi-LOBBYING PROVISION
11.1 DURING THE PERIOD BETWEEN PROPOSAL SUBMISSION DATE AND THE CONTRACT AWARD,
PROPOSERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS
OR PROMOTE THEIR PROPOSAL WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY
STAFF EXCEPT IN THE COURSE OF CITY -SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR
PRESENTATIONS, UNLESS REQUESTED BY THE CITY.
11.2 This provision is not meant to preclude offerors from discussing other matters with City
Council members or City staff. This policy is intended to create a level playing field for all
potential offerors, assure that contract decisions are made in public, and to protect the
integrity of the RFP process. Violation of this provision may result in rejection of the offeror's
proposal.
12 AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL
Proposals must show vendor name and address of offeror. The original proposal must be manually
signed by an officer of the company having the authority to bind the submitter to its provisions.
Person signing proposal must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to
manually sign proposal will disqualify it.
13 ABOUT THIS DOCUMENT
This document is a Request for Proposal. It differs from an Invitation to Bid in that the City of
Lubbock is seeking a solution, as described in the following General Requirements section, not a
bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed
will not guarantee an award recommendation. Sealed proposals will be evaluated based upon
criteria formulated around the most important features of a product or service, of which quality,
testing, references, availability or capability, may be overriding factors, and price may not be
determinative in the issuance of a contract or award. The proposal evaluation criteria should be
viewed as standards that measure how well an offeror's approach meets the desired requirements and
needs of the City of Lubbock. Those criteria that will be used and considered in evaluation for award
are set forth in this document. The City will thoroughly review all proposals received. The City will
also utilize its best judgment when determining whether to schedule a pre -proposal conference
(before proposals are accepted), or meetings with offerors (after receipt of all proposals). A Purchase
Order/Contract will be awarded to a qualified offeror submitting the best proposal. The City reserves
the right to select, and subsequently recommend for an award, the proposed service which best
meets its required needs, quality levels, and budget constraints.
14 EVALUATION PROCESS
14.1 All proposals will be evaluated by an evaluation committee and may include senior
management representatives, a financial officer, and/or an independent consultant.
14.2 Respondents to this RFP may be required to submit additional information that the City may
deem necessary to further evaluate the offeror's qualifications.
04-143JRW-RFPSVC.doC 5
RFP #04-143/RW, City of Lubbock Network/Copier and Printer Services
City of Lubbock Network/Copier and Printer Services
CITY OF LUBBOCK, TEXAS
RFP #04-143/RW
II. INSURANCE
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and
contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR
PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section during the
effective period of the contract and to require adjustment of insurance coverages and their limits when
deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims
history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are
approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this
contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies
approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s):
TYPE AMOUNT
1. Worker's Compensation Statutory $500,000
and
Employers Liability
2. Commercial General Liability insurance including coverage for the following:
a. Premises operations
b. Independent contractors
c. Products/completed operations
d. Personal injury
e. Advertising injury
f. Contractual liability
S. Medical payments
3. Comprehensive Automobile
Liability
a. Owned/leased vehicles
b. Non -owned vehicles
c. Hired vehicles
Combined single limit for
bodily injury and property
damage of $1,000,000 per
occurrence or its equivalent.
Combined single limit for
insurance, including bodily injury and property
Coverage for loading and unloading of $300,000 per
occurrence hazards, for: or its equivalent.
04-1431RW-RFPSVC.doc 7
RFP #04-143/RW, City of Lubbock Network/Copier and Printer Services
CITY OF LUBBOCK
INSURANCE REQUIREMENT AFFIDAVIT
To Be Completed by Bidder
And Attached to Bid Submittal
1, the undersigned Bidder, certify that the insurance requirements contained in this bid document have been
reviewed by me with the below identified Insurance Agent/Broker. If I am awarded this contract by the City
of Lubbock, I will be able to, within ten (10) days after being notified of such award by the City of Lubbock,
furnish a valid insurance certificate to the City meeting all of the requirements defined in this bid/proposal.
Contractor (Signature) Contractor (Print)
CONTRACTOR'S NAME:
(Print or Type )
CONTRACTOR'S ADDRESS:
Name of Agent/Broker:
Address of Agent/Broker:
City/State/Zip:
Agent/Broker Telephone Number:
Date:
NOTE TO CONTRACTOR
If the time requirement specified above is not met, the City has the right to reject this bid/proposal and
award the contract to another contractor. if you have any questions concerning these requirements,
lease contact the Purchasin Mana er for the Ci of Lubbock at 806 775-2165.
04-143/RW-RFPSVC.doc 9
RFP #04-143IRW, City of Lubbock Network/Copier and Printer Services
Respondents must take exception to functional specifications that they cannot meet and are
encouraged to offer alternative solutions and/or additional features in their proposals that accomplish
the objectives mentioned above. The City may choose to select all, part, or none of the respondent's
proposal.
2.0 Statement of Requirements
In an effort to standardize the Network -based components throughout the City, respondents need to
include standardization as a key factor in their proposal. In addition, the following minimum
requirements must be included in the proposal.
2.1 User Requirements.
• Provide security measures (i.e. password protection) in printing documents with the
ability to measure usage for each sharing call center.
• Consistently perform at a minimum of 50 pages per minute, printing envelopes, labels,
legal documents, brochures, with duplex, sort and staple features.
• House a minimum of 3 paper trays to accommodate 8.5x11, B.5x14, and 11x17 paper.
The availability of additional trays for bond or special (i.e. 3-hole punch) paper as well
as high volume trays would add value to this requirement.
• Provide for easy user replacement of consumables.
• Caster mounted for easy relocation and maintenance.
• Include documented track record of dependable service.
2.2 Technical requirements.
• Include Ethernet Interface.
• Be fully Compliant with Novell Distributed Print Services. Respondents must provide a
gateway or be compatible with the standard installed gateways.
• Support LPR/LPD (IP) printing.
• Perform with drivers only loaded on the client. No additional software other than drivers
will be installed on client machines. In other words, no RAM resident
monitoring/processing/control software will be loaded on ANY workstations to make the
printer function.
• Exclude additional hardware to print (i.e. print processors, spoolers or controllers).
Provide a minimum of two units for COL evaluation.
Include centralized software for accounting, monitoring, and configuration of the
printers.
2.3 Contractual Requirements.
The City is currently under lease agreements with various suppliers. The proposal must include
a buy-out provision or other alternative financing for these current contracts.
04-14WRW-RFPSVC.doc 11
RFP #04-1431RW, City of Lubbock Network/Copier and Printer Services
iii) Proposer's specific expertise in areas pertinent to the project to include a listing and brief
description of similar projects completed (with the dates of completion) or in progress and a
list of references by name, address, and telephone number for each project listed. This list of
projects in progress shall include the phase of work that each project is currently in (i.e.
design, bid, construction), and the estimated completion date.
iv) A brochure of past work, with emphasis on comparable projects.
v) List of principal(s) of the Proposer and amount of time that principals) will be involved in the
project.
vi) List of other professionals to be used, if applicable, with a record of experience in projects of
this nature. Identification of principal(s) and percentage of time the principals) will be
involved in the project.
vii) The organizational structure of the employees who will be assigned to this project along with
resumes of those individuals. If a joint venture is expected, then provide the organizational
structure of the sub -contractor and resumes of those persons who will be involved in the
project.
viii) The Proposer must assure the City that he/she will to the best of his/her knowledge,
information and belief, be cognizant of, comply with, and enforce, where applicable and to
the extent required, all applicable federal or state statutes and local ordinances including,
but not limited to the Davis -Bacon Federal minimum wage requirements,
ix) Describe the Proposer's methodology for handling errors and omissions.
x) Disclosure of any obligations posing a potential conflict of interest, including service on City
boards and/or commissions and any current contracts with the City of Lubbock. This would
apply to the Proposer as well as consultants subcontracted by the Proposer.
xi) Offerors are strongly encouraged to explore and implement methods for the utilization of
local resources, and to outline how they would address outreach issues in their proposal. It is
also the desire of the City that the City of Lubbock program serve, as much as practicable, to
stimulate growth in all sectors of the local business community. Describe how your firm would
facilitate this process, and provide any relevant information about similar efforts on previous
projects.
xii) Any material which the proponent wishes to submit and which is not specifically requested in
the above categories.
04-143/RW-RFPSVC.doc 13
RFP #04-143//RW, Addendum #1
10. City of Lubbock:
Tommy Combs
Sally Abbe
Todd Steelman
Raul Salazar
Mark Yearwood
Barry Pitanietlo
Randy Wood
11. The new close date for RFP#04-143/RW, City of Lubbock Network/Copier and Printer
Services is September 30, 2004 @ 3:00 p.m.
All requests for additional information or clarification must be submitted in writing and directed to:
Randy Wood, Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457
Questions may be faxed to (806)775-2164 or Email to rwood@mylubbock.us
THANK YOU,
CITY OF LUBBOCK
Randy Wood
Buyer
It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the
bidder's responsibility to advise the City of Lubbock_ Purchasing Manager if any language, recuirements, etc., or
any combinations thereof,_ Inadvertently restricts or limits the requirements stated in this RFP to a single source.
Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five
(5) business days prior to the bid close date. A review of such notifications will be made.
04-143/RWAdd endl .doc
RFP #04-143//RW, Addendum #2
8. Q: What software for accounting and monitoring capabilities do you have in place now?
A: H.P. and Novell for basic functions.
9. Q: What are the models on the current printers?
A: The entire laser jet line from U4 - U9000
10. Q. Is the 50-ppm copier a required standard for all departments?
A: This is not a specific requirement based on the users considered. Obviously, the most
practical solution considering the diverse City of Lubbock functions will be strongly
considered.
11. Q: What type of network does the City have?
A: See response to item V.
12. Q: Will inkjet printers be included in the RFP?
A: No
13. Q. Are printers monitored?
A: See response to item V.
14. Q: Do any of the leases include service contracts and is toner included?
A: Yes, the copiers on lease include a service contract and toner is included.
15. Q. Who is providing service for your copiers currently?
A: Xerox, Canon and Minolta
16. Q: Can we get a tour of your current equipment and how it is being utilized?
A: All city facilities are open to the public between the hours of 8:00 a.m. and 5:00 p.m.
central standard time. Potential respondents to the RFP are invited to visit city facilities at
their convenience for the. purpose of preparing their proposal. Please contact Randy Wood
to arrange an appointment.
17. Q: What is the track record of your current service provider for copiers and printers and
how are they rated by the city? What method is used to form such a rating?
A: The current service providers for copiers and printers have a good track record for
service.
18. Q. Please supply the criteria used to make the decision with regards to the purchase of
your current printers and copiers.
A: The main criteria utilized for copiers and printers are competitive pricing.
04-143/ R W Adde nd 2. doc
RFP #04-143//RW, Addendum #2
Police Adm. 2nd Flr
DC420
20
$138.50
0
2-Jun
Lease
Water Treatment
DC420
20
$115.82
0
2-Jun
Lease
LP&L
DP75
75
$2,037.00
200,000
2- un
Lease
Budget Office 2nd Fir
DC420
20
$133.74
15000
2-Nov
Lease
LP&L Production
DC432
32
$172.12
25,000
2-Nov
Lease
City Secretary
DC555
55
$453.00
60,000
2-Dec
Lease
Civic Ctr Admin off 3rd
DC555
55
$453.00
60,000
2-Dec
Lease
LP&L Maintenance
DC420
20
$113.13
15,000
2-Dec
Lease
City Dump Abernath
DC432
32
$212.78
25,000
3-Feb
Lease
Hodges Comm Ctr
DC425
25
$154.58
4,000
3-Feb
Lease
Maxey Comm Ctr
DC425
25
$155.00
4,000
3-Feb
Lease
Old Landfill
DC420
20
$133.74
15,000
3-Feb
Lease
P&R Rawlins
DC425
25
$155.00
4,000
3-Feb
Lease
P&R Senior Citizens
DC425
25
$155.00
4,000
3-Feb
Lease
Parks&R Simmons
DC425
25
$155.00
4,000
3-Feb
Lease
Silent Wins
DC412
12
$69.99
0
3-Feb
Lease
Simmons Sr Ctr
DC425
25
$155.00
4,000
3-Feb
Lease
Solid Waste
DC432
32
$223.17
25,000
3-Feb
Lease
Tr 'o Center
DC425
25
$155.00
4,000
3-Feb
Lease
Parks&Rec. 1st Flr
DC555
55
$453.00
60,000
3-Mar
Lease
Accounting 162513th
DC432
32
$224.00
25,000
3-Apr
Lease
Mun Crt 1st Flr
DC425
25
$172.00
4,000
3-Apr
Lease
Solid Waste
DC412
12
$70.00
0
3-Apr
Lease
Mun Crt 2nd Fir
DC425
25
$154.00
4,000
3-May
Lease
LP&L Admin
DC432
32
$213.00
25,000
1 3-Jun
Lease
Bldg. Ins lion
DC425
25
$154.00
4,000
3-Jul
Lease
Mahon Library
DC535
35
$173.00
25,000
3- ul
Lease
Police Academy
DC432
32
$223.00
25,000
3-Aug
Lease
City Cemetery
M15
15
$60.99
0
3-Aug
Lease
Animal Control
WC416
16
$85.00
0
3-Dec
Lease
Comm Bsmt 916TX
WC535
35
$179.98 1
0
3-Dec
Lease
Garage Parts
DC416
16
$84.00
0
4- an
Lease
City Health Admin. Ofc
WCP35
35
$196.33
0
4- an
Lease
Land Application
DC423
23
$111.00
0
4-Mar
Lease
Purchasing Dept Bsmt
WCP35
$261.91
25,000
4-Mar
Lease
LP&L Distrib.
M15
16
$69.00
0
4- un
Lease
LP&L Distrib. First
DC426
25
$177.96
4,000
4- un
Lease
Minolta
Equipment
Environ. Health
Di550
55
$361.00
16,500
5 30 2003
Lease
City Mgr
Di550
55
$361.00
16,500
5 15 2003
Lease
Comm. Development
Di550
55
$361.00
16,500
1 13 2004
Lease
Central Fire Dept.
D050
55
$361.00
16,500
12 1 2003
Lease
Comm. Development
D650
55
$361.00
16,500
3 26 2003
Rental
Water Eng.
D350
55
$361.00
16,500
6 16 2003
Lease
04-143/ R W Addend2.doc
RFP #04-143-RW, Addendum #3
City of Lubbock
PURCHASING DEPARTMENT
ROOM L04, MUNICIPAL BUILDING
1625 13T" STREET
LUBBOCK, TEXAS 79401
PH: (806) 775.2167 FAX: (806) 775-2164
http://purchasing.ci.lubbock.tx.us
MAILED TO VENDOR:
OLD CLOSE DATE:
NEW CLOSE DATE: .
ADDENDUM #3
RFP #04-143-RW
CITY OF LUBBOCK NETWORK/COPIER
AND PRINTER SERVICES
September 29, 2004
September 30, 2004 @ 3:00 PM
October 14, 2004 @ 3:00 PM
The following items take precedence over specifications for the above named Request for Proposal
(RFP). Where any item called for in the RFP documents is supplemented here, the original
requirements, not affected by this addendum, shall remain in effect.
1. Q: How much paper does the City buy per year and what are the sizes? (Letter and Legal)
A: 8.5 x 11 - 10 to 12 million
8.5 x 14 - 120,000
11 x 17 - 300,000
2. The new close date is October 14, 2004 @ 3:00 PM.
All requests for additional information or clarification must be submitted in writing and directed to:
Randy Wood, Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457
Questions may be faxed to (806)775-2164 or Email to rwood@mylubbock.us
THANK YOU,
CITY OF LUBBOCK
Randy Wood
Buyer
It is the intent and purpose of the City of Lubbock that this request permits competitive bids. it shall
be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any language,
requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements
stated in this RFP to a single source. Such notification must be submitted in writing and must be
received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A
review of such notifications will be made.
04-143-RWAddend 3.doc
RFP #04-143-RW, Addendum #4
1
1
1
1
1
1
1
1'
1�
1'
Z
2
2:
2:
2,
2'
21
2:
21
2!
3(
3'
3:
3:
3-�
3`,
3f
I ictarl halnw is a hraakeinwn of all tha enniarc in tha f itv of i nhhneir-
Location
Model
Install
Status
Buyout
Term
Avg.
Monthly
Copier
Volume
Xerox Copiers
I Audit/Coliseum
5320
A r-93
Rental
700
1 Police Dept Property
5021
Oct-95
Rental
592
3 Garden and Arts
5021
Jul-97
Rental
4243
Fine Arts Ctr
5334
Dec-97
Rental
13353
i Water Reclamation
5334
Dec-97
Rental
4116
i Elec. Dist. 916 TX
5334
Jan-98
Rental
2993
City Man. 2nd Fir
5624
Mar-98
Rental
2036
3 Fleet Svcs/2nd Fir
5334
Mar-98
Rental
3925
i LPEtL Collections
5334
Oct-98
Rental
3110
Narcotics 2nd Fir
5624
Oct-98
Rental
1052
1 Fire Marshall
5352
Nov-98
Rental
10149
Bldg and Maint
5424
Dec-98
Rental
1522
1 Waste Disposal
5820
Nov-99
Rental
1223
Information Svcs
5820
Mar-00
Rental
5820
i Print Shop
DC12
Jul-00
Own
10000
i Print Shop
F X12
Jut-00
Own
/A
Police Dept 1st Fir.
460ST
Se -00
Lease
$ 11,263.71
60 month
3465
1 Police Dept 1 st Fir.
460ST
Se -00
Lease
$ 11,921.73
60 month
12899
Human Resources
OC470
Dec-00
Lease
$ 13 831.66
60 month
35995
Health Dept./ Nursin
5820
Jan-01
Rental
1302
Street Dept.
5845CA
Jan-01
Rental
6662
! LP&L Transformer
5820
Feb-01
Rental
509
I Police -Prop. Crime
5820
Jun-01
Rental
3481
Godeke Library
DC420 BK
Mar-02
Lease
$ 6 252.02
0 month
103
i Godeke Libra
DC4208K
Mar-02
Lease
$ 6252 .02
0 month
1424
Groves Libra
DC420 BK
Mar-02
Lease
$ 6 252.02
0 month
4152
Mahon Library-1
DC4208K
Mar-02
Lease
$ 6,252.02
0 month
3509
Mahon Library-2
DC420BK
Mar-02
Lease
$ 6,252.02
0 month
4098
TJ Patterson Library
DC4208K
Mar-02
Lease
$ 6,321.17
0 month
Z924
Aviation 2nd Fir
DC432
Ma -02
Lease
$ 6,667.43
0 month
248
Health Dept.
DC420
Ma -02
Lease
0 month
70
Police Adm. 2nd Fir
DC432
Ma -02
Lease
0 month 14521
Pub Info Rm102
DC432
Ma -02
Lease
0 month
553
Water Treatment
DC432
Ma -02
Lease
A4,7755.60
0 month
905
Heal Dept 1902TX
DC420
Jun-02
Lease
0 month 1738
Health Dept. JSurv.
DC420
Jun-02
Lease
0 month 2928
04-143-RW Addend4.doc
RFP #04-143-RW, Addendum #4
7E
79
Sc
81
82
83
Water Eng.
D1550
6/16/2003
Lease
$6,664.70
36 month
11355
Water Utitities
Di551
12/23/2003
Lease
$8 350.91
60 month
7079
Canon Copiers
Health Dept
IR3300
6/28/2002
Lease
$4 673.00
60 month
4580
Pi eline Et Maint.
IR2200
6/26/2002
Lease
$3,604.84
60 month
1000
Metro Planning
IR2200
5/30/2002
Own
1000
Traffic Engineering
IR3300
8/16/2004
Lease
S8,165.45
36 month
V406
04-143-R W Addend4. doc
Benchmark
Technology Solutions for Business
Response to RFP # 04,143-
City of Lubbock Network/Copier and Printer Services
October, 28, 2004
Dan Pope
Account Manager
Benchmark
1607 Broadway
Lubbock, TX 79401
(806) 744-8744
x Xerox
Authorized
Sales Agent
October 28, 2004
Honorable Mayor Marc McDougal
City Council Members
City Of Lubbock
162513th Street
Lubbock, TX 79401
Dear Mayor and Council:
We are pleased to provide a response to RFP #04-143 for Network/Copier and Printer Services. Our
proposal follows this letter.
We have carefully studied the requirements of your Request for Proposal and believe that our solution will
best meet the needs of the City of Lubbock. Our solution is built upon addressing your identified challenges
and needs, based on our understanding of your account and our knowledge of the industry.
We are very proud of the long time business partnership between the City of Lubbock, Benchmark
Business Solutions and Xerox. This relationship has yielded satisfied customers for many years. We will
continue on a daily basis to strive for excellence in all services we provide.
Please feel free to contact me at 744-8744 if you have any questions.
With Best Regards,
Dan Pope
Benchmark
r d"low Soh,dons
I Broadway Lubbock, TX 79401 1 806.744.8744 1 800.378.9179 1 fax: 806.744.4707 1 ww,.r hP.+�ti.r�rU..rty
Zb. City of Lubbock Copiers and Printers - Current State
The current state of network printers and copiers at the City of Lubbock is as follows:
Printers- General Observations. The City of Lubbock has an unusually high number of laser
printers as compared to the number of employees (one printer for every seven employees). in many City of
Lubbock departments, every office worker has their own printer. As a result, many of the printers are
smaller, slower and for the most part are without features, such as duplex or extra paper sources.
1. (300) Hewlett-Packard Printers —
a. 200 of these printers are on the network
b. Hewlett-Packard printers in the City of Lubbock fleet have cost the City an average of
$1,250 each.' This represents a minimum of $375,000 invested in COL printer
hardware. (300 @ $1,250)
c. Average life span of a desktop laser printer is four to five years.2 Using a five-year
( replacement cycle, City of Lubbock spends $75,000 yearly on printer hardware.
($375,000/5 yrs.)
d. Hewlett-Packard printers also require an average of $50 annually for non -supply costs
such as technical service, maintenance kits and customer responsible parts 3 This
represents another $15,000 in annual cost for the City. (300 printers 0 $50)
e. City of Lubbock printer volume is estimated to be about six -million pages annually.
This volume number is based upon total paper COL purchased less known copier
volumes and substantiated by the usage patterns of several key City departments. The
printer cartridge costs to produce this volume at an average cost of $.025 per page
result in an annual $150,000 cost to the City of Lubbock.4
I Pricing based upon the State and Local Pricing offered by Hewlett-Packard to eligible State of Texas entities.
2 Industry averages from DataQuest.
3 Benchmark Business Solutions market place knowledge.
4 Supply analysis See Appendix 17, Digital Migration.
2b. City of Lubbock Copiers and Printers - Current State cont.
f' Copier Equipment Profile and Cost Analysis
Location
Current
Model
Peps Par
Mhub
Serial
Number
Monthly
8esa Cost
Papa
krckW*d
Averspt
Monthly
Current
Volume
Total Mo"Ifilly Cost
Xerox Equipment
Police -prop. Crime
5820
20
N9N093382
$ 132.00
6,000
592
$ 132.00
Solid Waste
DC412
12
GFE044200
$ 70.00
0
113
$ 72.49
LP L Transformer
5820
20
N9NO96456
S 132.00
6,000
125
$ 132.00
LPdL Maintenance
DC420
20
NL2030314
$ 113.13
15,000
403
$ 113.13
Heal Dept 1902TX
DC420
20
NL2022980
$ 130.54
0
433
$ 136.17
Old Landflq
DC420
20
NL2032190
$ 133.74
15,000
444
$ 133.74
AWWCci ileum
5320
20
1M1372857
$ 111.30
9000
447
$ 111.30
Garden and Arts
5021
21
OMWO59364
$ 11 ON
2,000
1 554
$ 110.37
Garage Parts
DC416
16
YN6012622
$ 84.00
0
578
$ 94.40
Health Dept
DC420
20
NL2022146
$ 131.00
0
626
$ 139.13
Police Dept Property
5021
21
OMW111075
$ 136.50
2,000
6,%
; 136.50
Anknal Control
WC416
16
YPS012714
$ 85.00
0
1 700
$ 97.60
Land Apokation
OC423
23
PF6412270
$ 111.00
0
810
$ 125.18
Parks&R Sknmons
OC425
25
EYCO15875
$ 155.DO
4,000
865
$ 155.00
LP$LDislrtb.
M15
16
PDE126M
$ 69.00
0
902
$ 87.94
TJ Patterson Library
DC4208K
25
HYD000630
S 190.93
2,000
951
$ 190.93
Elec. Dist 916 TX
5334
34
OU2065495
$ 234.00
12,000
963
$ 234.00
City Cemetery
M15
15
PDE104405
$ 60.99
0
970
$ 81.36
PrSSenior Citlzens
DC425
25
EYCO16070
$ 155.00
4000
977
$ 155.00
City DUOV
(Aberriaft
DC432
32
NM9141496
$ 212.78
25.000
1050
$ 212.78
sowwkw
DC412
12
GFE040832
$ 69.99
0
1137
$ 93.87
Simmons Sr Ctr
DC426
25
EYCOISS84
$ 155.00
4,000
1148
$ 155.00
Bldg and Maint
5424
24
4Wr112922
$ 142.00
5000
1149
$ 142.00
Fire Marshal
5352
52
3HL106275
$ 385.00
12,000
1204
$ 385.00
City Man. 2nd Fir
5624
24
4Wrl18683
$ 142.OD
5,000
1278
$ 142.00
Waste Disposal
5820
20
NON089948
$ 132,00
6,000
1337
$ 132.00
Narcotk;s 2nd Fir
5624
24
4WT121163
$ 137.00
5,000
1471
$ 137.00
Maxey Corrsn Ctr
DC425
25
EYCO15M
S 155.00 1
4,000
1517
$ 155.00
Fleet SvcOnd Fir
6334
34
OU2043917
$ 234.00
12,000
1533
$ 234.00
Groves Library
DC420 BK
25
HYD000661
$ 190.93
2,000
1686
; 190.93
Budget Office 2nd Fir
DC420
20
NL2.025M
$ 133.74
1500D
1729
S 133.74
Hodos Comm Ctr
DC425
25
EYCO15866
$ 154.58
4,000 1
1750
$ 154.58
Malin Library-1
OC4208K
25
HYD000601
$ 190.93
2,000
1781
$ 190.93
Sold Waste
DC432
32
NM9168811
$ 223.17
25,000
1831
$ 223.17
P3R Ra
DC425
25
EYCO16223
$ 155.00
4,DOO
1935
$ 155.00
Health t./Surv.
DC420
20
NL2022939
$ 130.54
0
1968
$ 156.12
Poke Adm. 2nd Fir
DC420
20
NL2023180
$ 138.50
0
1985
$ 164.31
WaterTreaftwt
OC432
32
NW143136
$ 251.28
10,000
2t33
$ 251.28
HeathDept/Nursing
5820
20
N9NO92074
S 132,OD
6,000
2140
$ 132.00
Trejo Center
DC425
25
EYCOISS69
$ 155,00
4,000
2193
$ 155.00
Water Treatment I
DC420
20 1
NL2023104
$ 115.82
0
2390
$ 146.89
2c. Benchmark Solution
We recommend the following solution to address the current challenges as identified by the City of
Lubbock network/copier and printer services RFP.
1. A document service solution from Benchmark featuring the WorkCentre Pro advanced
multifunction systems.
a. (80) total Xerox WorkCentre units. (68) of the units are to be new placements. We
recommend that the City of Lubbock continue to utilize (12) Xerox digital multifunction
systems that have been installed in the last eighteen months. These devices meet the
needs of the end -users and allow the City of Lubbock to avoid expensive refinance
costs.
b. The Xerox WorkCentre Pro advance multifunction system provides fully integrated
functionality for copying, network printing, faxing, scan -to -email, scan -to -file and scan -
to -desktop needs. Multiple tasks can be accomplished concurrently with no loss of
productivity.
c. The Xerox WorkCentre Pro advanced multifunction systems is far more productive
than the competition when printing network jobs. (See Appendix 12, Buyers
Laboratory, Inc. (BLI) report.)
d. Monthly lease cost for the recommended solution is $14,021. All prints/copies are
billed at $.0084 each. At City of Lubbock current volumes, this proposal offers an
immediate savings of more than $1,000 per month compared to your current copier
fleet costs. (See 2c. Proposed vs. Current - Cost Analysis.)
e. Digital print migration is the concept of shifting network print volume from slower and
more expensive network printers to faster, more productive and less expensive digital,
multifunctional systems. The City of Lubbock can save more than $189,000 over five
years by shifting just 20% of today's network print volume to the Xerox WorkCentre
Pro multifunction systems. (See 2c. Proposed vs. Current - Cost Analysis.)
2d. Proposed vs. Current - Cost Analysis
Proposed Cost Summary
Monthly Lease Base
400,000 pages ® $.0084
Total Monthly Proposed Cost
Total Annual Proposed Cost
Proposed vs. Current Cost Analysis
Total Monthly Current Cost
Total Monthly Proposed Cost
Monthly Cost Savings of Proposed
Annual Cost Savings of Proposed
$14,020.88
$3,330.90
S17.351.78
S208.221.36
$18,393,32
$17,351.78
$1,041.54
S12,498.48
Key Message: New, state -of -art, Xerox WorkCentre Pro multifunction systems allow the City of Lubbock
to save 5.7% over current copier fleet cost immediately.
2d. Proposed vs. Current - Cost Analysis cont.
LoeOW
CunerH
MOdo
Pepee
Per
Mkw4e
Serfaf
Number
Avg.
Monthly
Volume
ToW
C~
Mai"
Coo
Kew or
Trade
Prof.
Machine
Paper
Per
Mkuft
Prop. Uwft
BUD Cat
Prof. Overepe
0 Um m
Mon1ldy P
Tool
Mtn Crt 2r1d Fit
OC425
25
EYCD18566
3597
S 154.00
T
DC430S
30
$ 164.94
$ 30.21
$ 1<
Aviation 2nd Fit
OC432
32
NM9143191
3753
$ 263.42
T
DC430S
30
$ 164.94
S 31.53
S 15
Pub Info RmfO2
DC432
32
NM9142571
4085
$ 251.28
T
DC430S
30
$ 164.94
S 34.31
$ 19
LP L Admin
DC432
32
NM9169679
4147
$ 213.00
K
DC432
32
$ 90.11
S 34.83
$ 12
Street Dept,
5845CA
45
CIC192706
4216
$ 453.00
T
DC430S
30
$ 164.94
S 35.41
S 204
814 Impechan
DC425
25
EYCO20347
4410
S 159.29
K
DC425
25 °
S 70.32
$ 37.04
$ 10;
Mun Crt 1st Fir
DC425
25
EYCO16782
4492
$ t78.35
T
DC430S
30
S 164.94
$ 37.73
$ 202
City Hea*A**.Olc
WCP35
35
MYPOO7649
4783
$ 236.51
K
WCP35H
35
$ 191.42
$ 40.18
S 221
LP&L D1s11ib. First
DC426
25
UHFOOI199
5200
$ 194.40
K
DC426
26
$ 135.15
$ 43.68
$ 178,
Polka Adm. 2nd Ftr
DC432
32
NNO12M
5929
$ 347.87
T
WCP35H
35
S 193.19
$ 49.90
$ 242.
LPSL Co W*m
5334
34
OU2036726
6016
$ 234.00
T
WCP35H
35
S 193.19
$ 50.53
$ 243.
Accounting 162513th
DC432
32
NM9112195
66M
$ 224.00
K
DC432
32
$ 90.11
$ 66.69
$ 145.1
Comm Bsm1916TX
WC535
35
WPOO4629
7258
$ 244.58
K
wC535
35
$ 191.77
$ 60,97
$ 252.'e
Mahan Ubrary
DC535
35
FWK007116
7501
$ 173.W
K
DC535
35
$ 128.51
$ 63,01
$ 191.5
Godeke UbrarV
DC4208K
25
HYD000850
8040
$ 20.45
T
DigBK
30
$ 280.08
$ 67.54
$ 347,6
information Svcs
5820
20
N9N092075
8774
$ 134.77
T
WCP35H
35
$ 193.19
$ 73.7D
$ 266.8I
Police Act
DC
32
NM9170207
10191
$ 223.00
K
DC432
32
$ 90.11
$ 85.60
$ 175Y
Civic Ctr Ad 7 in off 3rd
00555
55
FWT010328
1 OW7
$ 453.00
K
W555
55
$ 171.12
$ 91.79
$ 262.91
Parks6Rec.IstFly
DC555
55
FWT014034
12917
S 453.00
K
DC555
55
$ 171.12
$ 108.50
$ 279.62
Purchasig Dept Bsmt
WCP35
MYPO13116
14537
$ 261.91
K
WCP35
35
$ 181.42
$ 122.11
S 303.53
Police Dept 1stFlr.
460ST
55
NEW 11
15798
$ 727.00
T
WC55
55
$ 344.50
$ 132.70
$ 477.20
Caw Secretary
DC555
55
FWT017928
20553
$ 453.00
K
DC555
55
$ 171.12
$ 172.65
$ 343.77
Human Resources
DC470
65
NOSWI365
23454
$ 893,00
T
WCP65
65
$ 340.90
S 197.01
$ 537.91
Police 00 ist Fly.
460ST
55
NE8001058
38362
S 837.16
T
WCP66
65
$ 340.90
S 322-24
$ 663.14
Minolta
EmAron. HeaBh
Di550
55
2802
$ 361.00
T
WC55
55
S 344.50
$ 23.54
$ 368.04
City Manager
Di550
55
14390
$ 301.00
T
WC55
55
$ 344.50
$ 120.88
S 465.36
Comm. Devi nt
Di550
55
31161
361.00
T
WC55
55
S 344.50
$ 261.75
S 6W.25
Central Fire Dept
Di550
55
2816
$ 361.00
T
WC55
55
$ 344.50
$ 23.66
$ 368.15
Comm. rK
0650
55
20378
$ 361.00
T
WC55
55
$ 344.50
$ 171.18
$ 515.66
Water Eng
Di550
55
11365
$ 361.00
T
WC55
55
$ 344.50
$ 95.38
S 439.88
Water Utilities
Oi550
55
7079
$ 318.00
T
WC55
55
S 344.50
S 59.46
$ 403.96
Canon
Heaifh Dept
IR3300
33
7079
S 179.60
T
DC430S
30
S 164.94
S 59,46
$ 224.40
Pipeline 6 Maim.
IR2200
22
1 D00
S 133.40
T
DC430S
3D
$ 164.94
$ 8.40
$ 173.34
Metro PionrWy
IR2200
22
1000
$ 222.37
T
DC430S
30
$ 164.94
$ 8.40
$ 173.34
TrafkEngineering
IR3300
33
2400
S 222.37
T
DC430S
30
$ 164.94
$ 20.21
S 185.15
Total
396,536 1
$16.393.32 1
1
5 14.020.88
3330.90
5 17 351 -8
2e. Digital Print Migration Cont.
We visited several City departments; Parks and Recreation, Health Department, Human
Resources and Purchasing, while developing our solution.
Our observations from those visits:
■ Each department has many decentralized laser printers. Many of these printers are used
by one employee only.
■ The majority of the laser printers we visited are presently on the City of Lubbock network.
■ In rooms where copiers are located, there also exists a network laser printer.
■ Printer volumes are significant. In fact, printers are often used as copiers — multiple sets
being printed instead of printing an original then utilizing a nearby copier.
■ Many printers could be eliminated, or placed in a "back-up only" status, through an
effective print migration strategy. This can be accomplished without causing City of Lubbock
employees to walk significant distances.
■ We see no reason why digital print migration would not be effective in the departments we
visited. The visited areas are representative of many City departments.
Key Message: By implementing a successful digital print migration strategy, the City of Lubbock can
significantly impact office productivity and save hundreds of thousands of dollars.
2g. Hewlett-Packard Service
Benchmark is an Authorized Hewlett-Packard service provider. With a service team of four
Customer Service Engineers, we support more than 1,000 printer customers in West Texas and New
Mexico.
As part of our solution for the City of Lubbock, we would like to negotiate a mutually beneficial
agreement that allows Benchmark to provide service for all City of Lubbock Hewlett-Packard printers. This
agreement could be for full -service, on -site Benchmark Maintenance Agreements, flat -rate per call labor
rates plus parts, bench repair at our downtown office or a combination of the three.
Please see Appendix 19 for details of our Benchmark "Prevent 13" service strategy, references and
other pertinent information.
3. Benchmark Credentials
Customer
Project Description
Status
Contact
Information
South Plains College
• Digital copier/printers w/scanning
Completed Dec.
Tony Riley
Levelland, TX
• Network color desktop.printers
2002
South Plain College
■ Production digital copier/printers
1401 College
• Fax machines
Avenue
• Hewlett-Packard printer service
Levelland, TX 79336
• Installation
806-894-9611 x2205
* *
Training
■ 35+ machines
■ On -going support
Cinguler Wireless Call
■ Digital copier/printers w/scanning
Completed Aug.
Ms. Jackie White
Center
■ Digital color copier/printers w/scanning
2004
Cingular Wireless
Lubbock, TX
• Installation
Calf Center
■ Training
2321 N. University
C I Cl u I a r
■ 25 machines
Lubbock, TX 79415
■ On -going support
806-758-6375
Roswell ISO
• Digital copier/printers
Completed Aug.
Joe Baca
Roswell, NM
• Color printer hardware, service and
2004
Roswell ISD
supplies
PO Box 1437
• Software
Roswell, NM 88202
■ Installation
505-627-2500
• Training
■ 80+ machines
• On -going supp2rt
New Mexico Junior College
• Digital copier/printers w/scanning
Completed Sept.
Dana Martin
Hobbs, NM
■ Production digital color and monochrome
2004
NMJC
DocuPrint devices
5317 N Lovington
• Print tracking software
HWY
■ Installation
Hobbs, NM 88240
■ Training
505-392-5665 x451
■ 25 machines
• On -going support
Texas Tech University
• Digital copier/printers w/scanning
Installation in
Alan Michels
Extended Studies
■ Production digital DocuPrint printers
progress
6901 Quaker
Lubbock, TX
■ Digital color copier/printers
To be completed
Avenue
■ Installation
Oct. 2004
Lubbock, TX 79413
• Training
806-742-7202
■ Hewlett-Packard printer service
■ 12 machines
• On -going support
4a. Brochure of Past Work -Xerox and Cities Outside of Benchmark Territory
Customer
Project Description
Status
Contact
Information
City of Galveston
■ Digital copier/printers w/scanning and taxing
3 year
Robert Canterbury,
Gahroston, TX
0 Fleet management
relationship
IT Manager
■ Production publishing services
City of Galveston
u1►,�
DocuShare and FlowPort software solutions
722 Moody
DocuTech production publisher
a 75+ machines
Galveston, TX
409-766-2213
a DocuCare support
■ Significant productivity improvements
Bruce Hughes
■ Digital migration has proven to be very cost-effective
Purchasing Director
City of Galveston
722 Moody
Galveston, TX
409-770.5372
City of Houston
a Digital copier/printers wlscanning and taxing
12 year
Jaime Garcia
Houston, TX
■ Digital color copier/printers
relationship
City of Houston
a DocuTech production publishers
Division Manager of
■ 600+ machines
High Technology
■ 300+ of those machines connected to the City's network
Purchasing
■ DocuCare support
901 Bagby
■ Significant productivity improvements
Houston, TX
■ Digital migration has proven to be very cost-effective
713-247-1150
6. Second Level Professional Support
Second Level Support
Time
Role and Involvement in City of Lubbock Solution
Team Member and
Experience
Marty Brantley
Xerox Field Service
Mr. Brantley will be responsible for the technical service delivery by a team of
Lubbock, TX
Manager
10 Xerox Customer Service Engineers (CSEs).
19 years with Xerox Corporation
25% involvement in City of Lubbock Solution
West Texas Xerox
(10) Xerox Customer
This group of ten, tenured Xerox CSEs will be responsible for day -today
CSE Team
Service Engineers
technical support of City of Lubbock copier/printers.
Lubbock, TX
40% involvement in City of Lubbock Solution
170 combined years with Xerox
Corporation
Bill Ivey
Xerox Document
Mr. Ivey will provide second level support for all network copier/printers and
Amarillo, TX
Systems Analyst
their operations in the City of Lubbock network. Mr. Ivey has supported Xerox
solutions at Lubbock Power & Light in the past.
30 Years with Xerox
Corporation
Pat Hauser
Office Sales
Mr. Hauser will provide second level support for all network copiedprinters in a
Albuquerque, NM
Specialist
sales and marketing role. This would include application and support.
38 Years with Xerox
Corporation
Benchmark Service
(3) Service
This group of three, tenured technicians will be responsible for day-to-day
Team
Technicians
technical support of City of Lubbock Hewlett-Packard printers.
Lubbock, TX
40% involvement in City of Lubbock Solution
100 combined years with
copier/printer service
8. Federal, State and Local Statute and Ordinance Compliance
i We will, to the best of our ability and knowledge, be aware of, comply with and enforce, where
applicable and to the extent required, all statutes and ordinances of the United States of America, the State
of Texas and the City of Lubbock, including, but not limited to, the Davis -Bacon Federal minimum
requirements.
r
10. Conflict of Interest Statement
We are aware of nothing presently that would possibly pose a Conflict of Interest with the City of
Lubbock.
Benchmark team members do from time to time serve on City of Lubbock boards, commissions
and special committees. We are not aware of any such service currently.
Xerox and Benchmark both have contracts and provide service for other office technology solutions
provided to the City of Lubbock, outside the scope of this RFP.
Buyers Laboratory, Inc.
Network Printing Test Results June 2002 — Aug. 2003
50
40
L.
a 30
Ca
20
COCO
a
10
Effective Network Print Speed
r Q• a� aY°
Pri ter produMVityy tasting was Conducted by Buyers laboratory Ins. (9Lq, with each product operating in detault mods and raaWuUM set at WOdpi.
Mu" jobs from a BLI teat suite were sent in series to each device, with output consisting of a mix of single and multiple stapled eels with a banner
pegs for each job n the teat Bache. The order of jobs was randomly satacled. Xerox MP 90lestad with MulbfuMion Finisher.
uuyVIO auvia�vly, nip.
Network Printing Test Results June 2002 — Aug. 2003
W
10
0
Effective Network Print Speed - Department Comparison
Qo° oyo° ,�o`' `' 6,y�° ,�o° ° �°dP �No
G �c°ice Q` e Q` e
�- -_ Printer pmdugivNy, lssWg was wed by Buyers Laboratory Inc. (13Lf), with each product opsrsNrp in default mods and resolution sal at 60odpi.
---r Multiple jobs from a BLI lea suite were sent in series to each device, w0h output consisting of a mix of single and multiple stapled eels with a banner
papa for each job in Utt1 IMat suits. The order of jobs was randomly selected. The Xerox VVCP 90 was tasted with MuMunclion Finisher
Core Topic
Electronic Workplace: Printers
Key loom
What must enterprises do to benefit, rather
than be overwhelmed, by the emergence of
scalable modularized print solutions?
Technology, T-13-0655 Research Note
J. Lundy, P. Grant, K. Weilerstein 16 March 2001
Public Enemy No.1: Desktop Printers
Desktop printers are inexpensive to buy, but supply costs
outweigh the benefits that these printers offer. Enterprises
are best to avoid this technology for corporate office use.
Desktop printers have arrived in corporate offices in a tidal wave
of user -oriented acquisition. Reasons for this include the
attractiveness of color and the perception by enterprise
employees that printing is free. Gartner estimates that total
spending on output is between 1 percent and 3 percent of
revenue. Many enterprises are waking up to the fact that inkjet
printers are causing their printer supply budgets to double, triple
and even quadruple. We examine ways to manage this
technology.
Preliminary numbers indicate that in 2000, 67 million color -
capable, desktop inkjet printers were sold worldwide. Gartner
estimates that 20 percent of those are actually being used in
office environments.
Cost Issues: Supplies for personal inkjet printers cost about
three times as much per page as supplies for workgroup laser
printers and twice as much as for desktop laser printers. A half -
dozen desktop printers also need more service than a single
shared-workgroup printer designed for six users. Users may,
nonetheless, request their own printers, and if turned down by
the IS organization simply slip these $80 to $450 machines into
operational budgets. Left unattended, the problem can reach the
point where there are too many different printers for the IS
organization to keep an inventory, let alone provide support.
IS organizations vary widely in their response to the proliferation
of inkjet printers. Some have taken the unpopular move of
banning personal printers altogether. Others resign themselves
to managing network and production printer costs to the right of
the decimal point, while a large, unofficial population of inkjet
printers runs up untold supply bills against the miscellaneous
columns in the stationery and travel ledgers.
GartnerGroup
Enbes amdenr O20af bin Gsdner a=*, be. M oO t reserved. Napsaducawr d a:a pubicavm n srry wan aahal par w'aflon Oemiseion
is brHddefs 71he #*balm cw Wwd harm has been obbbrd fmm saunas babved b ba rabbis, CsrbnarGmup dv l wns as warm"
as to bo amuaq. eovowness at sdegmey al auU Mvareslien. f3sdnarCroup ahab hwre no pw6Mr bin wme, am1haw w iemdoquaay n
on edornaaon emrbdaaa hwvi+ a bin m%*astatiens Is.... TM robin assunn sole rgpnelblly 1st M salwbn ad bwse nwtwbas to
whore is itanded rasulis Tho opriors wyressod Marvin am u0sal b Mange etlroul eouea.
Total Satis�li��,6uara
If you are not, totally satisfied with aiq Xerox equipment acquired by you from Xerox
(including Sales .agents and .participating Dealers and Retailers), Xerox will, at your
request, replace it without charge with an identical model or, at the option of Xerox,
with a machine with comparable foes and capabilities. This guarantee will be
effective for 3 years following the, �qupxnent delivery, unless the equipment is
financed by Xerox for more than 3 y ix which event it will be effective during
the entire term of Xerox,jinandia1g, for.eertain home -office and previously -
installed models w#ic1,jreceiye..Qo*w , t -we year). This guarantee applies only
to equipment which bas beerr.0044 MW , aintaiaed by Xerox or its authorized
representatives under a Xerox expr*s g,or: Xeerox Maintenance agreement.
THE DOCUMENT COMPANY.
XEROX
14. Accessory Pricing cont.
Productl
Market Code
Accessories/Descriptions
Monthly Charge
WC55H
MUST Select One of the Following:
'35OCT-Offset Catch Tray
$0.00
'350FCFIN-Office Finisher
$17.22
MAY Choose One of the Following:
'WCFXLINEI-Embedded Fax-1 Line
$16.48
'WCFXLINE2-Embedded Fax-2 Lines
$31.55
2HOLE-2 Hole Punch ry
$10.65
35ENVKIT-Tray 2 Enve4e Insert Kit
$428
35FI-Foreign Interface
$3.76
3HOLE-3 Hole Punch Kit
$1.93
EMAIL -Email
$16.15
IOSECURE-Image Overwrite Security
$14.97
POSTEMKIT-Postscript Emulation
$12.81
PWM-EPC 256 Memory Upgrade
$428
WCSS-WP55-WC M55 to WCP55
$32.29
XASSIST2-Xerox Copier Assistant SW
$10.65
WCP65
MUST Select One of the Following:
'LWY-3100-Sheet HCF
$29.08
'LYU-Bypass Tray
$6.99
MUST Select One of the Following:
'100-FIN-100 Sheet Advanced Finisher
$83.48
'65OCT-Offset Catch Tray
$8.60
'LYV-50 Sheet Office Finisher
$42.98
'PROFIN-100 Sheet Professional Finisher
$123.88
MUST Select One of the Following:
'NOSCANFAX-No Fax or Scan
$0.00
'SCANEMAIL-SceNEmati
$28.53
'SCNEMLFAX-ScantEmail/Network Server Fax
$62.48
'SRVFAX-Network Server Fax
$42.55
128MEMEPC-128 Mb EPC RAM
$7.42
128MEMESS-128 Mb ESS RAM
$7.42
65.75ALT-High Altitude Kit
$0.00
OC70RHDD-Ramoveable Hard Disk Drive
$34.36
DC80F1-Foreign Interface
$3.78
DLXSCAN-Deluxe Scan
$46.43
DPWRCONV-30 to 20 amp Conversion
$0.00
FD7-DIsk/Carrier (max-4)
$19.39
FOB-DisWCarrler-ESS (max--5)
$19.39
NETACCT-Network Ac unting
$10.77
SCNEMLUPG-Scan/Email Enablement Upgrade
$40,83
SECURE1104mage Overwrite Security
$14.97
SRVFAXUPG-Net Fax Upgrade
$25.41
STAPLER -Stapler and Accessory She#
$6.45
STDSCAN-Slandard Scan
$10.65
USBPRINT-USB Direct Connect
$5.38
XASSiST2-Xerox Copier Assistant SW
$10.65
ML-TWMT
Print tracking Auditing Software I�
Printing is the third largest cost in many organizations, right
behind Human Resources and rent. Most organizations actually
spend more on printing than R&D. This rather alarming situation
can be avoided if you have access to the right information.
> Ana lyze /an'e:lyze/
To examine methodically by separating into parts and
studying their interrelations.
Analyze print information easily with Print Audit 4.
This software helps organizations get a grip on printing costs
by showing them exactly how much is being printed, where,
by whom and what. The data can then be displayed in easy -
to -read reports or graphs.
The total amount of paper an organization uses can be
calculated easily by adding up stationary orders. But where
does all that paper go once it comes into the office?
Solving that riddle is much more difficult than merely adding
up the number of boxes of paper ordered.
Print Audit 4 delivers the data needed for accurate budgets.
Most organizations under -estimate their actual printing costs
by over 50%. The hidden costs of using old technology versus
newer digital printers become apparent when performing a
cost comparison. Print Audit 4 eliminates the guesswork.
A Print Audit 4 analysis ran answer the following questions:
• Who is printing
• What is being printed
• Where are all of the print jobs going
• When printers are being used the most
• How large is each print job
Document Security
Print Audit 4 tracks the name of every document printed.
Because it tracks who printed what document and when, there
Is en electronic record that is safe from the shredders.
Print Audit software puts all of this information at your
fingertips. Use it to your advantage.
Find out where your printing expenses are. Become the office hero. Order Print Audit 4 today.
PRINT AUDIT INC.
Toll free: 1-877-41-AUDIT (28348) fax: 403-249-9471 Web site. www.printaudit.com
Outside North Air)erica (403) 685-4932
Mpff WDIT
Print Tracking t Auditing lioftwar•
"Without exaggeration, what used to take me 6 hours or
more, now takes 5 minutes or less."- Dawn Johnson,
Architectural Alternatives, commenting on automatically
tracking the printing expenses for each of her firm's clients.
> Recover /re:cuver!
To get back, as in the return of something lost; regain.
Recover printing costs quickly and efficiently with
Print Audit 4. In the past, organizations used to calculate
how much to charge their clients for out-of-pocket expenses
by manually tracking print volumes. This method was
unreliable, time-consuming and screamed out for automation.
Print Audit 4 gives you the ability to accurately bill clients for
recoverable expenses.
Print Audit can track as many variables as you need.'
• Number of pages • Color vs. black and white
• User name • PIN Code
• Customer name or code • Printer
• Paper size by the sheet And much morel
or square feet
What you do with this information will depend on the needs
of your organization. Some organizations sign agreements
with their clients to include out-of-pocket expenses, but these
fees are never recovered because of unreliable tracking methods.
Productivity also suffers with manual tracking. A Rim Audit 4
report is accurate and time -efficient.
In addition to charging clients, Print Audit 4 also enables
organizations to charge users and internal departments for
recoverable printing costs.
Who ran use Print Audit 4 to ircover costs?
• Lawyers
• Architects
• University computer labs
• Educational organizations
• Any company which charges
users or clients for costs
• Engineers
• Real estate offices
• Government departments
• Medical organizations
A recoverable expense can add to your bottom line or become
lost revenue. The choice is yours.
No time to track printing expenses? Become the office hero. Order Print Audit 4 today.
PRINT AUDIT INC.
Toll free: 1-811-41-AUDIT (28348) fax:403-249-9411 Web site: www.printaudit.com
Outside North America (403) 685-4932
Equitrac Office
Document Accounting Solution Suite
Rules & Routing
Extending the standard secure document release capabilities, this option allows administrators to define
a set of rules that will determine whether to delete a print job, hold a print job or re-route the print job
to another printer. For example, to increase print job efficiency and lower costs, a job with over 50 pages
can be destined to a compatible higher volume printer with a louver per -page cost.
Server Clustering
Deploy additional server components in Windows -based cluster environments for increased system
availability. This feature provides system administrators with uninterrupted print tracking
and management capabilities and can be configured in active -active or active -passive mode.
Client Billing
Capture client billing or cost center allocation codes and indicate print jobs as billable or
-on-billable with this feature. Allocation account activities can be tracked and reported on
,er-code basis for external billing or cost center attribution.
Desktop Printing
Desktop Printing supplements our core Print Server tracking capabilities by recording all
print activity on Windows" -based print drivers - whether they are locally or network
attached printers. Includes support for Infra -red, USE, LPTx, Firewire, BlueTooth or other
local connection techniques.
Desktop Tools
The Desktop Tools option offers three end -user features at the desktop:
Online authentication pop-up allows authentication of user credentials from anonymous workstations
through an external authority such as LDAP (Unix, Active Directory or NDS) or a native OS such as
Windows NT• (domain or workgroup).
Document cost preview allows the cost of a print server -based print job to be reviewed at the client
workstation prior to printing.
- Print release key pop-up is used by an anonymous user where an authentication key can be assigned
by the user at time of print. The job can then be released securely at the printer by providing the
authentication key.
`lual Pricing
iovides ability to apply different internal costing and external charging schedules to a print job. This
option is useful for determining simultaneous true printing costs and independent print pricing for
departmental or other charge back needs.
Easy to install, manage and use
Comprehensive and flexible report set for
device activity and usage analysis
Enterprise -class system availability and scalabilit
Broad printer and MFP device support and OS
platform compatibility
are.
Equitrac Office provides detailed activity reports on a
per -unit basis. The reports can be configured by the
administrator to show the print job attributes. Here, the printer,
description of the job, paper size and job cost are shown.
Measures and monitors user -level print and
copy usage
Reduces expense of equipment over -buying
and under -use
Increases efficiency of existing equipment while
lowering operational costs
Enhanced document output security through
secure document release
The Document in the Networked World
100. 1 A
Worldwide Network
PC installed Population
(millions)
Source: Giga Information Group
Changing Mix of
Documents
Source: Gartner Group
Key Messages: / DataQuest
• Use of paper continues to increase but the mix is changing
• Electronic Documents growing exponentially - now surpass paper
Exhibit #1
Laser Print Costs
Highly Variable
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1
HP Cartridge Costs / Copy Based on
Vario 'us Coverage Models Stapes Oct. 2002 Pricing
HP Consumable Pricing
Model
DPI
PPM
Yield
IIP
300
4
3,500
111
300
8
4,000
HID
300
8
4,000
HIP
300
4
3,500
Illsi
300
17
10,250
413
600
12
8,800
4L
300
4
3,350
4M
600
8
8,800
4ML
300
4
3,350
4MP
600
4
8,800
4MV
600
16
8,100
413
600
4
3,350
4Si
600
17
10,250
4SiMX
600
17
10,250
4V
600
16
8,100
5
600
12
8,800
5L
600
4
2,500
5M
600
12
8,800
5MP
600
6
4,000
5N
600
12
8,800
513
600
6
4,000
cost
50/0
100/0
15%
200/6
$93.99
0.0269
0.0537
0.0806
0.1074
$93.99
0.0235
0.0470
0.0705
0.0940
. $93.99
0.0235
0.0470
0.0705
0.0940
$93.99
0.0269
0.0537
0.0806
0.1074
$128.49
0.0125
0.0251
0.0376
0.0501
$93.99
0.0107
0.0214
0.0320
0.0427
$88.99
0.0266
0.0531
0.0797
0.1063
$93.99
0.0107
0.0214
0.0320
0.0427
$88.99
0.0266
0.0531
0.0797
0.1063
$93.99
0.0107
0.0214
0.0320
0.0427
$138.99
0.0172
0.0343
0.0515
0.0686
$88.99
0.0266
0.0531
0.0797
0.1063
$128.59
0.0125
0.0251
0.0376
0.0502
$128.59
0.0125
0.0251
0.0376
0.0502
$138.99
0.0172
0.0343
0.0515
0.0686
$93.99
0.0107
0.0214
0.0320
0.0427
$58.99
0.0236
0.0472
0.0708
0.0944
$93.99
0.0107
0.0214
0.0320
0.0427
$75.99
0.0190
0.0380
0.0570
0.0760
$93.99
0.0107
0.0214
0.0320
0.0427
$75.99
0.0190
0.0380
0.0570
0.0760
Exhibit #3a
Enterprise Benefits
• Supporu Xatoa and arty RFC I29a SNMP canpknr Plo ts.
5" your p+rii rratwI a. mdepoxi m at matarfeMK*I.
• Reduce aatvict coda and dowawrae daough proacwe tespony
to 11419"
• M&wwe poducwny of IT a w
• React apnp amaregraW shampoo wdh windows• tom am"
aawrny
• Calect and drttri0rw wad bitkrp roear and usage data for
MoaorYad doine"
• Fnsure more accurate maurr.eds to accwave whack to
appropneve davrcas or Woupa
• Track dwria use over time to inealkilmd, leawap. ns.a
• Get contrtata r.porb in Standard formats. co.rgohensiw. ace..
TWA. aaaV to food. easy to tndenaad, imm.doble, acoom.ble
• Gustoawta dale colklew with do*. w.aWy, atendaY. or annual
too"
System Administrators' Benefits
• Microsoft' Vuual SUWW* NET coda bW wNws data achanv
beMMW web "me" and appkcaews
• -Emd &*I- n pnatw and 4ma is akaru
• Owry of MS Acave Drecmryarre— Paders to ankeW prird
ducaaery and prwra "yneOeaNnt
• Enhanced dense —owry ta ban" nw*TF ME camphave
Panora U-. , HP Jetpaact-based praderal
• Group polling lembrs Ste[ pOW4 rdenek an groups era ptdktd by
priority
• Use a web browser m set up arq cwdr0ua davicn, check system
ateas. b0akksb" PDMWU. tract pfud uspa, chn0e Mtanpa,
determine tuppiy raauireaearw
• Mange SNMP wintort In The arompalk Utah mrywture , the
Office, on this rood. to %am bong
• &MPW dsac. ruaW~ - VWM. Card*paa, tad I" hangs for
am naftawk OnSWots and $in device dahwits from a single loeaton
• Easily "WV- d. On"O, and eoablMboar Pmbloma tar ewck +coon
•'CIn« leatuse appras samnps from am cloning a4wwted device
W Qd w kke dunces - a aymbc&m am and WW2V saves
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Minimum System Configuration
Mniaarm R.qurarn.ras
• Penbum• 1140*ft
• 25W8 RAM
• 207Me free die► pace
ReconLimwa d
• Pentium, 11 aK *U
•UM SB RAM
• 2 066 tree disk space
• Windows XP
• W.WWO 2000 PINSUanal
• windows 2W Senn
• WYWom 2000 Advanced Sarver
• bdetnat kdornma n Services SO or higher
• TCPlIP wield" rtatwork
• The GentraWere web client interface is web browMr-bead and
can be accasad an a platform drat supporu dm iodowwa
Microsolr Immnd Eaplaar 5.01 or la0har Iracotomaedadl
- For a complete hat of compatible web brOwMra MOM Mile
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wwwsara.coralcnKwwrwaeb
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XEROK
i_OBAL SERVICES
CentreWare• Web —
Xerox Device Management Software
UNITED STATES # Select a country
XEROX
Where tc Buy '4 Snoppiny Cart Mp X
Home Products Supplies Consulting & Outsourcing Account Management Support & Drivers
Product Resources E; Products : System Management and Administration :
Purchase Documentation & Xerox CentreWareTM Web - Device Management Software
Software
Derno Roorn Version 3.6
Pre -Owned Equipment
Xerox Products Site Map
To replace or add -on to your Support
equipment, visit the Product User DocumentsL
Upgrade Centre 1-800-ASK-XERC
774
Xerox CentreWere, Web 1-800-275-9376 ext.
CALL FOR PRICI
and additional inform
t8 AM - 8 PM ET, MC
Product Details
Have a Xerox repres
you immediately to a
s..t►ati�
questions
(8 AM - 8 PM ET, M(
Brochures
CentreWare Web Product Brochure
Use this form to get
your questions or to r
Benefits
additional information
a Robust, easy -to -use, Web -based tool helps increase
organizational efficiency by managing and reporting on all of the
networked SNMP printers and multifunction devices across the
entire enterprise -regardless of manufacturer
Complete this form t(
■ Centralizes printer set-up and enables system administrators to
brochures for specffir
install, configure, and view the settings for all network protocols,
and services
simplifying the task of Integrating devices
■ Replaces multiple spreadsheets with consistent database and
system information that is comprehensive, accurate, and easy to
Looking for informs
understand
Xerox Partners?
■ Improves efficiency through reduced service calls and increased
staff productivity
Find a Xerox Partner
Become a Xerox Part
Features
Product Information
■ Enables authorized personnel to configure devices, check device
What's New in Centre
status, troubleshoot problems, track print usage, change
FREE Software Dowr
settings, and more - via a Web browser
■ Group -based management function allows you to manage many
Press Releases
printers as if they were one
■ Proactively monitors device status and provides alerts on printer
Press Release Cora
problems
Press Release
in Tracks device usage over time to find the best fit for devices
within the organization
General Information
■ Protects unauthorized changes by leveraging Windows 2000
'
Security information
and/or NT4 native security
Key Applications
■ Fulfills the speed, optimization, and economy requirements of
system administrators and technology support teams in
enterprise office environments
■ Acts as a standalone solution or integrates seamlessly with
existing software/hardware configurations
tattra•1Jaannaa, vorrav n�m/nn/arrv/nnninmvaat/nrnrinnt d.tnilr TM A 0 vl
UNITED STATES a Select a country
� XEROX
Where. to Btty 'W Shopprrry Cart I+Ay X
Home Products Supplies Consulting 8 Outsourcing Account Management Support & Drivers
Product Resources E Products : System Management and Administration :
Purchase Documentation 8
Software
Demo Room
Pre -Owned Equipment
Xerox Products Site Map
To replace or add -on to your
equipment, visit the Product
Upgrade Centre
Xerox CentreWareTM Web - Device Management Software
Version 3.6
Xerox CHntreWare,(Web
Product Details
9p�ca
Support
User Documents
Brochures
Ce.ntreWare Web Product .Brochure
{ Benefits
+. a Robust, easy -to -use, Web -based tool helps increase
organizational efficiency by managing and reporting on all of the
networked SNMP printers and multifunction devices across the
entire enterprise -regardless of manufacturer
• Centralizes printer set-up and enables system administrators to
Install, configure, and view the settings for all network protocols,
simplifying the task of integrating devices
■ Replaces multiple spreadsheets with consistent database and
system information that is comprehensive, accurate, and easy to
understand
■ Improves efficiency through reduced service calls and increased
staff productivity
Features
■ Enables authorized personnel to configure devices, check device
status, troubleshoot problems, track print usage, change
settings, and more - via a Web browser
■ Group -based management function allows you to manage many
printers as If they were one
■ Proactively monitors device status and provides alerts on printer
problems
■ Tracks device usage over time to find the best fit for devices
within the organization
■ Protects unauthorized changes by leveraging Windows 2000
and/or NT4 native security
Key Applications
s Fulfills the speed, optimization, and economy requirements of
system administrators and technology support teams in
E, enterprise office environments
■ Acts as a standalone solution or integrates seamlessly with
existing software/hardware configurations
1-800-ASK-XERC
774
1-800-275-9376 ext.
CALL FOR PRICI
and additional inform
(8 AM - 8 PM ET, MC
Have a Xerox repres
you immediately to a
questions
(8 AM - 8 PM ET, MC
Use this form to get F
your questions or to i
additional informatior
Complete this form t(
brochures for specifi(
and services
Looking for informs
Xerox Partners?
Find a Xerox Partner
Become a Xerox Part
Product Information
What's New in Centre
FREE Software Dom
Press Releases
Press Release - Gorr
Press Release
General Information
Security information
htt"./AnrsrssI vn nv nnminnIVrv/nnrs;rtntn;tICA
RunaveTonar. Paper Dust km Fusing Assembly - Chedt the Assell" and Repba as Necessary
The fusing assembly can generate high repair bills. We remove contaminants before they do serious damage! Damaged
units can be replaced at the time of service at a discounted price, saving the cost of a future service call.
Check and Clcee Job Olt -Sad, %litdtback Dion Assembles and MAM Paperltays
These highly complex mechanical uniK used to move paper and separate jobs, need periodic cleaning in order to operate
properly
Replan and Clem Machine Fr'Res
Older laser printers produce ozone and have ozone filters that must be changed annually Newer machines do not produce
large quantities of ozone but require their static filters to be cleaned khr proper air circulation.
Replace and Clan kMg*RWWfer Assanrbly
Older machines use a high -voltage transfer corona mechanism and generate large amounts of ozone. These machines
require periodic replacement of the transfer corona assembly because the toner attracted to it must be ultrasonically
removed and cannot be property cleaned in the field. Newer machines require periodic cleaning of the transfer roller
assembly using a dry lint -free cloth.
Inspect and Clean Pkk4Jp Roller Surface
Pick-up rollers can become sick and ineffective over time. Using a rubber roller restorer, these rollers are returned to new
condition. Unrestorable rollers and pads can be replaced at time of service at a discounted price.
Lubricate mUMM With Ap"priaDe tigh-Temperature Grosse
Although drive gears in printers are properly lubricated at the factory over time the heat of the fuser and the motion in the
machine combine with paper dust, toner and dirt to dry out the lubricant, making reluMcation necessary
Clean Exit Rogers
Like the pick-up rollers, exit rollers become coated with a hard, shiny white film of paper debris that makes them slick.
Solvent cleaning usually restores them to their original texture. Unrestorable rollers need to be replaced at customer's
expense.
Thwoughly Clan the Electronic Bay of the No cl irre, Using a Ul mm and Compressed Air
Dust and dirt, especially toner, can became conductive on circuit boards, causing premature failures. With the machine's
covers removed, our technicians can thoroughly clean the entire electronic assembly of these contaminants.
Tighter or Replace Screws and Check GnoundKg Straps
Screws that have worked loose inside a printer can fall into the cartridge or into the machine gear trains, causing severe
damage.
Irupecf, Replace and Mean SWW&don Pads and Rollers
All printers use a cork separation pad or rubber rollers to feed one sheet of paper at a time into the machine. Cork
separation pads are replaced and all separation rollers are returned to OEM specifications.
dean and lubricate Fan Assembly
Toner, paper dust, dirt and ozone conspire to "gum -up" exhaust fans. A little cleaning will help keep the fan going for years.
Inspect and Clan Regisbadon Assembly
This unit is removed, inspected and cleaned with a rubber roller restorer.
kupect and Clan BUM40-am optical Path
Some machines have a mirror in the laser optical path to direct the laser beam to the machine's image drum. This mirror
can become so cloudy that
GENERAL TERL : The following terms apply to all lease transactions:
1. PRODUCTS. The term "Products" shall refer collectively to all equipment (the
"Enuiprnent"). software, and supplies ordered under this Agreement. You represent
e Products are being ordered for your own business use (rather than resale)
L .,at they will not be used for personal, household or family purposes.
2. NON -CANCELABLE LEASE. THiS AGREEMENT IS A LEASE AND IT
CANNOT BE CANCELED OR TERMINATED EXCEPT AS EXPRESSLY
PROVIDED HEREIN. YOUR OBLIGATION TO MAKE MINIMUM LEASE
PAYMENTS AND TO PAY ANY OTHER AMOUNTS DUE HEREUNDER
SHALL BE ABSOLUTE AND UNCONDITIONAL AND SHALL NOT BE
SUBJECT TO ANY DELAY, REDUCTION, SET-OFF, DEFENSE,
COUNTERCLAIM OR RECOUPMENT FOR ANY REASON WHATSOEVER,
IRRESPECTIVE OF XEROXS PERFORMANCE OF ITS OBLIGATIONS
HEREUNDER. INCLUDING PURSUANT TO SECTIONS 4 AND 23 HEREOF.
ANY CLAIM THAT YOU MAY HAVE AGAINST XEROX MAY BE
ASSERTED SOLELY AGAINST XEROX IN A SEPARATE ACTION.
3. LEASE COMMENCEMENT, PAYMENT, TAXES & CREDIT HISTORY.
A. The lease term for this Agreement shall commence upon installation of the
Equipment; provided, however, for customer -installable Equipment, the lease term
for this Agreement shall commence upon delivery of the EquiptnenL
B. You agree to pay Xerox each Minimum Lease Payment, all Print Charges and
all amounts due hereunder within thirty (30) days of the invoice date or on the due
date listed on the invoice, whichever is earlier. Restrictive covenants on
instruments or documents submitted for or with payments you send to Xerox will
not reduce your obligations.
C. You shall be responsible for any and all applicable Taxes, which will be
included in Xerox's invoice unless you provide proof of your tax exempt status.
"Taxes" shall mean any tax, assessment or charge imposed or collected by any
governmental entity or any political subdivision thereof, however designated or
levied, imposed on this Agreement or the amounts payable to Xerox by you for the
billing of Products, Print Charges, services and maintenance of any kind; Taxes
include but are not limited to, sales and use. rental, excise, gross receipts and
occupational or privilege taxes, plus any interest and/or penalty thereon, but
excluding any personal property taxes and taxes on Xerox's net income. if a taxing
ar •*ity determines that Xerox did not collect all applicable Taxes, you shall
ml . liable to Xerox for such additional Taxes.
D. You, to the extent required by applicable law, authorize Xerox (or its agent) to
obtain credit reports (including in connection with credit analysis or subsequent
review, collection or enforcement of your obligations hereunder), make such other
credit inquiries as Xerox may deem necessary, furnish payment history information
to credit reporting agencies, and release to prospective assignees of this Agreement
or any rights hereunder information Xerox has about you and this Agreement. Even
if Products have been delivered, Xerox may, within sixty (60) days following its
acceptance of this Agreement, revoke the Agreement if your credit approval is
denied.
4. BASK SERVICES. As a mandatory part of a Lease, Xerox (or a designated
servicer) will provide the following Basic Services under this Agreement (unless
you are acquiring Equipment for which Xerox does not offer Basic Services; such
Equipment to be designated as "No Svc."):
A. REPAIRS & PARTS. Xerox will make repairs and adjustments necessary to
keep Equipment in good working order (including such repairs or adjustments
required during initial installation). Parts required for repair may be new,
reprocessed. or recovered.
B. HOURS & EXCLUSIONS. Unless otherwise stated, Basic Services will be
provided during Xerox's standard working hours (excluding Xerox -recognized
holidays) in areas within the United States, is territories, and possessions open for
repair service for the Equipment at issue. You agree to give Xerox reasonable
access to the Equipment. Basic Services shall cover repairs and adjustments
required as a result of normal wear and tear or defects in materials or workmanship
(and shall exclude repairs or adjustments Xerox determines to relate to or be
affected by the use of options, accessories, or other connected products not serviced
by Xerox, as well as any non -Xerox alterations, relocation. service, supplies, or
consumables). You agree to use the Equipment in accordance with all applicable
manuals and instructions. You also agree to perform all operator maintenance
procedures for the Equipment and to purchase all referenced parts, tools, and
supplies needed to perform those procedures that are described in the applicable
rr- •ale and instructions.
1 iSTALLATION SiTE & M07ER READINGS. The Equipment installation
site must conform to Xerox's published requirements throughout the term of this
Agreement. if applicable, you agree to provide meter readings in the manner
prescribed by Xerox. If you do not provide Xerox with meter readings as require,
Xerox may estimate them and bill you accordingly.
D. EQUIPMENT REPLACEMENT. if Xerox is unable to maintain th
Equipment as described above, Xerox will, as your exclusive remedy for Xerox'
failure to provide Basic Services, replace the Equipment with an identical produc
or, at Xerox's option, another product of equal or greater capabilities. If
replacement product is provided pursuant to this Section, it shall be subject to th
terms and conditions of this Agreement, there will not be an additional charge fo
the replacement product and, except as set forth in Section 10 below, them will no
be an additional charge for Basic Services during the then -current term during
which Basic Services are being provided.
E. CARTRIDGE PRODUCTS. If Xerox is providing Basic Services for
Equipment utilizing cartridges designated by Xerox as customer replaceable
("Canridges"), you agree to use only unmodified Cartridges purchased directly
from Xerox or its authorized tesellers in the United States.
F. PC(WORKSTATION REQUIREMENTS. in order to receive Basic Services
and/or Software Support for Equipment requiring connection to a PC or
workstation. you must utilize a PC or workstation that either (1) has been provided
by Xerox or (2) meets Xerox's published specifications.
G. DELIVERY AND REMOVAL Xerox will be responsible for all standard
delivery and removal charges. You will only be responsible for any non-standard
delivery or removal expenses incurred.
5. WARRANTY DISCLAIMER & WAIVERS. XEROX DISCLAIMS, AND
YOU WAIVE, THE IMPLIED WARRANTY OF FITNESS FOR A
PARTICULAR PURPOSE. The parties intend this agreement to be a "finance
lease" under article 2a of the uniform commercial code Cum"). Except to the
extent expressly provided herein, you waive, to the extent permitted by applicable
law, all rights and remedies conferred upon a lessee by article 2a of the ucc.
6. INTELLECTUAL PROPERTY INDEMNITY. Xerox will defend and
indemnify you if any Product is alleged to infringe someone else's U.S. intellectual
property rights provided you promptly notify Xerox of the alleged infringement and
permit Xerox to direct the defense. Xerox is not responsible for any non -Xerox
litigation expenses or settlements unless it preapproves them in writing. To avoid
infringement, Xerox may modify or substitute an equivalent Product, refund the
price paid for the Product (less the reasonable rental value for the period it was
available to you), or obtain any necessary licenses. Xerox is not liable for any
infringement -related liabilities outside the scope of this Section including, but not
limited to, infringement based upon a Product being modified to your specifications
or being used or sold with products not provided by Xerox.
7. LIMITATION OF LIABILITY. Xerox shall not be liable to you for any direct
damages in excess of $10,000 or the amounts paid hereunder, whichever is greater,
and neither party shall be liable to the other for any special, indirect, incidental,
consequential or punitive damages arising out of or relating to this Agreement,
whether the claim alleges tortious conduct (including negligence) or any other legal
theory. Any action you take against Xerox must be commenced within two (2)
years after the event that caused it.
8. ASSIGNMENT.
A. V you wish to assign any rights or obligations under this Agreement, you shall
provide a written notice to Xerox of such request for consent, with said notice
including the tame of the proposed assignee. Your request to assign this
Agreement will be granted by Xerox if: (1) you am not in default under this
Agreement or under any other agreement with Xerox; (2) the proposed assignee
agrees to Section 3.D. of this Agreement titled "LEASE COMMENCEMENT.
PAYMENT, TAXES & CREDIT HISTORY" as applicable to it. for the purposes
of the proposed assignment; (3) the proposed assignee meets Xerox's then current
credit criteria for similar transactions as determined by Xerox in its sole discretion;
and (4) you and the proposed assignee execute a writing, in a form acceptable to
Xerox, confirming said assignment.
B. Xerox may assign this Agreement, in whole or in part, without prior notice to
you and may release information it has about you related to this Agreement. Each
successive assignee of Xerox shall have all of the rights but none of the obligations
of Xerox hereunder. You shall continue to look to Xerox for performance of
Xerox's obligations, including the provision of Basic Services, and you hereby
waive and release any assignees of Xerox from any such claim. To the extent that
Xerox notifies you of any such assignment, you shall make all payments due
hereunder in accordance with the instructions of such assignees of Xerox. You
shall riot assert any defense, counterclaim or setoff that you may have or claim
against Xerox against any assignees of Xerox.
9. MINIMUM LEASE PAYMENTS. Each Minimum Lease Payment (which
may be billed on more than one invoice) includes a Periodic Base Charge, and may
include a Periodic Minimum Number of Prints. The Minimum (.ease Payments.
Xerox Form# 51860t&c (07/2004) 10/28/2004 Page 2 of 7
TO WAIVE THEIR RIGHT TO A JURY TRIAL The following four sentences
control over every other part of this Agreement and over all other documents now
or later pertaining to this Agreement. We both intend to comply with applicable
laws. in no event will Xerox charge or collect any amours in excess of those
;t' .rod by applicable law. Any part of this Agreement that would, but for this
i n, behead under any circumstances to allow for a charge higher than that
altuwed under any applicable legal limit, is limited and modified by this Section to
limit the amounts chargeable under this Agreement to the maximum amount
allowed under the legal limit. if, in any circumstances, any amount in excess of that
allowed by law is charged or received, any such charge will be deemed limited by
the amount tegally allowed and any amount received by Xerox in excess of that
Legally allowed will be applied by us to the payment of amounts legally owed under
this Agreement, or refunded to you.
SOFTWARE TERMS: The following additional terms apply only to transactions
covering Application Software and/or Xerox -brand Equipment:
22. SOFTWARE LICENSE. The following terms apply to copyrighted software
and the accompanying documentation, including. but not limited to, operating
system software, provided with or within the Xerox -brand Equipment acquired
hereunder ("Base Software") as well as software specifically set out as "Application
Softwaro" on the face of this Agreement. This license does not apply to any
Diagnostic Software or to any software / documentation accompanied by a
clickwrap or shtinkwmp license agreement or otherwise made subject to a separate
license agreement.
A. Xerox grants you a non-exclusive, nor -transferable license to use the Base
Software within the United States, is territories, and possessions (the "United
States") only on or with the Equipment with which (or within which) it was
delivered. For Application Software, Xerox grans you a non-exclusive, non-
transferable license to use this software within the United States on any single unit
of equipment for as long as you are current in the payment of any indicated
software license fees (including any Annual Renewal Fees). You have no other
rights to the Base or Application Software and in particular, may not: (1)
distribute, copy, modify, create derivatives of, decompile, or reverse engineer this
software; (2) activate any software delivered with or within the Equipment in an
unactivated state; or, (3) allow others to engage in satire. Title to the Base and
Application Software and all copyrights and other intellectual property rights in it
shall at all times reside solely with Xerox and/or is licensors (who shall be
considered third -party beneficiaries of this Agreement's software and limitation of
y provisions). Base and Application Software may contain, or be modified to
a, computer code capable of automatically disabling proper operation or
functioning of the Equipment Such disabling code may be activated if: (a) Xerox
is denied reasonable access to the Base or Application Software to periodically reset
such code; (b) you are notified of a default under any tern of this Agreement; or,
(c) your license is terminated or expires.
B. Xerox may terminate your license for any Base Software(l) immediately if you
no longer use or possess the Equipment or are a lessor of the Equipment and your
fast lessee no longer uses or possesses it, or (2) upon the termination of any
agrremert under which you have rented or leased the Equipment.
C. If you uansfer possession of the Equipment after you obtain title to it, Xerox
will offer the transferee a license to use the Base Software within the United States
on or with it, subject to Xerox's then -applicable terms and license fees, if any, and
provided the transfer is not in violation of Xerox's rights.
D. Xerox warrants that the Base and Application Software will perform in material
conformity with is published specifications for a ninety (90) day period from the
date it is delivered or, for software installed by Xerox, the date of software
installation. Neither Xerox nor its licensors wan -ant that the Base or Application
Software will be free from errors or that its operation will be uninterrupted
23. SOFTWARE SUPPORT. During the period that Xerox (or a designated
servicer) provides Basic Services for the Equipment but in no event longer than five
(5) years after Xerox stops taking orders from customers for their acquisition of the
subject model of Equipment, Xerox (or a designated servicer) will also provide
software support for the Base Software under the following terms. For Application
Software, Xerox will provide this same level of support provided you are current in
the payment of all Initial License and Annual Renewal Fees (or, for programs not
requiring Annual Renewal Fees, the payment of the Initial license Fee and the
annual "Support Only" Fees):
A. Xerox will assure that Base and Application Software performs in material
conformity with is published specifications and will maintain a toll -free hotline
during standard business hours to answer related questions.
B Xerox may make available new releases of the Base or Application Software
f imarily incorporate coding error fixes and are designated as "Maintenance
L-.uses". Maintenance Releases are provided at no charge and must be
implemented within six (6) moons after being made available to you. Each new
Maintenance Release shall be considered Base or Application Software governed
by time Software Terms. New releases of the Base or Application Software tl
are not Maintenance Releases, if any, may be subject to additional license fees
Xerox's then -current pricing and shall be considered Base or Application Softwa
governed by these Software Terms (unless otherwise noted). Xerox will not be
breach of its software support obligations hereunder if, in order to implement,
whole or in part, a new release of Base or Application Software provided or mai
available to you by Xerox, you must procure, at your expense, additional hardwa
and/or software from Xerox or any other entity. You agree to return or destroy a
prior releases.
C. Xerox will use reasonable efforts, either directly and/or with its vendors, i
resolve coding errors or provide workarounds or patches, provided you repo
problems in the manner specified by Xerox.
D. Xerox shall not be obligated (1) to support any Base or Application Sottwar
that is two or mote generations older than Xerox's most current release or (2) t,
remody coding errors if you have modified the Base or Application Software.
E. Xerox may annually increase the Annual Renewal and Support -Only Fees, earl
such increase not to exceed 10%. (For state and local -government customers, thi;
adjustment shall take place at the commencement of each of your annual contras.
cycles.)
24. DIAGNOSTIC SOFTWARE. Software used to maintain the Equipment and/or
diagnose its failures or substandard performance (collectively "Diagnostic
Software") is embedded in, resides on, or may be loaded ono the Equipment. The
Diagnostic Software and method of entry or access to it constitute valuable trade
secrets of Xerox. Title to the Diagnostic Software shall at all times remain solely
with Xerox and/or Xerox's licensors. You agree that (a) your acquisition of the
Equipment does not grant you a license or right to use the Diagnostic Software in
any manner, and (b) that unless separately licensed by Xerox to do so, you will not
use, reproduce, distribute, or disclose the Diagnostic Software for any purpose (or
allow third parties to do so). You agree at all times (including subsequent to the
expiration of this Agreement) to allow Xerox to access, monitor, and otherwise take
steps to prevent unauthorized use or reproduction of the Diagnostic Software.
GOVERNMENT CUSTOMER TERMS: The following additional terms apply
only to lease transactions with state and local government customers:
25. REPRESENTATIONS & WARRANTIES, FUNDING, TAX TREATMENT &
PAYMENT
A. REPRESENTATIONS & WARRANTIES. You hereby represent and warrant,
as of the date of this Agreement, that: (1) you are a State or a fully constituted
political subdivision or agency of the State in which you are located and are
authorized to enter into, and carry out, your obligations under this Agreement and
any other documents required to be delivered in connection with the Agreement
(collectively, the "Documents"); (2) the Documents have been duly authorized,
executed and delivered by you in accordance with all applicable laws, rules,
ordinances and regulations (including, but not limited to, all applicable laws
governing open meetings, public bidding and appropriations required in connection
with this Agreement and the acquisition of the Equipment) and are valid, legal,
binding agreements, enforceable in accordance with their terms and the person(s)
signing the Documents have the authority to do so, are acting with the full
authorization of your governing body and hold the offices indicated below their
signatures, each of which are genuine; (3) the Equipment is essential to the
immediate performance of a governmental or proprietary function by you within the
scope of your authority and shall be used during the lease term only by you and
only to perform such function, and, (4) your obligations to remit payments under
this Agreement constitute a current expense and not a debt under applicable state
law and no provision of this Agreement constitutes a pledge of your tax or general
revenues and any provision that is so construed by a court of competent jurisdiction
is void from the inception of this Agreement.
B. FUNDING. You represent and warrant that all payments due and to become
due during your current fiscal year are within the fiscal budget of such year and are
included within an unrestricted and unencumbered appropriation currently available
for the leasetpurchase of the Equipment, and that it is your intent to use the
Equipment for the entire lease term and to make all payments required under this
Agreement. In the event that (1) through no action initiated by you your legislative
body does not appropriate funds for the continuation of this Agreement for any
fiscal year after the first fiscal year and has no funds to do so from other sources,
and (2) you have made a reasonable but unsuccessful effort to find a creditworthy
assignee acceptable to Xerox in its sole discretion within your general organization
who can continue this Agreement, this Agreement may be terminated. To effect this
termination, you shall, thirty (30) days prior to the beginning of the fiscal year for
which your legislative body does not appropriate funds for such upcoming fiscal
year, send Xerox written notice stating that your legislative body failed to
appropriate funds and that you have made the required effort to rind an assignee.
Your notice must be accompanied by payment of all sums then owed through the
current year to Xerox under this Agreement and must certify that the canceled
Xerox Form#f 51860t&c (07/2004) 10/28/2004 Page 4 of 7
applicable and notwithstanding anything to the contrary set forth in the Negotiated
Contract, (b) the "Additional Terms" portion of this Agreement for the selected
option or options to the extent the subject matter of any such selected option is not
addressed in the Negotiated Contract.
a 'SA CONTRACT NUMBER. If a DSA Contract Number has been inserted,
t tuipment and/or software identified in this Agreement are associated with the
Services being provided under the referenced Document Services Agreement
("DSA"), but such Equipment and/or software are subject solely to the terms
contained in this Agreematt.
For custonwr support tools to manage your account online,
visit your Account Management link @ www.sero&com
Xerox Form# s 18M&c (07noo4) iazsnooa Page 6 of 7
RFP #04-143/RW, City of Lubbock Network/Copier and Printer Services
SUBMIT TO:
CITY OF LUBBOCK
CITY OF LUBBOCK TEXAS
PURCHASING DEPARTMENT
1625 13TH STREET, RM L04
LUBBOCK, TX 79401-3830
AN EQUAL
OPPORTUNITY
REQUEST FOR PROPOSAL
#04-143/RW
CONTACT PERSON:
Itandy Wood
EMPLOYER
TEL:806.775.2167
FAX:806.775.2164
http://purchasing.d.lubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
City of Lubbock Network/Copier and Printer Services
September 16, 2004, 3:00 PM CST
PRE PROPOSAL DATE, TIME AND LOCATION:
Any proposals received after the time and date listed above,
regardless of the mode of delivery, shall be returned
unopened.
RESPONDENT NAME:
Benchmark Business Solutions
IF RETURNING AS A "NO RESPONSE", PLEASE STATE REASON.
MAILING ADDRESS:
1607 Broadway
CITY - STATE - ZIP:
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL
Lubbock TX 79401
PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE
PROPOSAL PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY
TELEPHONE NO:
CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE CITY.
806-744-8744
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS REQUEST
PERMITS COMPETITIVE PROPOSALS. IT IS THE OFFEROR'S RESPONSIBILITY TO ADVISE
FAX NO:
6-744.4707
THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS,
ETC., OR ANY COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE
REQUIREMENTS STATEDIN THIS RFP TO A SINGLE SOURCE. SUCH NOTIFICATION MUST
E-MAIL:
dpope@benchmarkwb(.com
BE SUBMITTED IN WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO
LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
FEDERAL TAX ID NO. OR SOCIAL SECURITY No.
75-2562427
THE OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS PROPOSAL IS BASED ON THE FOLLOWING ADDENDA:
#1 04 #2 f>( #3 W" #4_Pr-f#5(Please Initial)
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be
Interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their
Immediate family, benefit from the award of this proposal to the above firm?_ YES NO
IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED OFFEROR HAVING DXAMINED THE REQUEST FOR PROPOSAL, AND BEING FAMILIAR
WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE
FOLLOWING SECTION, FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business
entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or
fraud. I further agree that if the offer is accepted, the offeror will convey, s6l, assign, or transfer to the City of Lubbock all right, title, and
interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for
price fixing relating to the particular commodity(s) or service is) purchased or acquired by the City of Lubbock. At the City's discretion, such
assignment shpqbe made and become effective at the time the City tenders final payment to the vendor.
General Manager
Authorized Signature Title
Daniel M. Pope
Print/Type Name
04-143/RW-RFPSVC,doC
10. 2d - 2v0+
Date
THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.
ri..TAOJ�
i S_l 1► !'TlI 7� T!S 1'\!' 11SlY iMi A Al^ip CNIMNIf AtS Yu
4 .. J I IvG9%
I Sf 1VA 1 G v> II�A7VI�rl1\VG -
,, . ., d , ; > • , _ NYC-0015804
PRODUCER
THIS CERTIFICATE iS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS
MARSH USA Inc.
NO RIGHTS UPON THE CERTIFICATE HOLDER OTHER THAN THOSE PROVIDED IN THE
601 MERRITT 7
POLICY. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE
NORW ALK, CT 06866
AFFORDED BY THE POLICIES DESCRIBED HEREIN.
CHRISTINE KIMBELL/ FAX 203-229-6970
XEROX.CERTREOUEST@MARSH.COM
COMPANIES AFFORDING COVERAGE
COMPANY
54000-XEROX-CAS-04-05
A ACE AMERICAN INSURANCE COMPANY
INSURED
COMPANY
XEROX CORPORATION
B
800 LONG RIDGE ROAD
CDMPAW
STAMFORD, CT 06904
C
COMPANY
D
COVERAOEB , • .. ::- _ . M* t»rtiknb SWelsedn Ilnd rapWM any PNOWely issued CSWMICab Tor Iht poYcy padod noWd below. 4
THIS IS TO CERTIFY THAT PCLICIES OF INSURANCE DESCRIBED HEREIN HAVE BEEN ISSUED TO THE INSURED NAMED HEREIN FOR THE POLICY PERIOD INDICATED.
NOTW ITHSTANDI G ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO W HICH THE CERTIFICATE MAY BE ISSUED OR MAY
PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, CONORIONS AND EXCLUSIONS OF SUCH POLICIES. AGGREGATE
LAIRS SHOWN MAY HAVE SEEN REDUCED BY PAID CLAIMS.
CO
LTR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE (IAWOOffY)
POLICY EXPIRATION
DATE (MODDIM
LIMITS
A
GENERAL
LIASILNTY
XSLG21690557 (US) 01/01/04
01/01/05
GENERAL AGGREGATE
$ 10,000,0(
A
A
COMMERCIAL GENERAL LIABLNTY
CLAIMS MADE OCCUR
CGL 322548 (CANADA) 01101/04
41-PR-0200325 (PR) 01101/04
01/01105
01/01/05
X
PRODUCTS- COMP/OP AGG
$ INCLUDE
PERSONAL BADV INJURY
$ 1,750,00
OWNERS A CONTRACTORS PROT
GENERAL LIABILITY POLICY
EXCESS OF A $250,000 EACH
EACH OCCURRENCE
$ 1,750,00
FOE DAMAGE on@ ft
$ N/I
MEDEW onp
$ NM
OCC. SELF -INSURED RETENTIO
A
AUTOMOBILE
LIABILITY
ISA HO 795997-7 (AIDS) 01/01/04
01/01/05
COM8WED9IVOLELIMIT
1i 2,000,00L
X
A
ANY AUTO
CAC424333 (CANADA) 01/01/04
01/01/05
BODILY INJURY
(Pwp"BO")
$
A
A
ALL OWNED AUTOS
SCHEDULED AUTOS
28-PR8200215 (PR) 01/01104
28-USB-3658 (US VI) 01/01/04
01/01/05
01/01/05
BODILY INJURY
(PINK am woffl)
HIRED AUTOS
NON -OW NED AUTOS
X
PROPERTY DAMAGE
ELF INSURED COMP/COLL
GARAGE LIABILITY
AIITU ONLY - EA ACCIDENT
S
ANY AUTO
OTHER THAN AUTO ONLY:
EACH ACCIDENT
S
AGGREGATE
$
EXCESS LIABILITY
EACH OCCURRENCE
$
AGGREGATE
$
UMBRELLA FORM
$
OTHER THAN UMBRELLA FORM
AWORKERS
A
COMPENSAT15i AND
EIMIPLOYERSLIASILITY
WLRC4353657-6 (AOS) 01/01/04
SCFC4353728-3(WI) 01/01/04
01/01/05
01/01/05
X I 1WRYSMN ER
EL EACH ACCIDENT
$ 1,000,000
EL DISEASE -POLICY LIMIT
$ 1,000,000
THE PROPRETOR/ INCL
PARTNERSfEXECUTME
OFFICERS ARE: EXCL
EL OISEASE-EACH EMPLOYEE
$ 1,000,000
OTHER
DESCRIPTION OF OPERATIONS/LOCATIONSIVEHNCLESJSPECIAL ITEMS
CITY OF LUBBOCK AND ITS OFFICERS, EMPLOYEES, AND ELECTED REPRESENTATIVES IS ADDITIONAL INSURED UNDER THE ABOVE
GENERAL/AUTOMOBILE LIABILITY POLICY (EXCEPT FOR WORKERS COMPENSATION) BUT ONLY TO THE EXTENT REQUIRED BY WRITTEN
CONTRACT. AS RESPECTS WORKERS' COMPENSATION COVERAGE APPLIES IN THE UNITED STATES, EXCLUDING THE STATES OF ND, WA,
WV, WY AND OH. WAIVER OF SUBROGATION IN FAVOR OF ADDITIONAL INSUREDS UNDER ALL POLICIES.
CERTIFICATE HOLDER
CANCELLATION
SHOULD ANY OF THE POLICES DESCRIBED HEREIN BE CANCELLED BEFORE THE EXPIRATION DA7E 7NEREOF.
THE INSURER AFFORD04G COVERAGE WILL EMAIL ��p. DAYS WRRTEN NOTICE TO ME
CITY OF LUBBOCK
ATTN: VICTOR KIL MAN
CERTFCATE HOLDER NAMED HEREIN,
1625 13TH STREET
MKXXE
LUBBOCK, TX 79401-3830
i—M311 USA INC.
BY. Thomas J. Eldridge ?%1p►rM0►A► • �OG txf��
Wi1(S/02) VALID AS OF: 08/27/04
Benchmark
Technology Solutions for Business
Response to RFP # 04=1 43nRW
Best and Final Offer Letter
City of Lubbock Network/Copier and Printer Services
March 11, 2005
Dan Pope
Account Manager
Benchmark
1607 Broadway Xerox
Lubbock, TX 79401 Authorized
(806) 744-8744 X Sales Agent
Response to March 4, 2005 Best and Final Offer Letter
The information requested in your letter dated March 4, 2005 is provided below:
1. Please provide a sample print of the enclosed document from each copier your company
proposed In the RFP. Please label each sample with the model number of the printer from
which It was printed and City personnel must witness each test print
Randy Wood and Bang Pitanieilo witnessed sample print production on March 9, 2005 and
currently possess the samples.
2. Please provide a detailed implementation plan that uniquely reflects your understanding of
City of Lubbock requirements.
(See attachment B. Implementation Plan (updated 3l11l2005).)
3. Please provide the following clarifications to your proposal:
a. Please provide a copy of your company's service policy.
(See attachment C. Xerox Service Policy.)
b. Is the cost of service included In your company's base proposal?
Yes.
c. Do you warehouse copier parts locally?
Yes. Parts are warehoused at 1605 Broadway. Our Customer Service Engineers (CSEs)
carry more than 90% of the required parts in their service vehicles.
d. Is the scan -to -email feature Included In your offer?
Yes. Scan -to -email is included in the attached accessory pricing. (See attachment D.
Accessory Pricing.)
Since we are uncertain which City departments will require scanning, our base pricing
does not include scanning solutions.
e. is there a unit cost difference between scan versus print?
As explained above, the scanning solution is an add -on accessory. There is no unit cost
or per page cost charged for scanning.
f. Now many technicians are avallable locally?
We have 10 local service technicians that cover the South Plains of West Texas. (See
attachment E. City of Lubbock Xerox CSE Team Organization Chart.)
g. is two an additional cost for a COL mandatory 4-hour service response time
requirement?
Four-hour response time (on average) is already included as a stipulation of the Xerox
contracts with the State of Texas. The terms and conditions of the State of Texas contract
are included in this RFP response. if guaranteed four-hour average response time is not
sufficient, mandatory response time can be discussed with Xerox service. Additional costs
could apply.
A. Best and Final Offer Letter Executive Summary
With the following exceptions our proposal remains the same as our October 28, 2004 response to RFP
#04-143.
1. Lower monthly lease cost as detailed in our Best and Final Offer Letter response.
2. (5) 840ON network printers as described in our December 14, 2004 Finalist presentation.
Our proposal is differentiated by the following:
I. Productivity — Xerox WorkCentre Pro advance multifunction systems enhance productivity in
the office by integrating copying, printing, faxing and scaning solutions into one device. In
recent tests, Buyers Laboratory, Inc. determined that the Xerox family of multifunction systems
is far more productive than the competition when printing network jobs.
2. Cost Savings — Our proposal reduces current costs by 7% immediately. By effectively
migrating print volume to Xerox WorkCentre Pro multifunction systems, the City of Lubbock
can save more than $440,000 over a five-year period.
Proposed Cost Summary
Monthly Lease Base
400,000 pages 0 $.0084
Total Monthly Proposed Cost
Total Monthly Current Cost
Monthly Cost Savings of Proposed
Annual Cost Savings of Proposed
$13,812.68
$3,330.90
$17,351,78
$18,393.32
S1,249.74
$14,996.88
17/¢3. 58
Kev Messslse: New, state -of -art, Xerox WorkCentre Pro multifunction systems allow the
City of Lubbock to save 6.8% over current copier fleet cost immediately.
B. Implementation Plan (updated 311112005)
Date
Description
Persons responsible
Mach 14-28
• Proposal presentation_
Dan Pope
• Contract negotiations
Sandra Henley
a Final specific equipment configurations
City of Lubbock Committee and
confirmed by department
Purchasing
March 28
■ Contracts signed
Dan Pope
City of Lubbock Purchasing
March 28-April 1
• initial implementation planning meeting
Dan Pope
• Understanding of customer requirements
Sandra Henley
■ Development of communication plan with
Joel Holder
City departments
Marty Brantley — Xerox
• Network installation discussion
City Committee and Purchasing
■ Training requirements discussion
March 29-April 1
• Contract processing
Sandra Henley
Xerox Administrative Team
April 5
• DeWO final implementation plan
Dan Pope
delivered to Cky of Lubbock for approval
Sandra Henley
Joel Holier
April 6.15
• Site visits to each dopier install location
Sandra Henley
• Inspection for sufficient equipment space,
electrical power and network drops
April 18.26
■ Equipment delivery
Sandra Henley
■ End -user training as agreed to in training
Dan Pope
plan begins
Pat Hauser
0 Network installation in cooperation with
Marty Brantley
Oty of Lubbock IT staff
Xerox CSEs
April 27-May 6
• End -user training completed
Dan Pope
• Post -install surveys completed
Sandra Henley
• Post-implementationmeeting — debrief
City of Lubbock Committee and
installation identi areas
Purchasing
May and Jame
■ Follow-up paining delivered as needed
Dan Pope
■ identified issues resolved
Sandra Henley
September
a First semi-annual account review
Dan Pope
Sandra Henley
City of Lubbock Purchasing
D. Accessory Pricing
Must be included at time of initial order
Producil
Market Code
AccessorieslDesc ' tions
Monthly Charge
DC430
MUST Select One of the Following:
'OC32CT.Calch Tray
$0.00
'DC32FINST-FinWw/SWW
$17.22
'DC3*WHCF-F'xi**rA4CF
S20.78
98K8 EW-Mobfty NO
$D.00
ADCOFCPK.N Copier OfOce Pads
821.43
AUDKIT AudV= Kk
$1.81
CAU32METR-M Kk
$M00
CVB-Add*" Paper Tfy
$10.77
DC32FAX2-Fax Lkra 2
$15.07
OCWFWvr0pn InMdaa Device
$3.76
DC430UP(34)C b ST Upgrade Kk
$64.03
DCFAXP Fax Enable
$18.63
OC430S
MUST Select One of On Following:
'DC32CT-Cabh Tray
$D.OD
'DC32F1NST-Fkde w SWW
$1722
'DC32FNHCF-ftWwW..F
$20.78
98KW2B04" Pble
$0.00
A323FAXPK-DC32 Fax Pak
$16.48
ANTFXPK-Network Fax
$18.63
ASCNFXPK-SaNEmeWFan Line 1
$32.09
ASCNPKScanfpW
$21.43
ASCNTFXPK-ScanlEmeWN@Wax
$3425
ASTOFCPK-N Sysi m Ofc Pak
$8.W
AUDKR-Au*on KI
III AI
CRU3QME7111-CAU Xk
$D.00
DC2DTOKEN-Token Rig
512.61
DC32FAX2-Fax Line 2
$16.07
OCWwasipn irarfaoe Devioe
$3.76
DCAOCTD-Nslwork Acaoun"
$10.77
SCANDLX-Scan to PC Desktop =
$46.43
SCANSTD-San to PC
$10.06
WCP35H
MUST Select One of the Following:
'360CT-OffMt Catch Tray
SO.OD
'350FCFIN4)Bloe FktWter
$1722
MUST Select One of the Following:
' NOFAXSCAN-No Fax or San
SOAO
'INTWFXPK-k*n* F#*Wo vork Fax
$20.36
'SCNFAXIPK- Fax-1 Lkb
0.09
'SCNFAX2PK• Fax-2 Lines
$47.18
'SCNPK-ScwvSmMI
91.43
'SCNTWF)tPK-ScarVEM8MnMrnet FawNetwork Fax
$3425
'WPFXL84E1-Embedded FAX-1 Um
$16.48
'WPFXLlNE2-Embeddsd FAX-2 Lkw
$31.66
2HOLE-2 Hole Ptax;h
WAS
35ENVKIT-Try 2 Envelope Marl Kk
$420
35FI-Fno "wil oe
$3.78
"U-3 Hob Punch KM
St.93
IOSECURE-Ifnsga Owwrib Security
$14.07
NMACCTNti- k%*k Accow"
$10.77
SCAWLXSW-San b PC Desktop SW-DLX
$48.43
SGNSTDSW-San ID PC DeW" SW -STD
$10.06
US Jr-USS Dksct Connect KA
$6.38
WPZ58F8r "PC 250 Memory Upp *
$428
XASSIS72-Xerox Aasbtartt SW
510.86
E. City of Lubbock Xerox CSE Team Organization Chart
Marty Brantley
Field Manager of
Customer Service
Lubbock, Texas
Mark Onsy � David May
CSE CSE
Scot Henry Paul Franidin
CSE 11 11 CSE
Dale Sumnere Richard Webb
CSE 1 1 CSE
Cal Schooley Reg Allen
CSE CSE
Paul Pharr Tommy Herron
CSE CSE