LAS VEGAS METROPOLITAN POLICE DEPARTMENT CONTRACT … · 2 CONTRACT NO. 604603 MANAGED PRINT SERVICES This Contract is made and entered into this , by and between Las Vegas Metropolitan

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LAS VEGAS METROPOLITAN POLICE DEPARTMENT

Purchasing Unit

400 B S. Martin Luther King Blvd. 4th Floor

Las Vegas, Nevada 89106-4372 Phone (702) 828-5788

LAS VEGAS METROPOLITAN POLICE DEPARTMENT

CONTRACT NO. 604603 CONTRACT FOR MANAGED PRINT SERVICES

Company Ray A. Morgan Company dba Ray Morgan Company

Address 3131 Esplanade Chico, CA 95973

Telephone No. 702-854-7098

Contact Brad Berryman

Email [email protected]

DocuSign Envelope ID: 550E8331-F421-4051-9B7B-1249DB2C1433

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CONTRACT NO. 604603 MANAGED PRINT SERVICES

This Contract is made and entered into this , by and between Las Vegas Metropolitan Police

Department (hereinafter referred to as “Owner”), a local government having its principal office located at 400B South Martin Luther King Boulevard, Las Vegas, Nevada 89106, and Ray Morgan Company (hereinafter referred to as Company), having its principal office located at 3131 Esplanade Chico, CA 95973, for Managed Print Services for the Las Vegas Metropolitan Police Department (hereinafter referred to as “Project”).

W I T N E S S E T H:

WHEREAS, the Company is competent to perform the services and provide any associated goods described

herein and desires to enter into this Contract with the Owner for the provision of such services and goods; WHEREAS, the Company has the required licenses and/or authorizations pursuant to all federal, State of

Nevada and local laws in order to conduct business relative to this Contract; WHEREAS, the Company has the personnel and resources necessary to provide the services defined herein,

for the amounts defined in the Fee Schedule in Exhibit B, for the term of the contract. All fees for time and labor for salaries, overhead, materials, equipment, licenses, direct non-salary expenses incurred by the Company, including sub-consultant costs, travel, lodging, meals and miscellaneous expenses are included in the costs listed in the Fee Schedule.

NOW THEREFORE, in consideration of the mutual promises hereinafter given, it is mutually agreed by and

between the Company and the Owner as follows:

SECTION A – CONTRACT FORM

The subject matter of this Contract is Managed Print Services for the entire Department.

SECTION B – BASIC TERMS B-1 DEFINITIONS

The following definitions apply to this Contract:

Amendment

A written document/Purchase Order from the LVMPD Purchasing Unit directing immediate changes in the Services and any Goods for which a change to the Contract Term, Scope, and/or Contract Amount may be required after award.

Award Date

The date that a Contract becomes effective, after the Contract has been approved by the Owner. It is the date that is entered into the first paragraph of a Contract upon execution by an authorized representative of the Owner.

Chief Financial Officer The LVMPD Chief Financial Officer.

Company The individual, partnership or corporation that is the most qualified Proposer who is awarded a Contract by the Owner and is responsible for the performance of services under the Contract.

Company Representative The individual authorized to act on behalf of the Company regarding routine matters arising under or relating to this Contract.


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Contract This document, which represents the written agreement between the parties, consisting of Sections A through F, which is binding and effective only upon execution by the Owner.

Contract Documents

The following documents which collectively constitute the obligations of the Company, in the following governing order: (1) this Contract and the attachments hereto; (2) the Request for Proposals (RFP) No. 604603 and any addenda thereto; and (3) the Company’s proposal in response to the RFP, including its Best and Final offer or clarifications (if any).

Day Except as otherwise specified, “Day” will mean calendar day.

Deliverable Any report, software, hardware, data, documentation, presentation, or any other tangible item that the Company is required to provide the Owner under the terms of a Contract.

Final Acceptance Project completion and the warranty start date, after LVMPD has signed off as the Project is 100% complete and final payment is authorized.

Fiscal Affairs Committee (FAC)

The Governing Body that is the approving authority for fiscal matters of the Las Vegas Metropolitan Police Department.

Goods

Has the same definition as given under Article 2 of the Uniform Commercial Code (NRS Chapters 104 and 104A), and substitutes for common usage terms such as “materials”, “Goods”, “equipment”, “products”, and “supplies”.

Governing Body Las Vegas Metropolitan Police Department Fiscal Affairs Committee (FAC) in which the general legislative and fiscal powers of the local government are vested.

Living Documents A document that is continually edited and updated. Changes to a living document are subject to approval by both parties. Changes to living documents do not require a formal amendment to the contract.

Manufacturer’s Published Price List(s)

The price list(s) published by a manufacturer for their line of products or provided by a company for distribution which contains the MSRPs of the offered product line(s).

Manufacturer’s Suggested Retail Price (MSRP)

The price of a product which the manufacturer recommends that the retailer sell the product, before any discount(s).

Net New Equipment The net of accumulated depreciation expenses for new equipment purchased by the company for the purpose of providing the services to the Owner under this Contract.

Non-exclusive Contract A contract under which the Owner agrees to obtain some, but not necessarily all, of the Owner’s requirements for a particular service.

Notice of Award A letter issued by the Owner notifying the Successful Proposer of the award of the Contract by the FAC or Finance.

Owner Las Vegas Metropolitan Police Department (LVMPD)


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Proposal Submittal Package of information submitted by a Proposer which is in response to information which was required by the Owner and specified in the RFP Document, bid security (if required), and any/all required attachments.

Prospective Proposer An individual or firm who has received a copy of the RFP Document.

Purchasing Representative

Individual designated in the RFP Document as the Owner’s point of contact to whom all inquiries should be addressed, beginning with the issuance of the RFP Document and ending with an award of a Contract, or the withdrawal of the RFP, if no Contract is awarded.

Project A collaborative effort that is carefully planned to achieve a particular goal, accomplishing particular tasks under time constraints.

Project Manager

Individual designated in the Contract as the Owner’s point of contact after the award of the Contract, who is responsible for the supervision, direction, control and approval of the work of the Company regarding routine matters of the Contract.

Request for Proposal (RFP) A competitive solicitation by Owner to procure Services and any Goods in accordance with Nevada Revised Statutes (NRS) Chapter 332.

Scope of Work (SOW) The written descriptions (specifications) of the requirements for the Goods/services required and incorporated as a part of the Contract.

B-2 CONTRACT TYPE

The Contract type is a firm-fixed price. This is a Non-exclusive Contract.

B-3 COMPENSATION

(a) FEE SCHEDULE The Company will invoice the Owner in accordance with the payment, tasks and deliverables schedule specified in attached Exhibit B, Fee Schedule. The Owner’s obligation to pay Company cannot exceed the specified amount(s). It is expressly understood that the entire work defined in the Contract Documents must be completed by the Company and it shall be the Company's responsibility to ensure that hours and tasks are properly budgeted so the entire project is completed for the specified amount(s).

B-4 INVOICES

(a) The Company shall submit an invoice to the Owner in accordance with the fee schedule set forth in Exhibit B and the associated Equipment Schedule (Exhibit F) and must be accompanied by backup material. The equipment schedule is a living document and is subject to change based on Owner’s needs. The Company shall furnish monthly invoices on or about the first day of each month. The Owner shall pay the invoiced amount net 30 Days after the date of receipt of a correct invoice. Company understands and agrees that net 30 Days in this case means that the check is cut at the Owner the first business day after thirty (30) Days after the invoice date, and additional days must be allowed for mailing. All invoices should identify the following items:

1. Owner contract number and contract name; 2. The date of the invoice; 3. Company’s invoice number; 4. Company name; 5. Complete address (including street, city, state and zip code); 6. Telephone number;


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7. Contact person; 8. Itemized description of services performed and/or products delivered (including quantities) or

services rendered (including performance dates covered), referencing the contract item in attached Exhibit B (Fee Schedule);

9. Itemized pricing and total amount due (excluding Sales and Use Tax); Rate for Service Provided 10. Date of Service 11. The associated Owner purchase order number; 12. Company’s tax identification number; 13. Owner contract number 14. Receipts for reimbursable expenses/travel expenses;

Owner shall subtract from any payment made to Company all damages, costs and expenses caused by Company's negligence, resulting from or arising out of errors or omissions in Company's work products, which have not been previously paid to Company. Upon reconciliation of all errors, corrections, credits, and disputes, payment to the Company will be made in full within net 30 Days as specified above. Invoices received without a valid purchase order number will be returned unpaid. The Company shall submit an original invoice to:

Las Vegas Metropolitan Police Department ATTN: Accounts Payable 400B South Martin Luther King Boulevard Las Vegas, Nevada 89106

(b) A representative of the Company shall sign and certify the invoice in the following manner: “I hereby certify, under penalty of perjury, that the above invoice is just and correct and that reimbursement for such expenses listed on this invoice has not been previously received from the Owner nor any other source.” (c) The Company shall forward a copy of the original invoice to the Owner’s Project Manager identified in Paragraph D-2 (Project Manager / Company Representative).

(d) Upon termination of this Contract, the Company shall submit a statement summarizing previous billings rendered and payments received and providing any other information necessary for contract close out. Within 30 Days after receipt thereof, the Owner shall pay the Company all amounts due.

(e) The Owner may withhold or, on account of subsequently discovered evidence, nullify the whole or part of any payment made by the Owner to the Company to such extent as may be necessary to protect the Owner from loss or damage, or to compensate the Owner, caused by, resulting from or arising out of, including but not limited to, any failure to perform Services in accordance with this Contract.

(f) With respect to the unpaid amount of any undisputed invoice not paid in full as specified herein, no penalty may be charged by Company to Owner.

B-5 CONTRACT TERM

(a) INITIAL TERM The initial contract term period is from October 1, 2018 to December 1, 2023 unless extended through mutual written agreement by both parties. Initial term is 62 months due to implementation time. Equipment lease shall begin effective date of final acceptance and shall commence for 60 months. All leased equipment shall have the same expiration date regardless of when it was installed. This shall have no effect on lease cost.

(b) CONTRACT RENEWALS The Owner has the option to renew this Contract for an additional five (5) years from its expiration date.


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(c) CONTRACT EXTENSION Owner reserves the option to temporarily extend this Contract for periods up to 90 calendar days from its expiration date for any reason.

SECTION C – SCOPE OF WORK

C-1 SCOPE OF WORK

The Company shall provide the materials, equipment, products and labor to accomplish, produce and deliver the products and perform the services specified in Exhibit A (Scope of Work). The Company shall not provide services beyond the scope of this Contract unless those services and compensation for those services have been defined in an approved amendment to this Contract.

SECTION D – SPECIAL CONDITIONS

D-1 LEGAL NOTICE

(a) All legal notices required pursuant to the terms and conditions of this Contract shall be in writing, unless an emergency situation dictates otherwise. Any notice required to be given under the terms of this Contract shall be deemed to have been given when:

(i) received by the party to whom it is directed by hand delivery or personal service, or

(ii) transmitted by facsimile with confirmation of transmission, or

(iii) transmitted by electronic signature process with Certificate of Completion, or

(iv) sent by U.S. mail via certified mail-return receipt requested at the following addresses:

FOR THE OWNER: Las Vegas Metropolitan Police Department Attn: Manager, Purchasing Unit 400B South Martin Luther King Boulevard Las Vegas, Nevada 89106 FOR THE COMPANY: Ray Morgan Company Attn: Brad Berryman 7140 Dean Martin Drive, Las Vegas, NV 89118

(b) The parties shall provide written notification of any change in the information stated above. (c) An original signed copy, via U. S. Mail, shall follow facsimile transmissions. (d) For purposes of this Contract, legal notice shall be required for all matters involving potential termination actions, litigation, indemnification, and unresolved disputes. This does not preclude legal notice for any other actions having a material impact on the Contract. (e) Routine correspondence should be directed to the Project Manager or the Company Representative, as appropriate.

D-2 OWNER’S PROJECT MANAGER / COMPANY REPRESENTATIVE

The Owner designates Jane Sutherland, Supply Specialist as the Project Manager for this Contract. The Owner will provide written notice to the Company, should there be a delegation of any or all responsibilities to appropriate staff members or a subsequent Project Manager change, along with the effective date. The Project Manager will be the Company’s principal point of contact at the Owner regarding any matters relating to this Contract, will provide all general direction to the Company regarding Contract performance, review the services performed for compliance with the terms of this Contract, and will provide guidance regarding the


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Owner’s goals and policies. The Project Manager is not authorized to waive or modify any material scope of work changes or terms of the Contract. The Owner agrees that its officers and employees and consultants will cooperate with Company in the performance of services under this Contract and will be available for consultation with Company at reasonable times with advance notice as to not conflict with other responsibilities. The Company designates Brad Berryman as the Company Representative for this Contract. The Company will provide written notice to the Owner, should there be a subsequent Company Representative change. All of the services specified by this Contract shall be performed by the Company Representative, or by the Company’s associates and employees under the personal supervision of the Company Representative. The Owner has the right to assume that the Company Representative has full authority to act for the Company on all matters arising under or relating to this Contract. Should the Company Representative of the Company be unable to complete their responsibility for any reason, the Company shall replace him or her or them with a qualified person or sub-consultant with the Owner's approval. If Company fails to make a required replacement within 30 Days, Owner may terminate this Contract for default.

D-3 SECURITY

All Successful Bidder’s employees working on this Contract may be subject to Owner background checks and the collection of fingerprints. Anyone with a background history showing a conviction for a felony, theft history of any kind, sex offense history, or any crime involving moral turpitude, illegal drug or narcotics use, sale or possession, or anyone showing a felony charge pending, or who has any outstanding warrants of any type, including misdemeanor traffic or felony warrants, may be subject to arrest, and will not be allowed to work under this Contract.

Successful Bidder shall be responsible for all personnel engaged in the work to ensure that said personnel comply with all security requirements imposed by Owner. It shall be Successful Bidder’s responsibility to ensure that all equipment and workmen do not enter LVMPD facilities except as required during the progress of the work. Successful Bidder shall follow the directions given by Owner concerning the security policies, procedures, rules, regulations and methods of access and any other restrictions applicable to work within LVMPD facilities, or with LVMPD data and information.

(a) Listing of Personnel

Within five calendar days after written notification of award and before the Contract start date, Successful Bidder shall provide Owner’s Project Manager with the name, title, telephone number, and email of the Successful Bidder’s point of contact and a list of all personnel information who will be working on the Contract, including but not limited to, name, date of birth, social security number for each Owner, employee, officer or agent of the company.

(b) LVMPD Background Investigations, Fingerprinting and/or Contract Badges

For projects requiring Successful Bidder(s) employees to obtain access to any LVMPD facilities (or database information), fingerprints will be required for NCIC background checks for all persons on the Successful Bidder’s List of Personnel who will be working on the LVMPD Contract, including Company Owner and all designated representative(s). Anyone with a background history showing a conviction for a felony, theft history of any kind, sex offense history, or any crime involving moral turpitude, illegal drug or narcotics use, sale or possession, or anyone showing a felony charge pending, or who has any outstanding warrants of any type, including misdemeanor traffic or felony warrants may be denied entry into LVMPD facilities.

Successful Bidder’s designated representative or Company Owner shall personally obtain LVMPD non-gaming work card applications for each named employee.

Successful Bidder(s) shall have each employee report to the LVMPD Fingerprint facility for the background investigations, taking of fingerprints and the issuance of LVMPD Contract Badge. The LVMPD Fingerprint facility can be reached at telephone number (702) 828-3271 and is located at 400 S. Martin Luther King Blvd, Bldg. C, 1st Floor, Las Vegas, NV 89106. Fingerprints and photos will be taken and submitted to the Nevada State Repository and to the FBI. While the LVMPD waives the fee for the background checks of the Successful Bidder’s representatives, Successful Bidder will be responsible for the cost (currently $36.25) required by the FBI for fingerprints (which the LVMPD will collect on the FBI’s behalf). Successful Bidder must be aware that cost may be


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adjusted over the term of the contract and any renewal period(s). LVMPD Contract Badge is valid for only one year from date of issue. Personnel must report to the LVMPD Fingerprint facility for a background investigation and issuance of a new Contract Badge annually. Background checks must be completed each year, but fingerprints are only taken at the original time the representative obtains the LVMPD Contract Badge and every 5 years thereafter. If the Successful Bidder is out-of-town, and required to have fingerprints processed in their own state/jurisdiction in order to provide the services per this Contract, the Successful Bidder is responsible for payment of those charges, plus the FBI fee charged pursuant to LVMPD submitting their fingerprints. Personnel will not be allowed entry into a LVMPD facility with an expired Contract Badge.

If unescorted access is required, each employee issued a LVMPD Contract Badge must then report to the LVMPD Facilities Section at 3141 Sunrise Ave, telephone number (702) 828-3380 to obtain necessary building access cards.

LVMPD Contract Badge and access cards remain the property of LVMPD. Each is separately issued to an individual and cannot be shared or transferred. Misuse of identification and access cards may be cause for termination and Contract cancellation.

Failure to follow this procedure may result in termination of this Contract.

(c) Removal or Addition of Employee

(d) Successful Bidder agrees to work closely with Owner to ensure use of acceptable personnel. Owner reserves the right to request removal of any Successful Bidder’s employee for any reason or no reason, should such action be considered necessary to the best interests of the Owner. Successful Bidder is permitted to add/replace personnel only after Owner is provided written notice and compliance with provisions in the General Conditions.

(e) Backup Staff

The Successful Bidder shall provide sufficient backup staff to cover absenteeism or extend existing work force hours to compensate absent staff. The backup staff shall adhere to the same background and security screenings as regular staff. The Owner reserves the right to request additional backup staff if deemed necessary.

(f) Enforcement of Lock-Door Policy

All locked doors are to remain locked at all times and Successful Bidder’s employees are not allowed to open any doors for anyone.

D-4 LOGO, ARTWORK AND COPYRIGHT USE

Logo, artwork and copyright use owned by LVMPD. Any logo, artwork and copyright owned by LVMPD may only be used in association and within the scope requirements of its use pursuant to this Contract (and such use by the Successful Bidder shall be subject to the prior approval of LVMPD), but not for any other purpose, unless written approval is given by the LVMPD.

D-5 WARRANTY

(a) SERVICES The Company warrants that the services shall be performed in full conformity with this Contract, with the professional skill and care that would be exercised by those who perform similar services in the commercial marketplace, and in accordance with accepted industry practice. In the event of a breach of this warranty and/or in the event of non-performance and/or failure of the Company to perform the services in accordance with this Contract, the Company shall, at no cost to the Owner, re-perform or perform the services so that the services conform to the warranty. (b) PRODUCTS The Company shall guarantee all workmanship, materials and equipment it has furnished for a period of one year after final acceptance of the equipment and/or materials, unless manufacturer’s warranty provides a longer guarantee in which case the longer warranty will apply; and, if during the guarantee period, any defect or faulty materials are found, it shall immediately, upon notification by the Owner, proceed at its own expense


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to replace and repair same, together with any damage to all finishes, fixtures, equipment and furnishings that may be damaged as a result of this defective equipment or workmanship.

(c) WARRANTY ADMINISTRATION In the event of any action by the Owner to recover damages for breach of all warranties, the Company agrees to pay the Owner for such damages and the costs associated with such action, including reasonable attorneys' fees.

In the event any materials or equipment supplied hereunder are covered by warranties of the manufacturer or supplier other than the Company, then copies of such warranties must be furnished to the Owner at the time of delivery and, if required by the Owner, Company will assign such warranties to the Owner. Delivery or assignment of such manufacturer's or suppliers' warranties shall in no event relieve Company of any of its obligations.

No disclaimer of liability, limitations on time of warranty, limitations on scope of warranty, or limitations on damages inconsistent with the warranties contained herein shall be effective for any purpose. No warranty contained herein nor otherwise given shall be construed to limit any other remedy available to the Owner by law nor to limit the time in which such other remedy may be sought.

D-6 INTELLECTUAL PROPERTY RIGHTS

All deliverables produced under this Contract, as well as all data, notes, and documentation collected on behalf of the Owner are exclusively the property of the Owner. All materials, information, artwork, electronic design files, and documents, whether finished, unfinished, or draft, developed, prepared, completed, or acquired by Company relating to the services to be performed for this Contract and not otherwise used or useful in connection with services previously rendered or services to be rendered by Company to parties other than Owner shall become the property of Owner and shall be delivered to Owner’s representative upon completion of each task, completion or termination of this Contract, whichever occurs first. Company shall not be liable for damages, claims, and losses arising out of any reuse of any work products on any other project conducted by Owner. Owner shall have the right to reproduce all documentation supplied pursuant to this Contract.

The Company shall not be liable for damages, claims or losses arising out of any reuse of any management methods or procedures, materials, information, products, work, documents, drawings, maps, plans, specifications, reports or other data or material as specified herein on this (in the event of termination) or any other project without the Company’s prior written permission.

D-7 LICENSES / REGISTRATIONS

During the entire performance period of this Contract, the Company shall maintain all federal, state, and local licenses, certifications and registrations applicable to the work performed under this Contract, including maintaining an active applicable business license.

D-8 REVIEW COMMENTS The services performed by Company under this Contract shall be subject to periodic review by the Owner’s

Project Manager. The Owner’s Project Manager may delegate any or all of the its responsibilities under this Contract to appropriate staff members, and shall so inform Company by written notice before the effective date of each delegation. The review comments of Owner’s Project Manager or authorized representative(s) may be reported in writing as needed to Company. It is understood that Owner’s Project Manager or its authorized representative’s review comments do not relieve Company from the responsibility for the professional and technical accuracy of all work delivered under this Contract. The comments of the Owner’s Project Manager or authorized representative may be reported to Company by the Owner's Project Manager. It is understood that the comments made by Owner’s Project Manager do not relieve Company from the responsibility for the professional quality of all work delivered under this Contract. To prevent an unreasonable delay in the Company's work, the Owner’s Project Manager will endeavor to examine all reports


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and other documents and will render decisions and advise the Company in a timely manner to avoid unreasonable delay.

D-9 DATA AVAILABLE

(a) Owner shall, without charge, furnish to or make available for examination or use by Company as it may request, any data which Owner has available, including as examples only and not as a limitation:

(i) Copies of reports, surveys, records, and other pertinent documents. (ii) Copies of previously prepared reports, job specifications, surveys, records, ordinances, codes,

and regulations, other documents, and information related to the services specified by this Contract.

(b) Owner shall assist Company in obtaining data on documents from public officers or agencies, and from private citizens and business firms, whenever such material is necessary for the completion of the services specified by this Contract. (c) Company will not be responsible for accuracy of information or data supplied by Owner or other sources to the extent such information or data would be relied upon by a reasonably prudent Company.

(d) The Company shall return any original data provided by the Owner.

D-10 FAILURE TO PERFORM/ LIQUIDATED DAMAGES

Company acknowledges that the Owner is damaged when Company fails to perform services or supply proof of insurance or performance bond, if applicable, according to the requirements detailed in Exhibit A (Scope of Work). Time is of the essence for this Contract and Company acknowledges that the Owner is damaged when the Company fails to complete the work within the time specified in the Contract, or with such additional time as may be granted by formal Amendment. Damages include, but are not limited to damage to the Owner reputation and perception in the community and Owner costs to provide replacement services. (a) For non-performance or non-timely performance of services, as detailed in Exhibit A, Scope of Work, Company shall pay to the Owner $1000 in liquidated damages per Day, per documented incident, together with any other increased costs incurred by the Owner in completing the work. The Owner shall notify Company in writing of non-performance or non-timely performances and shall reasonably document all claims for liquidated damages.

D-11 PRICE ADJUSTMENT REQUESTS

Prices are not subject to change during the initial contract term. The price(s) may be adjusted by either party on the first date of each subsequent contract year (price adjustment period(s) or PAP), based on the appropriate method(s) specified below. Only one written price adjustment request will be accepted from the Company for each PAP. All price adjustment requests from the Company, including suitable proof, shall be submitted, at least 60 Days in advance in writing, to the Las Vegas Metropolitan Police Department, Purchasing Unit, Attn: Purchasing Manager, 400B S. Martin Luther King Blvd, Las Vegas, Nevada 89106.

Price increases shall not be retroactive. A price adjustment can only occur if the Company has been notified in writing of Owner’s approval of the new adjusted price(s). The appropriate method(s) to calculate a price adjustment is/are as follows: (a) PRICE ADJUSTMENT REQUEST – PRICE INDEX


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(i) Increases will apply only to products and/or services affected by an increase in a raw material, labor, or another like cost factor and will be verified against the index specified below.

(ii) The 12 month reference period to be used to determine price adjustments will be between

16 months prior (using the final index) and four months prior (using the first-published index if the final index is not available) to the commencement date of the new PAP, using the Price Index specified below. For example, if the new PAP starts July 1, 2023, then the time period used to determine the price adjustment is March 2022 to March 2023.

The pricing adjustment must be calculated as follows: Index at time of calculation, divided by index twelve months prior (as described above), multiplied by current contract price, equals the adjusted new contract price.

(iii) Price Index to be used:

1. Producer Price Index: The following Producer Price Index (PPI), issued by the U.S. Bureau of Labor Statistics (http://www.bls.gov) will be used as the index for calculating price adjustments:

Series ID: PCU3231-3231 Not seasonally adjusted Industry: Printing and related support activities Product: Printing and related support activities Base Period 200312


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(iv) Owner shall receive the benefit of a price decrease to any line item at any time during the PAP if the decrease exceeds five percent of the current Contract price. If, at the point of exercising the price adjustment provision, market media indicators show that the prices have decreased more than the aforementioned percentage and the Company has not passed the decrease on to the Owner, the Owner reserves the right to place the Company in default, terminate the Contract, and such actions will reflect adversely against the Company in determining the responsibility and non-responsibility of the Company in future contract opportunities.

(v) Should the above-referenced price index be discontinued or otherwise no longer published by the publishing organization, a similar index may be mutually agreed to in writing by both parties.

(vi) Suitable proof shall include a print-out out of the above-referenced index and calculated increase.

(b) PRICE ADJUSTMENT REQUEST – DRASTIC MARKET CONDITIONS Should drastic market conditions occur which dictate a significant price increase of any line item(s) during the term of the Contract, the Owner may consider these increases in addition to the allowed PAP increase, providing the Company submits written documentation and suitable proof by line item to Owner requesting permission and explaining in detail the unforeseen circumstances predicating the request to increase pricing. Suitable proof shall be required as defined above. A significant price increase means a change in price within a twelve month period in excess of five percent. General industry correspondence in regards to market conditions are not suitable proof.

D-12 SURVIVAL

The terms and conditions of this Contract regarding confidentiality, payment, warranties, liability and all others that by their sense and context are intended to survive the execution, delivery, performance, termination or expiration of this Contract survive and continue in effect.

D-13 ORDER OF PRECEDENCE

In the event of a conflict between the specific language set forth in Sections B through E of this Contract and any Attachment or Exhibit set forth in Section F, the specific language in Sections B through E shall prevail. Any exception to this order of precedence will be addressed through specific language elsewhere in Sections B through E.

In the event of a conflict between the Contract and or the Contract Documents the following order of preference shall Prevail: (1) this Contract and the attachments thereto; (2) Request for Proposals (RFP) No. 604603 and any addenda thereto; and (3) the Company’s proposal in response to RFP No. 604603, including its best and final offer or clarifications, if any.

SECTION E – GENERAL PROVISIONS E-1 DISPUTES

(a) For each claim or dispute arising between the parties under this Contract, the parties shall attempt to resolve the matter through escalating levels of management.

i. Initial Actions The parties shall first attempt to resolve the dispute informally in meetings or communications between the Company’s’ Project Manager and the Owner’s Project Manager. If the dispute remains unresolved 15 Days after it first arises, the Company may request that the Owner’s Project Manager issue a recommended decision on the matter in dispute. The Owner’s Project Manager shall issue the recommended decision in writing and provide a copy to the Company.


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ii. Decisions The recommended decision of the Owner’s Project Manager shall become final unless, within 15 Days of receipt of such recommended decision, the Company submits a written request for review to the Owner’s Purchasing Manager. In connection with any such review, the Company and the Owner’s Project Manager shall be afforded an opportunity to be heard and to offer evidence on the issues presented.

iii. Further Resolution If the dispute remains unresolved after review by the Owner’s Purchasing Manager, either party may seek resolution through referral to non-binding mediation.

iv. Requirement to Proceed Pending final resolution of a dispute under this section, the Company shall proceed diligently with performance in accordance with the Contract and the Project Manager’s recommended decision, without prejudice to its position in the dispute.

(b) The laws of the State of Nevada shall govern this Contract and the venue for purposes of litigation or arbitration shall be in a competent jurisdiction in Clark County, Nevada. If litigation is required as a result of this Contract, the prevailing party will be entitled to its reasonable costs and attorney fees.

(c) If during the term of this Contract, there are any changes or new laws, ordinances, statutes, rules or regulations not known or foreseeable at the time of signing this Contract which become effective and which affect the cost or time of performance of the Contract, the Company shall immediately notify the Owner in writing and submit detailed documentation of such effect in terms of both time and cost of performing the Contract. The Owner shall review the cost impact of such changes, and make an equitable adjustment in compensation for an increase or decrease in time, labor, materials and fees. If any discrepancy or inconsistency shall be discovered between this Contract and any law, ordinance, regulation, order or decree, Company shall immediately report the same in writing to Owner who will issue such instructions as may be necessary.

(d) In accordance with NRS 338.155, the prevailing party in an action to enforce the contract is entitled to reasonable attorney’s fees and costs.

E-2 NOTICE OF DELAY

Should the timely performance of this Contract be jeopardized by the non-availability of Owner provided personnel, data, or equipment, the Company immediately shall notify the Owner in writing of the facts and circumstances that are contributing to such delay however, such notice shall not relieve the Company from any existing obligations regarding performance or delivery. Upon receipt of this notification, the Owner will advise the Company in writing of the action which will be taken to remedy the situation.

E-3 TERMINATION FOR CONVENIENCE / LIQUIDATED DAMAGES

The Owner shall have the right at any time to terminate further performance of this Contract, in whole or in part, for any reason whatsoever (including no reason) whenever the Owner determines that such termination is in the best interest of the Owner. Any such termination shall be effected by delivery to the Company of a written notice of termination, not less than 60 Days in advance, specifying the extent to which performance of work under this Contract is terminated and the date upon which such termination becomes effective. Except as otherwise provided, settlement of claims by the Company or recoveries by the Owner under this termination for convenience clause shall be in accordance with the legal rights and liabilities of the parties to said Contract. Upon receipt of the notice of termination, Company shall present to Owner the Liquidated Damages associated with such termination for convenience. Liquidated Damages will be the actual outstanding equipment debt associated with all “net new” equipment placed by the Company during the term of the agreement up to the date of the notice of termination for convenience less 10 (ten) percent. Company shall provide proof of expenditures for new equipment as justification with amortization schedule. Owner will have 30 days to either pay the associated Liquidated Damages amount or rescind the notice of termination.


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After receipt of a notice of termination, and except as otherwise directed by the Owner, the Company shall:

(a) Stop work under said Contract on the date and to the extent specified in the notice of termination; (b) Place no further orders or subcontracts for materials, services, or facilities, except as may be

necessary for completion of such portion of the work under said Contract as is not terminated;

(c) Terminate all orders and subcontracts to the extent that they relate to the performance of work terminated by the notice of termination;

(d) Assign to the Owner in the manner, at the times, and to the extent directed by the Owner, all of the

rights, title, and interest of the Company under the orders and subcontracts so terminated, in which case the Owner shall have the right, in its discretion, to settle or pay any or all claims arising out of the termination of such orders and subcontracts;

(e) Settle all outstanding liabilities and all claims arising out of such termination of orders and

subcontracts to the extent the Owner may require;

(f) Transfer title to the Owner and deliver in the manner, at the times, and to the extent, if any, directed by the Owner the fabricated or un-fabricated parts, work in process, or completed work, supplies, equipment, documents, deliverables, information and other materials produced as a part of, or acquired in connection with their performance of, the work terminated, and the completed or partially completed plans, drawings, information and other property which, if said Contract had been completed, would have been required to be furnished to the Owner, as specified in Section D-5 (Intellectual Property Rights);

(g) Use its best efforts to sell, in the manner, at the times, to the extent, and at the price(s) directed or

authorized by the Owner, any property of the types referred to above; provided, however, that the Company shall not be required to extend credit to any purchaser, and may acquire any such property under the conditions prescribed by and at a price(s) approved by the Owner, and provided further that the proceeds of any such transfer or disposition shall be applied in the reduction of any payments to be made by the Owner to the Company under said Contract or shall otherwise be credited to the price or cost of the work covered by said contract or paid in such other manner as the Owner may direct;

(h) Complete performance of such part of the work as shall not have been terminated by the notice of

termination;

(i) Take such action as may be necessary, or as the Owner may direct, for the protection or preservation of the property related to said contract which is in the possession of the Company and in which the Owner has or may acquire an interest; and

(j) Shall submit a written request for incurred costs for services performed through the date of

termination, and shall provide any substantiating documentation requested by the Owner. In the event of such termination, the Owner agrees to pay the Company within 30 Days after receipt of a correct, adequately documented written request approved by the Owner. The Owner’s sole liability under this section is for payment of the costs for the services contracted by the Owner and actually performed by the Company, but no amount shall be allowed for anticipated profit on unperformed services or other work.

E-4 TERMINATION FOR DEFAULT

(a) The Owner may, by written notice of default to the Company, terminate this Contract in whole or in part if the Company fails to:

(i) Perform the services including, if applicable, delivering any required software, goods, or documentation within the time specified in this Contract or any extension;


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(ii) Make progress, so as to endanger performance of this Contract; or

(iii) Perform any of the other provisions of this Contract.

(b) The Owner’s right to terminate this Contract, may be exercised if the Company does not cure such failure within 10 Days (or more if authorized by the Owner) after notice, specifying the failure, is provided pursuant to the Paragraph D-1 (Legal Notice) of this Contract. (c) If Contract is terminated in whole or in part for default, the Owner may procure, upon such terms and in such manner as the Owner may deem appropriate similar to that so terminated. The Company shall be liable to the Owner for costs associated with the termination of this Contract, the procurement of replacement services by the Owner, any excess costs of such similar supplies or services, and any increase in the total agreement costs or the hourly rate as a result of the re-procurement of services from the date of termination to the expiration date of the original Contract, and shall continue the performance of said contract to the extent not terminated under the provisions of this clause. (d) Either party may terminate this Contract, in whole or in part, if the other party becomes insolvent or bankrupt or makes an assignment for the benefit or creditors, or if a receiver or trustee in bankruptcy is appointed for the other party, or if any proceeding in bankruptcy, receivership, or liquidation is instituted against the other party and is not dismissed within 30 Days following commencement thereof. (e) The Owner retains the right to terminate for default immediately should the Company fail to maintain the required levels of insurance, fail to comply with applicable local, state, and Federal statutes governing performance of these services, or fail to comply with statutes involving health or safety.

(f) The Owner’s sole liability under this section is for payment of the costs for the services contracted by the Owner and actually performed by the Company, but no amount shall be allowed for anticipated profit on unperformed services or other work.

(g) The rights and remedies of the Owner and the Company provided in this section are in addition to any other rights and remedies provided by law or under this Contract.

(h) In the event the Company ceases to conduct business, the Owner shall have the right to make an unsolicited offer of employment to any employees of the Company assigned to the performance of this Contract.

E-5 CANCELLATION OF CONTRACT

In any of the following cases, the Owner shall have the right to cancel this Contract without expense to the Owner: (a) The Company is guilty of misrepresentation;

(b) This Contract is obtained by fraud, collusion, conspiracy, or other unlawful means; or

(c) This Contract conflicts with any statutory or constitutional provision of the State of Nevada or the United States. This Section shall not be construed to limit the Owner’s right to terminate this Contract for convenience or default.

E-6 COMPANY INSURANCE REQUIREMENTS

The Company shall obtain and maintain, at its own expense, during the entire term of the Contract, the coverage(s) specified in attached Exhibit C (Insurance Requirements). The Company shall comply with the terms and conditions set forth in attached Exhibit C (Insurance Requirements) and shall include the cost of the insurance coverage in its price(s).


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E-7 OWNERS INSURANCE REQUIREMENTS

Owner agrees to keep the Equipment fully insured against all risk, with Company named as lender’s loss payee, in an amount not less than the full replacement value of the Equipment until this Agreement is terminated. You also agree to maintain commercial general liability insurance with such coverage and from such insurance carrier as shall be satisfactory to us and to include Company as an additional insured on the policy. You agree to provide us certificates or other evidence of insurance. Owner is responsible for any loss, theft, destruction or damage to the Equipment (“Loss”), regardless of cause, whether or not insured. Owner agrees to promptly notify Company in writing of any Loss.

E-8 INDEMNITY

The Company agrees to protect, defend, indemnify and hold the Owner, its officers, employees and agents, free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character (hereinafter collectively "claims") in connection with or arising directly or indirectly out of the Contract or the performance hereof by the Company or any subcontractor. Without limiting the generality of the foregoing, any and all such claims, relating to personal injury, infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or actual or alleged violation of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in the indemnity hereunder. The Company further agrees to investigate, handle, respond to, provide defense for, and defend any such claims, at its sole expense and agrees to bear all other costs and expenses related thereto, whether or not it is alleged or determined that the Company was negligent, and without regard to whether such claim is groundless, false, or fraudulent. The Company agrees to defend, indemnify and hold harmless the Owner, and the employees, officers and agents of the Owner from any liabilities, damages, losses, claims, actions or proceedings, including, without limitation, reasonable attorneys; fees and costs, to the extent that such intentional misconduct of the Company or the employees or agents of the Company in the performance of the contract. If the insurer by which the Company is insured against professional liability does not so defend the Owner and the employees, officers and agents of the Owner and the Company is adjudicated to be liable by a trier of fact, the trier of fact shall award reasonable attorney fees and costs to be paid to the Owner by the Company in an amount which is proportionate to the liability of the Company.

E-9 PATENT INDEMNITY

The Company shall advise the Owner of any impending patent suit and provide all information available. The Company shall defend any suit or proceeding brought against the Owner based on a claim that any product, or any part thereof, furnished under this Contract, constitutes an infringement of any patent; and, the Company shall pay all damages and costs awarded therein, excluding incidental and consequential damages, against the Owner. In case said product, or any part thereof, is in such suit held to constitute infringement and use of said product or parts is enjoined, the Company shall, at its own expense and at its option, either procure for the Owner the right to continue using said product or part, or replace same with non-infringing product, or modify it so it becomes non-infringing.

E-10 SUCCESSORS AND ASSIGNS

The Owner and the Company, respectively, bind themselves, their partners, successors, assigns and legal representatives to the other party to this Contract and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Contract. Neither party may assign their rights or any portion thereof or transfer any rights, duties, or responsibilities, nor delegate their duties under this Contract without the written consent of the other party nor shall the Company assign any money due or to become due without the prior written consent of the Owner, except to a financial institution authorized to do business in the state of Nevada. Such consent shall not be withheld unreasonably. Any attempt to assign this Contract or transfer any rights, duties or delegate responsibilities


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of the Contract or a portion thereof without such prior written consent of the Owner shall be null and void. Any assignment or delegation shall not relieve any party of its obligations under this Contract. This provision is separate and apart from the provisions concerning subcontracting set forth in Section E-16 (Sub consultants/Subcontractors).

E-11 WAIVER

Waiver of any of the terms of this Contract shall not be valid unless it is in writing signed by each party. The failure of the Owner to enforce any of the provisions of this Contract, or to require performance of any of the provisions herein, shall not in any way be construed as a waiver of such provisions or to affect the validity of any part of this Contract, or to affect the right of the Owner to thereafter enforce each and every provision of this Contract. Waiver of any breach of this Contract shall not be held to be a waiver of any other or subsequent breach of this Contract.

E-12 TAXES

The Owner is exempt from paying Sales and Use Taxes under the provisions of Nevada Revised Statutes 372.325(4), and Federal Excise Tax, under Registry Number 88-6000028. The Company shall pay all taxes, levies, duties and assessments of every nature and kind, which may be applicable to any work under this Contract. The Company shall make any and all payroll deductions required by law. The Company agrees to indemnify and hold the Owner harmless from any liability on account of any and all such taxes, levies, duties, assessments and deductions.

E-13 COMPLIANCE WITH LAWS

(a) The Company, in the performance of the obligations of this Contract, shall comply with all applicable laws, rules and regulations and orders of all Federal State and local governmental authorities having jurisdiction over the performance of this Contract including, but not limited to, the Federal Occupational Health and Safety Act, and all state and federal laws prohibiting and/or relating to discrimination by reason of race, color, sex, age, sexual orientation, disability, religion or national origin, gender identity or expression, or any other protected status. Upon request, the Company shall furnish to the Owner written confirmation of its compliance with all such laws, rules, orders and regulations. Company acknowledges that the Owner has an obligation to ensure that public funds are not used to subsidize private discrimination and Company recognizes that if they or their subcontractors are found guilty of discrimination by an appropriate authority for refusing to hire or do business with an individual or company with protected status, the Owner may declare the Company in breach of the Contract, terminate the Contract and designate the Company as non-responsible. (b) In accordance with the Immigration Reform and Control Act of 1986, the Company agrees that it will not employ unauthorized aliens in the performance of this Contract. (c) If during the term of this Contract, there are any changes or new laws, ordinances, statutes, rules or regulations not known or foreseeable at the time of signing this Contract which become effective and which affect the cost or time of performance of the Contract, the Company shall immediately notify the Owner in writing and submit detailed documentation of such effect in terms of both time and cost of performing the Contract. The Owner shall review the cost impact of such changes, and make an equitable adjustment in compensation for an increase in time, labor, materials and fees, according to the procedures in Section E-26 (Modification/Amendment).

(d) If any discrepancy or inconsistency shall be discovered between this Contract and any law, ordinance, regulation, order or decree, Company shall immediately report the same in writing to the Owner who will issue such instructions as may be necessary.

(e) The Goods and/or services shall comply with the (ADA) as amended to date. The Company shall provide the Goods and/or services in compliance with the Americans with Disabilities Act and the rules and regulations promulgated there under and shall immediately notify the Owner of any conflicts between the contract documents and the Act or the rules and regulations promulgated there under.


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E-14 AUDIT OF RECORDS

(a) The performance of this Contract by the Company is subject to review by the Owner to insure contract compliance. The Company agrees to provide the Owner any and all information requested that relates to the performance of this Contract. All requests for information will be in writing to the Company. Time is of the essence during the audit process. Failure to provide the information requested within the timeline provide in the written information request may be considered a material breach of Contract and be cause for suspension and/or termination of the Contract. (b) The Company shall establish and maintain an accounting system and records that properly accumulate and segregate incurred Projects costs. The Company and its subcontractors accounting system(s) shall conform to Generally Accepted Accounting Principles (GAAP) and procedures and to retain all records and supporting documentation applicable to this Contract for reimbursement payment vouchers or invoices, for a period of three years after completion of this Contract and any subsequent extensions thereof, or the date of resolution of litigation or claims arising under this Contract, whichever is later. All records subject to audit findings shall be retained for three years after such findings have been resolved. In the event the Company goes out of existence, the Company shall turn over to the Owner all of its records relating to this Contract to be retained by the Owner for the required period of time. (c) The Company shall make available to the Owner, or its designee, the State, the United States Controller General, or any other duly authorized representative of the Federal or State Government, any books, documents, subcontracts, papers, records, accounting records, and other evidence relating the performance of this Contract for audits, examinations, or other reviews and copies thereof shall be furnished by Company, if requested. The Company agrees to permit the Owner or the Owner’s Project Manager(s), or any of the aforementioned parties, to inspect and audit its records and books relative to this Contract at any time during normal business hours and under reasonable circumstances and to copy and/or transcribe any information that the Owner desires concerning Company’s operation hereunder. The Company further understands and agrees that said inspection and audit would be exercised upon written notice. If the Company or its records and books are not located within Clark County, Nevada, and in the event of an inspection and audit, Company agrees to deliver the records and books or have the records and books delivered to the Owner or the Owner’s Project Manager(s) at an address within Clark County, Nevada as designated by the Owner. If the Owner or the Owner’s Project Manager(s) find that the records and books delivered by the Company are incomplete, the Company agrees to pay the Owner or the Owner’s representative(s)’ costs to travel (including travel, lodging, meals, and other related expenses) to the Company’s offices to inspect, audit, retrieve, copy and/or transcribe the complete records and books. The Company further agrees to permit the Owner or the Owner’s Project Managers, or any of the aforementioned parties, to inspect and audit, as deemed necessary, all records of this project relating to finances, as well as other records including performance records that may be required by relevant directives of funding sources of the Owner. (d) If, at any time during the term of this Contract, or at any time after the expiration or termination of the Contract, the Owner or the Owner’s Project Manager(s) finds the dollar liability is less than payments made by the Owner to the Company, the Company agrees that the difference shall be either: (1) repaid immediately by the Company to the Owner; or (2) at the Owner’s option, credited against any future billings due the Company.

E-15 INDEPENDENT CONTRACTOR

(a) STATUS OF COMPANY In the performance of services under this Contract, the Company, any other person employed by it, and any of its subcontractors or suppliers shall be deemed to be an independent contractor and not an agent or employee of the Owner and they shall not be entitled to, nor will the Owner provide any of the benefits or rights afforded to employees of Owner, including, but not limited to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers compensation insurance benefits. Owner will not provide or pay for any liability or medical insurance, retirement contributions or any other benefits for or on behalf of Company or any of its officers, employees or other agents. The Owner shall hold the Company as the sole responsible party for the performance of this Contract. The Company has or will retain such employees as it may need to perform the services required by this Contract. Such employees shall not be employed by the Owner. The Company shall be liable for the


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actions of any person, organization or corporations with which it subcontracts to fulfill this Contract. The Company has and shall retain complete control over the employment, direction, compensation and discharge of all persons employed by Company and all of its subcontractors in the performance of the services of this Contract. Nothing contained in this Contract or any subcontract awarded by the Company shall create a partnership, joint venture or agency with the Owner. Neither party shall have the right to obligate or bind the other party in any manner to any third party. The Company shall be solely responsible for, and shall indemnify, defend and hold Owner harmless from all matters relating to the payment of its employees, including but not limited to, compliance with social security, withholding and all other wages, salaries, benefits, taxes, demands, and regulations of any nature whatsoever. (b) PAYMENT OF TAXES The Company agrees to pay all required taxes on amounts paid to the Company under this Contract under this Contract and to indemnify, defend and hold the Owner harmless from any and all taxes, assessments, penalties and interest asserted against the Owner by reason of the independent contractor relationship created by this Contract or by reason of the Company’s failure to pay taxes when due. In the event that the Owner is audited by any Federal or State agency regarding the independent contractor status of the Company and the audit in any way fails to sustain the validity of an independent contractor relationship between the Owner and the Company, then the Company agrees to reimburse the Owner for all costs, including but not limited to, accounting and attorney’s fees, arising out of such audit and any appeals relating thereto. (c) WORKERS COMPENSATION COMPLIANCE The Company shall fully comply with the workers compensation laws applicable to the Company and its employees. The Company further agrees to indemnify, defend, and hold the Owner harmless from any failure of the Company to comply with applicable workers compensation laws. The Owner shall have the right to offset against any amounts otherwise due to the Company under this Contract any costs incurred by the Owner resulting from any such failure to comply or resulting from Company’s failure to promptly pay to the Owner any reimbursement or indemnification arising under this section.

E-16 SUBCONSULTANTS / SUBCONTRACTORS

(a) The Company shall submit within five Days after the Owner’s request and on Owner’s form for review

and documentation purposes, a list of any and all sub consultants/subcontractors with contact names and telephone numbers, description of work they will be performing, estimated percentage of total dollars and if they hold designations as Minority-owned Business Enterprise (MBE), Women-owned Business Enterprise (WBE), Small Business Enterprise (SBE), Emerging Small Business (ESB) or another recognized certification. The Company shall be liable for the actions of any person, organization or corporations with which it subcontracts to fulfill this Contract.

(b) The Company shall furnish at the Owner’s request, a copy of the Company’s contract(s) with its sub consultants/subcontractors. The professional obligations of such persons shall be undertaken and performed in the interest of the Owner. All subcontracts will incorporate in full all appropriate conditions and terms as set forth in this Contract.

(c) The Company will not enter into any subcontracts with any sub consultants/subcontractors not named

in or pursuant to this Contract in writing, except with the prior written approval of the Owner’s Project Manager. Any approval of a subcontract by the Owner shall not be construed as making the Owner a party to such subcontract, giving the sub consultants/subcontractors privity of contract with the Owner, or subjecting the Owner to liability of any kind to any sub consultants/subcontractors. Approval by the Owner of Company’s request to subcontract or acceptance of or payment for subcontracted work by Owner shall not in any way relieve Company of responsibility for the professional and technical accuracy and adequacy of the work. Company shall be and remain liable for all damages to Owner caused by negligent performance or non-performance of work under this Contract by Owner’s subcontractor(s).

(d) The compensation due under Section B-3 (Compensation) shall not be affected by Owner’s approval

of Company’s request to subcontract.

E-17 FLOWDOWN


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Company shall provide that its contracts with subcontractor(s) shall provide that the subcontractor(s) shall be bound to the Company in the same manner, and to the same extent, as the Company is bound to the Owner under this Agreement.

E-18 UNAUTHORIZED ALIENS

In accordance with the Immigration Reform and Control Act of 1986, the Company agrees that it will not employ unauthorized aliens in the performance of this Contract.

E-19 DISCRIMINATION

Company acknowledges that the Owner has an obligation to ensure that public funds are not used to subsidize private discrimination. Company recognizes that if they or their subcontractors are found guilty by an appropriate authority of refusing to hire or do business with an individual or company due to reasons of race, color, gender, ethnicity, disability, national origin, age, or any other protected status, the Owner may declare the Company in breach of the Contract, terminate the Contract, and designate the Company as non-responsible.

E-20 FORCE MAJEURE

The Company shall not be liable for any excess costs if the failure to perform the Contract arises from circumstances beyond the reasonable control and without the fault or negligence of the Company. These circumstances are limited to such causes as (1) acts of God or of the public enemy, (2) acts of governmental bodies, (3) fires, (4) floods, (5) epidemics, (6) civil disturbances, or (7) unusually severe weather; but does not include labor related incidents, such as strikes or work stoppages. Delays arising from the actions or inactions of one or more of the Company’s principals, officers, employees, agents, subcontractors, vendors or suppliers are expressly recognized to be within the Company’s control.

E-21 QUALITY OF SERVICES

(a) The Company shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all services furnished by the Company, its subcontractors and its and their principals, officers, employees and agents under this Contract. In performing the specified services, Company shall follow practices consistent with generally accepted professional and technical standards.

(b) It shall be the duty of the Company to assure that all services and any Good provided of its effort are

technically sound and in conformance with all pertinent federal, state and local statutes, codes, ordinances, resolutions and other regulations.

(c) The Company shall, without additional compensation, correct or revise any deficiencies, errors or

omissions caused by the Company in its analysis, reports, and services. It is also understood and agreed by both parties that if any error is found, the Company will expeditiously make the necessary correction, at no expense to the Owner, except when such error is the cause of the Owner.

(d) Company will not produce a work product which violates or infringes on any copyright or patent rights.

The Company shall, without additional compensation, correct or revise any errors or omissions in its work products. Permitted or required approval by the Owner of any products or services furnished by Company shall not in any way relieve the Company of responsibility for the professional and technical accuracy and adequacy of its work. Owner’s review, approval, acceptance, or payment for any of Company's services herein shall not be construed to operate as a waiver of any rights under this Contract or of any cause of action arising out of the performance of this Contract, and Company shall be and remain liable in accordance with the terms of this Contract and applicable law for all damages to Owner caused by Company's performance or failures to perform under this Contract.

E-22 ASSUMPTION OF RISK


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Any services performed by the Company under this Contract which require prior review and approval by the Owner shall be at the sole risk and expense of the Company if such prior review and approval by the Owner is not obtained.

E-23 RIGHT TO ADEQUATE ASSURANCE OF PERFORMANCE

When reasonable grounds for insecurity arise with respect to the performance of either party, the other may in writing demand adequate assurance of due performance and until it receives such assurance may, if commercially reasonable, suspend any performance for which it has not already received the agreed return. Acceptance of any improper delivery or payment does not prejudice the aggrieved party’s right to demand adequate assurance of proper performance. After receipt of a justified demand, failure to provide within a reasonable time not exceeding 30 Days, such assurance of due performance as is adequate under the circumstances of the particular case is a repudiation of the Contract.

E-24 SEVERABILITY

The invalidity, illegality, or unenforceability of any provision of this Contract or the occurrence of any event rendering any portion or provision of this Contract void shall in no way affect the validity or enforceability of any other portion or provision of this Contract. Any void provision shall be deemed severed from this Contract, and the balance of this Contract shall be construed and enforced as if this Contract did not contain the particular portion or provision held to be void. The parties further agree to amend this Contract to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this clause shall not prevent this entire Contract from being void should a provision which is of the essence of this Contract be determined void.

E-25 CONFORMING SERVICES

The services performed under this Contract shall conform in all respects with the requirements set forth in this Contract. The Company shall furnish the Owner with sufficient data and information needed to determine if the services performed conform to all the requirements of this Contract.

E-26 MODIFICATION/AMENDMENT

(a) Notwithstanding any provision herein to the contrary, and pursuant to NRS 104.2306, the Owner reserves the right to request modification at any time to the:

i. Scope, complexity, character, frequency of the services to be performed;

ii. Conditions under which the work is required to be performed; such as a change in standards or a change in available base data which would require additional work;

iii. Duration of work if the time period for completion of services warrants such an adjustment; or

iv. Estimated quantities or the timing of the Company’s obligations under this Contract, in whatever

manner the Owner determines, in good faith, to be reasonably necessary and to be in the best interests of the public.

If such changes cause an increase or decrease in the Company’s cost or time required for performance of any services under this Contract, an equitable adjustment limited to an amount within current unencumbered budgeted appropriations for the Project will be made and this Contract shall be modified in writing accordingly. (b) This Contract shall not be modified or amended except by the express written agreement of the parties, signed by a duly authorized representative for each party. No services for which an additional compensation will be charged by the Company shall be furnished without the written authorization of the Owner. Any other attempt to modify or amend this Contract shall be null and void and may not be relied upon by either party.


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(c) Oral change order requests will not be permitted. The Company shall be liable for all costs resulting from, and/or for satisfactorily correcting, any specification change not properly ordered by written modification to the Contract and signed by the Owner.

(d) Within seven Days after receipt of the written change order request to modify the Contract, the Company shall submit to the Owner a detailed price and schedule proposal for the work to be performed or goods provided.

(e) This proposal shall be subject to negotiations between the Company and the Owner. After the proposal is accepted by the Owner, a detailed modification shall be executed in writing by both parties. Disagreements that cannot be resolved within negotiations shall be resolved in accordance with the procedures specified in Paragraph E-1 (Disputes).

(f) Due to the nature of this contract, additions, deletions, modifications and changes to equipment and/or service may frequently be necessary. For clarification, any modifications or material changes that effect the base cost of leased equipment, accessories, licenses or cost per copy (CPC) as a result of a price increase or decrease must be formally amended. Living documents do not require amendment to the contract.

E-27 ENTIRE CONTRACT

This Contract and any other documents incorporated herein by specific reference, represents the entire and integrated Contract between the Owner and the Company. This Contract supersedes all prior and contemporaneous communications, negotiations, representations, and agreements, whether oral or written, relating to the subject matter of this Contract. This Contract may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Contract. Amendments on behalf of the Owner will only be valid if signed by the Sheriff, or as delegated to the Chief Financial Officer.

E-28 SECTION AND PARAGRAPH HEADINGS

The section and paragraph headings appearing in this Contract are inserted for the purpose of convenience and ready reference. They do not purport to define, limit or extend the scope or intent of the language of the sections and paragraphs to which they pertain.

E-29 CONFLICT OF INTEREST

(a) RESTRICTION ON PARTICIPATION No Owner officer, employee or member of the FAC, who is authorized in such capacity and on behalf of the Owner to participate in the selection, negotiation, making, accepting or approval, or take part in negotiating, making, accepting, or approving of this Contract, payments under this Contract, or work under this Contract, shall not be directly or indirectly interested personally in this Contract or in any part hereof. No officer, employee, architect, attorney, engineer or inspector of, or for the Owner, who is authorized in such capacity and on behalf of the Owner to exercise any legislative, executive, supervisory or other similar functions in connection with this Contract, shall become directly or indirectly interested personally in this Contract or in any part hereof, any material supply contract, subcontract, insurance contract, or any other contract pertaining to this Contract. (b) GRATUITIES PROHIBITED The Owner’s officers, employees, and members of the FAC shall neither solicit, demand, nor accept from the Company, or any of its subcontractors, any gifts, gratuities, favors or anything of monetary value. Each party represents that it is unaware of any financial or economic interest of any public officer or employee of the Owner relating to the award, modification or making of any determinations with respect to the performance of this Contract. Notwithstanding any other provision of this Contract, if such interest becomes known, the Owner may immediately terminate this Contract for default or convenience, based on the culpability of the parties.

(c) INTERESTS PROHIBITED


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The Company covenants that itself, its principals, employees, and its subcontractors presently have no interest, and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be provided under this Contract. The Company warrants that no person or selling agency has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide permanent employees. For breach or violation of this warranty, the Owner shall have the right to annul this Contract without liability or in its discretion to deduct from the Contract price or consideration or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.

(d) REMEDIES AND PENALTIES In the event this Contract is terminated as provided for in this section, the Owner shall be entitled:

i. To pursue the same remedies against the Company as it could pursue in the event of a breach of this Contract by the Company; ii. As a penalty, in addition to any other damages to which the Owner may be entitled by law, to exemplary damages in an amount as determined by the Owner which shall not be less than three nor more than ten times the costs incurred by the Company in providing any such gratuities to any such officer or employee; and

iii. The rights and remedies of the Owner provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law or under any other provision of this Contract.

E-30 ORGANIZATIONAL CONFLICT OF INTEREST

(a) An Organizational Conflict of Interest (OCI) exists when a person or business entity has an unfair competitive advantage because of other activities or relationships with other persons. An OCI exists when any of the following circumstances arise:

i. Lack of Impartiality or Impaired Objectivity When the supplier is unable, or potentially unable, to provide impartial and objective assistance or advice to the Owner due to other activities, relationships, contracts, or circumstances. ii. Unequal Access to Information The supplier has an unfair competitive advantage through obtaining access to non-public information during the performance of an earlier contract.

iii. Biased Ground Rules During the conduct of an earlier procurement, the supplier has established the ground rules for a future procurement by developing the specifications, evaluation factors, or similar documents.

(b) The Company warrants that, to the best of its knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances, which could give rise to an OCI and that it will not, by this Contract, participate in any activity which will give rise to an OCI for a future contract. The Company understands that, if after award, an OCI is discovered, an immediate and full disclosure in writing must be made to the Owner, which must include a description of the action, which the Company has taken to proposes to take to avoid or mitigate such conflicts. If an OCI is determined to exist, the Owner may, it its discretion, cancel the contract award. In the event the Company was aware of an OCI prior to the award of the Contract and did not disclose the conflict to the Purchasing Representative, the Owner may terminate the Contract for default. The provisions of this clause must be included in all subcontracts for work to be performed similar to the service provided by the Company, and the terms “contract”, “supplier”, and “Purchasing Representative” modified approximately to preserve the Owner’s rights.

E-31 PUBLIC RECORDS

The Owner is a public agency as defined by state law. As such, it is subject to the Nevada Public Records Law (Chapter 239 of the Nevada Revised Statutes). All of the Owner’s records are public records, which are subject to inspection and copying by any person (unless declared by law to be confidential). This Contract,


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all supporting documents, and proposals submitted under the original Request for Proposal (if applicable) are deemed to be public records, with the exception of the information in each document which meets the narrow definitions of proprietary information set forth in NRS 332.025, 332.061 and 600A.

E-32 CONFIDENTIALITY

(a) All information, including but not limited to, oral statements, computer files, databases, and other material or data supplied to the Company is confidential and privileged. The Company shall not disclose this information, nor allow to be disclosed to any person or entity without the express prior written consent of the Owner. The Company shall have the right to use any such confidential information only for the purpose of providing the services under this Contract, unless the express prior, written consent of the Owner is obtained. Upon request by the Owner, The Company shall promptly return to the Owner all confidential information supplied by the Owner, together with all copies and extracts. (b) The confidentiality requirements shall not apply where (i) the information is, at the time of disclosure by the Owner, then in the public domain or legally available as a public record; (ii) the information is known to the Company prior to obtaining the same from the Owner; (iii) the information is obtained by the Company from a third party who did not receive the same directly or indirectly from the Owner; or (iv) the information is subpoenaed by court order or other legal process, but in such event, the Company shall notify the Owner. In such event the Owner, in its sole discretion, may seek to quash such demand. (c) The obligations of confidentiality shall survive the termination of this Contract.

E-33 MARKETING RESTRICTIONS

The Company may not publish or sell any information from or about this Contract without the prior written consent of the Owner. This restriction does not apply to the use of the Owner’s name in a general list of customers, so long as the Owner has given written prior approval to the Company to use its name on the list and the list does not represent an express or implied endorsement of the Company or its services.

E-34 LACK OF FUNDS

(a) The entering into of the Contract by the Owner is subject to its receipt of local and federal funds

adequate to carry out the provisions of the Contract in full. The content of this section shall apply to the entire Contract and shall take precedence over any conflicting terms and conditions, and shall limit the Owner’s financial responsibility as indicated in the subsections below.

(b) The Owner may cancel or reduce the amount of services to be rendered if the Owner determines that such action is in the Owner’s best interest, or that there will be a lack of funding available for the service. Notwithstanding any other provisions of this Contract, this Contract shall terminate and Owner’s obligations under it shall be extinguished at the end of the fiscal year in which the FAC fails to appropriate monies for the ensuing fiscal year sufficient for the payment of all amounts which will then become due. In any such event, the Owner will notify the Company in writing in 30 Days in advance of the date such cancellation or reduction is to be effective.

(c) Owner’s total liability for all charges for services may become due under this Contract is limited to

the total maximum expenditure(s) authorized in Owner’s purchase order(s) to the Company. E-35 INTERPRETATION, JURISDICTION AND VENUE

This Contract shall be subject to, governed by, and construed and interpreted solely according to the laws of the state of Nevada. The Company hereby consents and submits to the jurisdiction of the appropriate courts of Nevada or of the United States having jurisdiction in Nevada for adjudication of any suit or cause of action arising under or in connection with this Contract, or the performance hereof, and agrees that any such suit or cause of action may be brought in any such court.

E-36 ELECTRONIC SIGNATURES


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This Contract and related documents may be executed by the parties electronically which shall be deemed to be the original. Each will be considered signed when the signature of a party is delivered when it is delivered in a manner that reasonably identifies the signatory as the individual named. Such electronic signatures shall be treated in all respects as having the same effect as an original signature. By signing this Contract, the representative of the Company thereby represents that such person is duly authorized by the Company to execute this Contract on behalf of the Company and that the Company agrees to be bound by the provisions thereof.

E-37 COMPANIES THAT BOYCOTT ISRAEL

Company certifies that, at the time it submitted its Bid, it was not engaged in, and agrees for the duration of the Contract, not to engage in, a boycott of Israel. Boycott of Israel means, refusing to deal or conduct business with, abstaining from dealing or conducting business with, terminating business or business activities with or performing any other action that is intended to limit commercial relations with Israel; or a person or entity doing business in Israel or in territories controlled by Israel, if such an action is taken in a manner that discriminates on the basis of nationality, national origin or religion. It does not include an action which is based on a bona fide business or economic reason; is taken pursuant to a boycott against a public entity of Israel if the boycott is applied in a nondiscriminatory manner; or is taken in compliance with or adherence to calls for a boycott of Israel if that action is authorized in 50 U.S.C. § 4607 or any other federal or state law.

E-38 EQUIPMENT SCHEDULE (EXHIBIT F) Company shall provide an equipment schedule that will be an all-inclusive list of Owners fleet. At a minimum, this list shall include the following details: Equipment ID, Equipment description, location code, date of installation, whether it is owned or leased, unit cost and extended costs, and any other pertinent information deemed necessary. Both parties shall work together to create this document after execution of contract and before implementation. This document shall be a “living” document that is subject to change as equipment changes are necessary. This document shall be updated whenever changes to the fleet are made. Company shall be responsible for providing the updated document to Owner within 30 days of any equipment changes. Owner shall be responsible for attaching updated document to the contract. No formal amendment is needed for changes to this document. This document shall be attached as Exhibit F.

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SECTION F – LIST OF ATTACHMENTS/EXHIBITS

The following attachments are hereby incorporated into this Contract by reference: Identifier Title/Text Reference Exhibit A Scope of Work- Technical Proposal B Exhibit B Fee Schedule Exhibit C Insurance Exhibit D Implementation Plan Exhibit E Training Plan Exhibit F Equipment Schedule (living document) Exhibit G Ongoing Support Document (living document)


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IN WITNESS WHEREOF, the individuals who have affixed their signatures below certify and attest each is empowered to execute this Contract and act on behalf of and bind the party in whose name this Contract is executed the day and year first written above. RAY MORGAN COMPANY VEGAS METROPOLITAN POLICE DEPARTMENT By: ____________________________________ By: _____________________________________ Chris Scarff Joseph Lombardo Executive Vice President/Owner Sheriff

APPROVED AS TO FORM: Santoro Whitmire, Ltd.

By: _________________________________ Andrew J. Glendon, Esq. Legal Counsel


EXHIBIT A‐ SCOPE OF WORK

RAY MORGAN COMPANY | 800.640.6065 | www.raymorgan.com

Bid: RFP No. 604603

Technical Proposal B

Response to: Diane Kelley, Purchasing Analyst

Budget / Accounting / IT Departments Due Date: Monday, August 13, 2018

Response from: Ray Morgan Company

Contact: Bradley P. Berryman and Todd Gniewek Address: 7140 Dean Martin Drive

Las Vegas, NV 89198 Phone: (o) 702‐854‐7098 or 702‐854‐7115 (c) 530‐848‐0417 or 708‐289‐2818 (f) 530‐781‐1046 Email [email protected] and [email protected]


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Tuesday, September 11, 2018

Attn. Diana and Department Leaders Las Vegas Metropolitan Police Department 400 S. Martin Luther King Drive Las Vegas, NV 89106 RE: Technical Proposal B Dear Diana and Department Leaders, On behalf of Ray Morgan Company (RMC), we appreciate the opportunity to respond to Las Vegas Metropolitan Police Department (LVMPD), request for RFP # 604603 Managed Print Services with a technical proposal A & B. RMC’s goal is to meet and exceed the LVMPD objectives outlined in the Executive Summary for both technical proposal A & B. Our focus in technical proposal A is to provide a “like for like” environment with the intent to exceed expectations. Technical proposal B, RMC will be providing our vision on how to best exceed and maximize efficiencies for both current and future objectives. Today IT departments rigorously apply security measures to computers and the network, printing and imaging devices can be easily overlooked. Your solutions are based on best in class security complying with regulations such as PCI DSS, ISO 27001, HIPAA, US CERT recommendations and the NIST framework. One of the benefits working with RMC is that we understand the unique requirements and challenges that our partners have with respect to managing large decentralized fleets. Additionally, RMC can leverage our solutions to work with your current technology environment from infrastructure (i.e. Windows Server Environment) to programs (i.e. OnBase). In technical Proposal B, RMC will exhibit how our solutions can positively impact your environment and start a workflow for OnBase. We are extremely excited about the opportunity to partner with LVMPD. You will see that we use the word ‘partnership’ quite often, and that is truly what we want to establish. We strongly encourage you to evaluate the following option presented. Should you have any additional questions or items needing clarification please do not hesitate to reach out.

Respectfully submitted by: Todd Gniewek Branch Manager Bradley P. Berryman Major Account Consultant Email: [email protected] Email: [email protected] Phone: 702‐854‐7115 Phone: 702‐854‐7098


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EXECUTIVE SUMMARY TECHNICAL RESPONSE B

Technical response B is 100% driven on reducing costs, increasing security, optimizing efficiency and attaining green initiatives. Please note you will see a lot of similarities to Technical Proposal A, but there are key differences explained within the difference section.

RMC managed print services (MPS) are the on‐going continuous improvement of your printing and imaging environment and document workflow for your users. It includes provisioning and support of the right equipment and integrated software solutions to support user efficiency and cost reduction. RMC managed print services is about supporting the print needs of people in your organization with the right, most efficient and most cost‐effective print environment.

There are many benefits to implementing RMC managed print services including reduced costs, fewer calls to IT, improved efficiency and reduction in vendor management. Companies who have implemented have experienced up to 50% reduction in paper and printing costs , 25%+ reduction in calls to IT and typically will reduce office printing and imaging vendors from 5 or more to 1 .

A business’ print environment left unmanaged can get completely out of control: excess paper, toner and ink usage, frustrated user calls to IT, and multiple vendors to manage. Across the company, people are pulling their hair out and all they want to do is print.

On top of the frustration is the invisible cost that no one can manage because no one person or department is responsible for this surprisingly massive business cost

By implementing RMC managed print services program, many of these print environment issues dissipate:

Ability to see and manage print costs – Implementing a print job accounting solution can show you exactly how much your business spends on printing down to the user level. With managed print services, you can have all your costs of printing detailed on a single invoice, broken down by printer or cost center. All print costs are visible and become transparent to the organization.

Keep track of print devices and deploy to the right place – Know exactly how many printing and imaging devices there are and understand the volume of each device. You’ll also know if the device capabilities match the volume and functional needs of the user.

Consolidate print vendors and standardize print fleet – Concentrated purchasing practices result in fewer vendors to manage and standardized print functionality and best practices across the organization.

Make better print environment decisions – As the overall printing and imaging environment is managed as one, all print‐related decisions consider the needs of the entire organization, resulting in significantly less duplication and better utilization of existing print devices.

Reduced IT support and overall management – Reduce the need for employee involvement to support and manage the print environment by eliminating supplies ordering tasks and help‐desk calls for printer support.

Create a paperless environment (or significant paper reduction) – Creating a paperless office makes for a more efficient workforce, significantly reduced costs, less duplication/errors with versions, and a more environmentally‐friendly office.

Improve workflow and streamline business practices – By implementing MPS best practices, office documents are controlled in a way that allows employees to be more efficient and improve print, document and overall workflow.


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Please note that all units were not able to be seen, so RMC will be using a standard configuration (shown below) with additional line item for specialty items. RMC’s quote for all A3 Copier/MFP/MFD (11 x 17 capable) devices will be proposed with the following standard format. This proposed format was established as the baseline because it was what we most commonly viewed at your site locations.

4 trays

Finisher

Hole Punch

Fax Unit

What is a specialty item?

Booklet Finisher o Booklet finishing allows two finishing options, the first is folding. The finisher will fold A3 paper into an A4

booklet, or A4 paper into an A5 booklet this is known as Bi‐Folding. The finisher can also Booklet Staple which is also known as saddle stapling or saddle stitch, so before performing the fold it places two staples into the center of the paper and then folds it, so if your document has more than 4 pages it will keep it all together for you! The typical capacity is 16 sheets, giving your booklet a total of 64 pages.

Large Capacity trays o The LCTs allow for additional 8 ½ X 11 paper capacity and sit to the side of the device or beneath the first

two paper drawers. LCT’s can be added together for certain devices to put a tremendous amount of 8 ½ x 11 on board.

Technical proposal B is a true end to end solution that will provide benefits today and well into the future such as:

Fleet Consolidation

Fleet Management

Fleet Cost control

Flexibility – Follow me printing

Auditing & Reporting

Improved workflow and processes

Encourage user behavior change through awareness

Increase document security

Simplify mobile printing

Drive environmental initiatives

Based on our discussions with staff, walk throughs of LVMPD facilities, demonstrations, and reviewing the project specific tasks listed in the RFP, RMC is confident that we are qualified as the only choice. Our years of experience managing enterprise wide fleet implementations, managing and supporting critical print environments, walk up/convenience copiers and printer fleets is unparalleled. RMC understands the requirements and challenges that LVMPD expressed throughout the discovery process.


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In technical proposal B, RMC will go through each objective and define how it is met.

LVMPD Stated Objective:

• Decreasing the Total Cost of Ownership of service and consumables • Consolidating current number of printers to an industry standardIncreasing and optimizing the efficiency of device

use • Ability to use loaners for special projects upon requests • Providing a secure platform for printing sensitive documents • Ability to downgrade or upgrade and requirements change • Increasing green initiatives and providing an eco‐friendly print environment • Phase out and disposition of existing desktop printers • High Speed Scanning Capabilities • Fleet compatibility current operating systems (Windows 10 and Windows 7 (32 &64 Bit OS)) • Refresh technology as it advances • A coterminous contract where all the equipment has the same expiration date regardless of when equipment is

delivered

Please note that there are embedded hyperlinks throughout this PDF document. You will be able to tell this when you see the dialog box (as shown below). Some hyperlinks contain videos and other direct you to written material. Please note this is not available from the hard copy documents.

WHO IS RMC AND WHY WE ARE THE BEST CHOICE

RMC has been in business for 63 years. We are independently owned and operated in California and Nevada. Our organizational structure is based on the need to support our clients with tenured and empowered management staff.

At RMC, our goal is to provide LVMPD with a level of service uncommon in our industry. We believe that customer empowerment is an important element to agile and responsive support. Although RMC is a $120+ million company, we know that bigger is not always better, as some large “national” organizations tend to lose customer focus. On the contrary, our RMC team is a highly responsive, customer‐centered organization with dealer principles actively involved in day‐to‐day operations, that are always “one phone call away” or “click” to respond to any customer need.

Why is RMC the best choice:

RMC represents HP, Canon, and Ricoh (Top Market Share Leader in the World)

RMC is easy to do business (local decision making), strong financial stability allowing flexible financial options

RMC provides simple, accurate, precise invoicing/billing that are customizable

RMC is a ProsElite Top 100 servicing dealer

RMC strength is implementation


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RMC team members on your project team have 15‐35 years of industry experience

DIFFERENCES BETWEEN TECHINCAL RESPONSE A & B

Technical proposal B key differences:

Here are some industry statistics: According to Lyra research each black and white page printed on a laser printer can cost an average of $0.05 to $0.08, and $0.12 to $0.15 for a page with color. Pages with solid color graphics can cost even $0.50 to $0.60 per page. Toner cartridges for monochrome laser printers can cost from $50 to $200, and for color lasers the price for the toner cartridge can go up to $300 or more! Jul 1, 2018

Today LVMPD has more color printers (211) than B/W printers (209). The Copier/MFD/MFP B/W devices outweigh color devices by over 50%. Traditionally, if you are trying to cut costs it makes more sense to drive print volume to larger devices like Copiers/MFDs/MFPs. Many businesses have succumb to the high cost(s) associated with color printing and have accepted an attitude of, “that’s just the way it is, color printing supplies are expensive!” Although the latter of the statement is true, the fact is it doesn’t have to be that way. There are several ways businesses can gain more control of the money being spent monthly to manage their color printers. Technical proposal B is different because all or almost all Copiers/MPFs/MFDs in the LVMPD’s fleet with be color. The goal is to drive color to the lowest cost option and start to eliminate color printers across the fleet. Let’s dig a little deeper into the operative words “eliminate color printers.” We understand there is a need for convenience, but one of the biggest factors to high color printing costs is directly related to printing content unnecessarily in color at a convenience device. RMC strategy is to remove color printers, but in case where convenience is required place a B/W device instead. Let’s address user resistance:

o “You can’t take my printer, I won’t be as productive” We can give those who need convenience a B/W device that is more cost‐effective

o “I have this printer because I print confidential information” Technical proposal B incorporates the use of a Print Management Software that allows Follow

Me Printing. It also will require your end user to log in via a badge or pin code completely removing the end users claim.

o “Why do you want to take this, I purchase my ink/toner and just expense it. It’s not an IT issue or expense.”


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This is where we can discuss security and why this doesn’t work for the LVMPD organization. Fact of the matter is that you are as vulnerable at your weakest link.

o “I only print small jobs on this printer. How much can it really cost?” The answer is more than you think. Education and communication is the key to handling this

objection. The total costs of printing can be difficult to assess, but they should include:

Purchase Price

Consumable cost and life

Cost of Paper

Print volumes

Color requirement

Multi‐copy requirements

Special paper requirements

Print Coverage

Electricity consumption

Maintenance costs

Expected life

Now let’s extrapolate that cost over LVMPD’s 421 devices. Suddenly the cost of the printer become much clearer to end users.

Technical proposal B includes a print management software called Papercut.

o How does it work? PaperCut works by

intercepting printer usage at the Server level, calculating the usage cost, and deducting it from a central account associated with the User's login.

Administrators may define a quota by scheduling credit allocation at specific intervals. Printer usage is calculated on a cost‐per‐page basis with advanced charging options available for color, different page sizes and double‐sided printing.

In a business environment, PaperCut is often implemented in "silent mode" where only managers are made aware of usage or is used to track at the client/project/cost center level.

In a government environment, PaperCut is run in a visible "restricted" mode. Users, exceeding their credit, are automatically denied access to the resources. Staff members are granted access to shared accounts to track printing by department.

o How much paper are you using?


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That sounds like an easy question, but many organizations simply have no idea of the volume of paper used for printing. If you do know, do you know where it goes? PaperCut can arm you with information not just about overall printing volumes, but volume by printer, group/department, user and many other factors. So next time the question is asked, "where does all the money we spend on printing go?", the answer is a few clicks away.

o How much paper can you save? There are many ways to implement PaperCut, so the amount saved will depend on which

features and strategy you choose to implement. The following table gives an indication of the typical amount of paper saved by implementing each strategy.

o Additional Features and Benefits of integrating your HP Multifunction devices with PaperCut. Single sign‐on Authentication Card ID Readers Integration via USB standard MFD Port. Group‐based access control to the device and color copying Releasing Print Jobs securely (Hold and Release queue set up) Follow Me Functionality for users to release at any device. Activity reporting against departments accounts/client/cost‐centers/projects

o Track and Control Copying

Charge different types of copying at different rates All usage reported in the PaperCut logs Optionally limit amount of copying users can perform

o Track and Scanning and Facing

Track scanning to e‐mail or to a file Track sending faxes


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Simple per‐page cost model or 2‐tiered cost model for volume discounts All usage reported in the PaperCut logs Optionally limit amount of scanning/faxing users can perform Filter job logs to display just copy, scan/fax jobs

o Centralized deployment and management of user scanning

End Users Benefits

To their own email address

To their own home folders

To cloud storage

To other authorized email and folder destinations to enable business automation processes

Within the familiar PaperCut MF user interface

Providing a consistent scanning interface across brands

System Administrator Benefits

Manage scanning for all devices centrally

Enable integrated scanning by device

Easily create and edit Scan Actions

Assign Scan Actions to specific users and groups

Attach an XML metadata file for import into business systems' workflows

There are so many benefits for both end users and LVMPD IT group. Ultimately, RMC will provide LVMPD control, control to monitor usage, control to cut costs, control to leverage Copiers/MFDs/MFPs as a whole (no more sneaker net), control to leverage existing products like workflows in OnBase. We are providing a solution that with propel LVMPD into the future today!

Everyday, companies rely on fax infrastructures to send, receive, and handle important documents that drive critical internal and external workflows. Unfortunately, as in the case of LVMPD, this translates into costly, repetitive, time‐sensitive and tedious processes. For many Government organizes it is requirement to track, audit, and access content. Simply put, cost and compliance issues are causing companies of all size to rethink their fax‐based communication. The Solution Network‐connected MFPs have the ability to harness current technologies and consolidate the fax infrasture to deliver a solution that meets cost‐cutting and compliant communication demands while leveraging the Copier/MFP/MFD. With the right document process automation, RMC can help LVMPD drive positive change.


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We had discussions during our walk through about how faxes could be intercepted and driven into OnBase to automated processes at HQ removing the manual costly process currently in place. The issue that has plagued Fax server implementations is that fax servers do a great job of handling digital documents but struggle handling paper documents. The additional steps that end users have to go through to fax a paper document through a fax server prevents end user adoption. If end users have to do anything other than the current workflow of entering just the fax number into the copier, they will not adopt the fax server workflow. The process that RMC implements is easier than the current fax process and has in immediate user adoption rate. RMC realizes that end user adoption is key, so RMC has developed a Fax integration so that it functions just like a fax board in the copier. Here is the workflow:

o Users simply enter the fax number and the copier: Since there are only numbers, the copier knows it needs to send a Fax, so it sends it to the fax server

o Eliminate the Cover Sheet: Since the fax server knows who sent the fax, it will auto create the coversheet for the end user

o Eliminate Wait Time: Since the copier is no longer transmitting the fax, the end user does not have to wait at the copier for the transmittal and the printing of the confirmation page.

o Elimination of the Confirmation page: Again, since the fax server knows who sent the fax, the confirmation page is emailed to the end user instead of printing out.

How to send Faxes: RMC is a technology company and we strive to implement solutions that are light and do not add additional IT burden. All our solutions integrate with Active Directory and works with existing systems like email and possibly your internal phone system. We do not recommend solutions that would require a client or a plugin to the Microsoft Office suite as this is a burden on IT. RMC uses email as the method to identify users and get faxes to the fax server.

o Email: RMC uses a sub Fax Domain name to be created [email protected] that routes faxes to the fax server. This allows users to fax from their copier, desktop, tablets and phones security as the email connection is encrypted.

o Web Browser: (Option) A web service is available that allows users to send faxes via a webpage o Client: If a user wants a client, there is one available

How to Receive Faxes: There are 3 main ways that users can receive faxes:

o Email: A fax number can be pointed to an email address or distribution group. xMedius will look at Active directory to see if a user has a number configured, if not then it will look in its configuration on which email to deliver. For departmental faxes, RMC recommends a shared mailbox that users can open to monitor incoming faxes.

o Print Driver: For those workflows that require printed faxes, we simply install the printer on the fax server and then when a fax comes in for that fax number, we print to the printer as if a fax board was in the machine. These printed faxes are encrypted utilizing IPSec or IPPS printing to ensure security.

o Folder: As an archiving option, all inbound and outbound faxes can be saved to a folder for future review

Infrastructure:


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o xMedius runs on a virtual server Windows 2012 R2 or newer. Needs to have access to Active Directory, email and all network segments that you want faxes delivered to. Faxes that are printed are encrypted utilizing IPSec or IPPS printing to ensure security.

Telecomm:

o RMC employs telecomm specialists that are able to work with your Telecomm team to configure xMedius to communicate with your phone system. There are many different options on how this is configured but most VoIP protocols are supported. RMC even offers hosted SIP trunks if connecting with the phone system is not preferred. RMC is very proficient in managing the conversion from fax boards to a fax server. We usually will have both the fax server and fax lines up and running at the same time, so users can get use to the new system. Once everyone is trained, then we smoothly PORT the numbers over to the fax server and the end user’s barley know the difference.

There are many ways in which RMC can help LVMPD. Hopefully, the differences of proposal B leap off the page. We look forward to clarifying any of your questions.

LVMPD Objectives

A) Decreasing the Total Cost of Ownership of service and consumables


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LVMPD will decrease their cost of ownership even if they keep their existing fleet. How?

LVMPD IT Department will no longer service printers

o IT is no longer “the first responder” nor responsible for costs for onsite service, replacement

maintenance kits, or the expense of bringing in a 3rd Party when unable to fix a needed device.

o The average IT department spends 15% of its time responding to printing related issues including, but

not limited to, user assistance, jams, repairs, and other connectivity related items. That's one print cost

many organizations don't account for. Are you accounting for this in your true costs?

Leverage RMC’s buying power for toner which saves you money

o Typical MPS program can reduce operating costs from 20% to 30% with existing fleets. This is using

aftermarket toner. RMC will be providing these type of savings using OEM toner.

Automate supply delivery through RMC automated toner fulfillment (ATF) capabilities.

o Remove the responsibility of LVMPD employees

ordering/managing toner. This is a huge time

saver. Time = $

o Our program can monitor your devices toner

levels and automatically ship toner to each

devices specific location (UPS label will contain

RMC ID # and location within the physical

address to ensure proper delivery). This

allows your employees to be more productive

and eliminate equipment downtime caused by

lack of supplies. Overall better device

management.

Gain Predictability of your expenses

o MPS programs enable you to consolidate your costs (and vendors), which provides the ability for a

consistent monthly investment. By entering into a partnership with an RMC, there will be no more

surprise maintenance or unpredictable printing costs.

B) Consolidating current number of printers to an industry standard

In MPS or print management projects, one of the quickest and most measurable cost savings efforts is focused around

device consolidation. It is hard to find an organization today that doesn’t have an excessive number of personal printers,

or old equipment, that can be eliminated entirely or replaced by modern technology.

RMC will help consolidate LVMPD printer needs. RMC will gather data required to make sound decisions on printer

consolidation (Illustrated in the Printer Management Section). Printer consolidation is a process that will optimize the

printer fleet to decrease the cost of hardware, consumable (paper, toner), electricity, and maintenance. It has been

proven that truly optimized fleets can reduce total printing costs as much as 65%.

Some of the key strategies for consolidation we will use are:

Elimination or replacement of high costs printers

Implementation of workgroup printers versus individualized devices

Push volume to MFD/MPF/Copier devices.


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C) Increasing and optimizing the efficiency of device use

Research from InfoTrends shows that employees spend more the 4,000 hours and nearly $130,000 per year walking to

printers! Does that mean everyone needs a printer at their desk. Absolutely not!

RMC understands that printers are part of the

equation, so we recommend focusing on printing

and copying smarter, having more responsive and

effective maintenance, and procuring toner more

cost‐effectively. The key is to create a balanced

fleet. RMC is here as an industry expert to help

with this optimization effort. How will RMC do it?

Upon selection, RMC will work with IT immediately to

get tools in place to start compiling data. We will capture device utilization which will enable us to create reports

detailing which printers or Copiers/MFDs/MFPs are utilized the most and least. We may use one or all these data points

depending on your initial established goals.

Examples of the type of user information reviewed include:

Total pages printed

Total color vs. black and white prints/copies

This information gives a comprehensive understanding of your organization’s current print performance and helps

uncover opportunities to create a balanced MPS strategy and understand the total cost of documents.

D) Ability to use loaners for special projects upon requests

RMC will provide loaners for special projects upon requests. This process will be fully vetted out and discussed in detail

should RMC be selected as your vendor.

E) Providing a secure platform for printing sensitive documents

Printers/Copiers/MFPs/MFDs were once a lowly office workhorse, but the printer is fast becoming a hacker’s best friend.

Outfitted with network connectivity, on‐board storage and built‐in software, printer, multi‐function printers (MFPs) can act

as a trove of sensitive information for hackers as well as a launch pad for attacks on other devices on a network.


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RMC represents HP the world’s most secure devices. Regardless of technical proposal A or B, RMC will be providing the

LVMPD the world’s most secure platform for printing sensitive documents.

HP leads the charge in offering real‐time detection, automated monitoring, and built‐ in software validation to help stop

threats the moment they start. IDC MarketScape recognized HP as the industry leader.

Only HP Enterprise devices, which RMC is promoting (because price is not the #1 driving factor of the bid) have these self‐healing embedded security features. With the investment protection that HP FutureSmart firmware provides, you can add some features to many existing HP Enterprise printer models. PLEAE NOTE: These features are not available of PRO HP Models.

Protect, detect, and recover

HP printers have the industry’s strongest security, with four key technologies that are always on guard, continually

detecting and stopping threats while adapting to new ones. Only HP Enterprise printers automatically self‐heal from

attacks by triggering a reboot—IT doesn’t need to intervene.

After a reboot occurs, HP JetAdvantage Security Manager automatically assesses and, if necessary, remediates device

security settings to comply with pre‐established company policies.


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Administrators can be notified of security events via Security Information and Event Management (SIEM) tools such as

ArcSight, Splunk, and SIEMonster.

HP Sure Start—checks operating code

The BIOS is a set of boot instructions used to load critical hardware components and initiate firmware. HP Sure Start

technology works behind the scenes by validating the integrity of the BIOS when powering up. If a compromised version is

discovered, the device restarts using a safe “golden copy” of its BIOS.

Whitelisting—checks for authentic firmware, digitally signed by HP

Because compromised firmware could expose your whole network to an attack, whitelisting helps ensure the code that

coordinates your printer’s functions, controls, and security hasn’t been tampered with. Firmware is automatically checked

during startup, and if an anomaly is detected, the device reboots to a secure, offline state and notifies IT.

Run‐time intrusion detection—monitors memory activity

HP’s run‐time intrusion detection helps protect printers while they are powered on and connected to the network—right

when most attacks occur. This technology checks for anomalies during complex firmware and memory operations,

automatically stops the intrusion, and reboots.

HP Connection Inspector—inspects network connections

Stop malware from “calling home” to malicious servers, stealing data, and compromising your network. HP Connection

Inspector evaluates outgoing network connections to determine what’s normal, stop suspicious requests, and

automatically trigger a self‐healing reboot.


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F) Ability to downgrade or upgrade as requirements change

RMC will provide the ability to downgrade

or upgrade as requirements change. RMC

performs quarterly business reviews with

our clients. During our review, your

account/project manager (Brad Berryman)

will provide a mix of quantitative and

qualitative data surrounding key topics.

Key topics that are discussed:

Return on Investment (ROI)

Use cases LVMPD has explored or

that RMC has noticed

New products and features to improve the LVMPD environment

Are current products working within LVMPD or are there tweaks needed

Results from the previous 90 days

Major roadblocks or obstacles to success (and how to get back on track)


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G) Increasing green initiatives and providing an eco‐friendly print environment

At RMC, our Go Green initiatives are practiced across the board in all 22 of our branches and below is how we help our clients:

RMC will work closely with LVMPD to implement a solution that effectively reduces both energy and paper consumption, thus raising your sustainability efforts. Modern MFPs can assist, too. Devices are now designed to use resources more efficiently, thus helping the businesses that use them to minimise ‐ and, in some cases, eliminate ‐ waste. Sustainability isn’t solely about lofty goals and large projects designed to raise efficiency, either. There are lots of simple tasks businesses can undertake to reduce paper waste. For example:

think before you print, and use preview features within software to avoid printing unwanted pages;

use ‘pull printing’ which holds jobs on devices until the person who initiated them swipes an ID card; (demonstrated in technical proposal B)

if an email needs to be printed, avoid printing all the replies beneath;

use eco‐friendly print driver settings such as duplex printing, and application‐specific options that enable black and white printing; and distribute documents electronically, rather than via hard copy, whenever feasible.

RMC provides OEM toner for both copiers and printers allowing increased yields, reduction of cartridge waste to landfill.


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H) Phase out and disposition of existing desktop printers

RMC will help LMVPD with the phase out and disposition of existing desktop printers. In MPS or print management projects, one of the quickest and most measurable cost savings efforts is focused around device consolidation. It is hard to find an organization today that doesn’t have an excessive number of personal printers, or old equipment, that can be eliminated entirely or replaced by modern technology.

The industry ratio of at least a 3:1 reduction in devices is very common. The cost savings are dramatic when you consider how expensive desktop printers are to operate, manage and maintain. The evidence is so compelling that it is hard to believe that every company wouldn’t jump at the chance to recognize the savings and start pulling out every desktop printer in their organization.

What’s stopping you? User resistance. Perhaps you’ve heard one of these excuses:

“You can’t take my printer, I won’t be as productive”

“I have this printer because I print confidential information”

“Why do you want to take this, I purchase my ink and just expense it. It’s not an IT issue or expense.”

“I only print small jobs on this printer. How much can it really cost?”

RMC has helped thousands of businesses deal with these exact challenges. There are a variety of approaches to help overcome user resistance and pave the way for behavior change. RMC believe that first and foremost is communication.

We will help do this by demonstrating the reason that you are asking to take away a printer.

Show reports on how much an employee printer is truly costing the LVMPD.

Discuss the benefits to the environment by printing on more efficient devices.

Explain that you are providing new tools and better technology that will improve their experience.

Technical Proposal B has will cover new tools and better technology in much greater depth. Finally, go back to communication. After six months, let employees know that LVMPD has saved thousands of dollars thanks to their changed print behavior. Let them know about the tens of acres of trees that were not cut to produce paper they would have used. Reinforce the difference that they are making will spread and help continue to drive print behavior improvements. RMC will present several ideas that our government customers have used to effectively sell this strategy in their environments during our proposal presentation.

I) High Speed Scanning Capabilities

Every device proposed to LVMPD will have excellent high‐speed scanning capabilities. Each of the proposed devices are

Scan‐optimized HP LaserJet Enterprise flow MFPs are a new breed of devices designed to streamline your business

processes and help boost productivity. Features such as single‐pass two‐sided scanning, send to SharePoint®, and optical

character recognition, help you capture the right content quickly, easily and accurately and get more results with less

effort.


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J) Fleet compatibility current operating systems (Windows 10 and Windows 7 (32 &64

Bit OS))

All proposed devices will meet the OS fleet compatibility requirements of Windows 10 and Windows 7 (32 & 64‐Bit OS).

As technology changes and operating systems update, the LVMPD can be rest assured that with HP (the world largest

print provider) will accommodate the ever‐changing technology landscape.

K) Refresh technology as it advances

RMC and HP have your covered from Day 1. HP FutureSmart is upgradeable firmware. Included within HP LaserJet enterprise printers, multifunction printers (MFPs) , and network scanners. HP FutureSmart is like the operating system for your HP fleet. Enjoy peace of mind knowing you’re protecting your investment with reliable, expandable HP functionality across your fleet – for older and new devices alike.

HP FutureSmart firmware is a unique and powerful operating system that enables your HP LaserJet enterprise devices to be more useful and productive, today and well into the future. 10 years with HP is no problem!


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Solutions at a glance

HP FutureSmart firmware is a unique and powerful operating system that enables your HP LaserJet enterprise devices to be more useful and productive, today and well into the future.

Upgrade HP FutureSmart over time, similar to a PC’s operating system with service packs or major new functionality releases.

Get consistent, intuitive user controls across devices.

Seamlessly incorporate paper documents with your digital content right from your device.

Provides simple, sophisticated productivity with improved workflow and fewer steps.

Easily install updates on your schedule

Use HP’s free management tool, HP Web Jetadmin, or the device’s embedded web server to install HP FutureSmart updates. You get upgrade flexibility along with feature stability. Choose which type of upgrade to bring to your device fleet.

Service Pack only upgrades maintain existing device features and user interfaces while providing important security or operation fixes.

Major release upgrades are ideal for customers who are ready to upgrade all compatible devices to the latest features and changes in functionality. (Future Proofing your device)


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Protect your investments

Designed to be upgradable, HP FutureSmart firmware lets you update HP Enterprise printers, MFPs, and network scanners with the latest security enhancements, mobile device connectivity, or workflow features. So your HP devices can be equipped with the same features as next‐generation HP FutureSmart devices

Upgrade on your terms

Use HP’s free management tool, HP Web Jetadmin, or the device’s embedded web server to install HP FutureSmart updates. You get upgrade flexibility along with feature stability. Choose which type of upgrade to bring to your device fleet.

Service Pack only upgrades maintain existing device features and user interfaces while providing important security or operation fixes.

Major release upgrades are ideal for customers who are ready to upgrade all compatible devices to the latest features and changes in functionality.

Consistency is key

Maintain a reliable feature set and user experience across your fleet of HP FutureSmart‐enabled MFPs, printers, and network scanners. With consistent control panels, menus, messages, and features, HP FutureSmart makes it easy and intuitive for users to work among different devices. And HP Web Jetadmin lets IT staff centrally manage user interfaces and configure or update feature settings across all devices in the fleet.

Integrated solutions

MFPs can play a crucial role in helping manage and integrate documents into digital content systems. HP FutureSmart can help transform your device into a powerful business processing center.

Initiate and complete a business process right at the device.

Establish and customize front‐panel HP Quick Set buttons for common tasks such as scanning expense reports or uploading documents to a shared folder.

Use HP Image Preview for copy or scan to review and edit documents before sending to your destination.


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L) A coterminous contract where all the equipment has the same expiration date

regardless of when equipment is delivered

RMC understand that a coterminous contract where all the equipment has the same expiration date regardless of when the equipment is delivered is part of this contract.

To make this happen, RMC is using our Internal Leasing Resources. This provides us the flexibility to meet you needs through the length of the contract.


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DETAILED PLAN TO PERFORM THE SCOPE OF WORK AND MEET LVMPD’S OBJECTIVES

A) Technical Proposal A Scope of Work

In this scope of work, we have two key area’s to address the exisiting printer fleet and the copier/MFP/MFD fleet. We will separate these two areas and provide a clear understanding of how we will be handling each area,

B) Existing Printer Fleet Scope of Work (Like for Like)

Currently RMC can service all but 2 devices in the LVMPD current fleet.

Phase I: Manage Materials & Assets

RMC brings your assets and materials under RMC’s management through a detailed setup process. We can assist you with change management and new device training. Service begins, and your RMC account manager becomes your day‐to‐day contact, providing insightful reporting and strategic Quarterly Business Reviews.

Step 1: Set up

Onboarding Process

RMC’s Onboarding Process is a data collection and device identification process to help RMC support your devices. RMC gathers information about the devices and current page counts. We verify devices are in a supportable state. The Onboarding Process enables us to verify an inventory list in relation to the contract for device management. RMC works closely with you through the Onboarding Process to manage communication and outcomes.

Device Health Check (Collaborative Discussion between RMC & LVMPD)

After contract signing, and before we initiate RMC MPS, technicians perform an onsite health check of each device on the HP MPS contract. Devices are checked for print quality and performance. Parts showing extreme wear are replaced, and broken devices are brought back to life where desired. Supplies are checked and replaced if significantly low. Parts and supplies replaced during a Device Health Check can be billed, but mutual cooperation allows negotiation for both partners to achieve positive results.

Stickering

At the completion of the health check exercise, each device receives an RMC ID sticker containing a unique identification number for tracking in our service delivery system. The identification number is loaded into our database, along with instructions for technicians to locate the device. Over time, a service history is connected to this number as well. The printer sticker also instructs end‐users about how to request service and supplies (remember supplies will be automatically sent and labeled with specified device location).

30‐day Page Counts


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RMC will gather page counts close to the 30‐day mark, both remotely for networked devices and manually for non‐networked devices. In some geographic locations, RMC may ask for your assistance in gathering this data, or we may jointly explore using industry averages to determine print volume.

Step 2: Change Management

On‐boarding

The RMC On‐boarding team will meet with your team to jointly determine the following:

Identification of project champion(s) and respective roles

An implementation timeline

Unique location logistics/communications, i.e., property security requirements

Review of service level agreements and requirements for service delivery

Client Communications

RMC will help you prepare employees for the transition, address concerns, and aid around process changes. RMC will collaborate with you to develop an internal communications plan to keep users informed of changes prior to implementation. RMC will also work together with you to define the Service Request Process and communicate this information to end‐users.

Service Request Process

Standard Process

RMC’s standard service request process enables end‐users to contact RMC directly. Service request lines are open Monday through Friday, 8:00 a.m. to 5:00 p.m. PST. When your employee calls RMC at the toll‐free number indicated on the RMC ID sticker, they will be immediately connected to a person, not a phone tree. The RMC dispatcher answering the phone will ask for the employee's name, company, printer identification number (found on the RMC ID sticker), and a brief description of the reason for the call. The dispatcher will confirm the data in our system and create a service call. RMC will typically keep an employee on the phone for no longer than 3‐5 minutes while a service request is being placed.

Employees can also request service:

• By Phone: Toll Free 866‐754‐7677 • By Email: service @raymorgan.com or [email protected] • By Fax: 530‐343‐5021 • By Internet: 24/7 web portal http://ea.raymorgan.com/Gateway/Login?ReturnUrl=%2fGateway%2f • By Chat: www.raymorgan.com

Routing calls through your Help Desk


25

Per the discussion with LVMPD, RMC understands that end‐users are to contact RMC directly to experience the greatest time‐savings benefit of RMC MPS. Should they be a need for IT Support for a device, it is understood that RMC will reach out the LVMPD helpdesk (preferred communication method yet TBD)

Step 3: New Hardware Training (when applicable)

If LVMPD is purchasing new hardware at the time of MPS initiation, RMC will provide basic device training as determined during an on‐boarding meeting. As devices are installed and configured, technicians will conduct an informal walk‐around training. This training covers the key features and benefits as well as performance capabilities of new devices including basic printing, fax, and scanner features, as applicable. This is a high‐level overview training designed to provide a basic understanding of the device functionality such as how and where to load consumables, how to clear paper jams, how to access toner cartridges for changing, and simple front‐panel tutorials.

Step 4: Service Delivery

RMC MPS is provided per the terms set forth in the RFP. Typical Priority service includes a 2‐4‐hour onsite response for service incidents. General device maintenance will be performed during each onsite service event. RMC deploys manufacturer certified technicians to address calls resulting in more 1st call fixes, decreasing downtime and fewer callbacks.

Image tracker/FM Audit & Automatic Toner Fulfillment (ATF) When utilizing ATF, a data collection agent (Image tracker/FM Audit) application reports data and alerts RMC when supplies are needed. An order for supplies is initiated and fulfilled, and the client receives a replacement set of supplies. The client exchanges cartridges and returns the empties for recycling (this can be done, or it can be discarded, how does LVMPD want to handle this task? Image tracker/FM Audit need to be running before LVMPD can utilize ATF. Step 5: Account Delivery Management RMC has assigned Brad Berryman as your dedicated account manager to you who will serve as your day‐to‐day contact. RMC’s account managers are MPS experts and are trained in customer support providing strategic guidance throughout the contract term. Brad will be responsible for analyzing fleet data, delivering reports, conducting Customer Business Reviews (see Step 7), resolving billing issues, providing recommendations and addressing opportunities for improvement or issues as they arise. Step 6: Reporting RMC utilizes an industry‐leading analysis and reporting approach to provide visibility into clients’ print environments resulting in recommendations for potential office printing cost savings and improved document management and workflow. Step 7: Quarterly Business Reviews RMC utilizes a Quarterly Business Review (QBR) process to address ongoing, active management of our clients’ print environments. Every 3 months, your account manager will review utilization and trending reports with you and make recommendations for relocating devices to achieve greater utilization, as well as retiring or refreshing printers to lower your overall costs of printing. QBR discussions can also uncover needs for solutions to support document management processes. QBR recommendations are intended to discover additional cost savings or identify process improvements over the term of the contract.


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Step 8: Invoicing RMC invoices for service, supplies, and support on an all‐inclusive, cost‐per‐page basis. Invoices can include grouping by location and/or department. LVMPD and RMC will discuss the desired terms and conditions related to cost per copy. Phase II: Optimize Users As RMC monitors, services, and collects page counts for your fleet, we gather key information to make insightful optimization recommendations. After an initial service period (at least three months), your account manager will analyze gathered information and present strategic recommendations during a Quarterly Business Review meeting. RMC approaches optimization over the length of your contract to continually drive down costs. Device Optimization RMC customizes our optimizations based on your objectives and goals. RMC will audit, consolidate and right‐size to balance the printing fleet. Devices are placed according to cost, usage, range and workflow. Optimization considerations may include:

Remain – When devices are operating on an effective cost‐per‐page and usage volume and device capabilities are aligned, RMC will recommend the devices remain as‐is.

Replace – RMC will recommend replacing devices when they have reached the end of their useful life, or if operating on a high cost‐per‐page.

Remove – RMC often finds most clients have more devices than needed. We will recommend devices to be removed based on cost, performance and usage.

Reposition – Print needs change over time and sometimes simply repositioning devices or moving page volumes to another device can significantly lower your print costs.

Consolidate – RMC will review your fleet and provide consolidation recommendations to improve end‐user productivity and satisfaction.

Onsite optimization projects to include current/future state mapping are considered as requested/identified and are treated as separate projects requiring a statement of work. (Like shown below)

Phase III: Improve Workflow


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Fleet Management represents just 10% of your total addressable costs. The remaining 90% of your costs live inside of business processes and significant cost‐savings opportunities exist by implementing solutions. RMC will work with your team to find areas of opportunities to increase efficiencies.

C) Existing Copier Fleet Scope of Work (Like for Like)

The scope of work surrounding the Copiers/MFP’s/MFD’s is a bit different than the like to like print scope of work. The copiers will be replaced with new models.

In technical response A, RMC is providing a like for like printing environment. Not all manufacturers do not produce identical speeds, so you may see a 50 PPM replace at 45 or 55 PPM device. For clarification, like for like means that if you have a 60 page per minute (PPM) copier/MFP/MFD that is what the vendor will propose (like for like).

Please note that not all units were able to be seen, so RMC will be using a standard configuration (Shown below) with line item for specialty items. RMC’s proposal for all A3 Copier/MFP/MFD (11 x 17 capable) devices will be quoted with the following standard format. This proposed format was established as the baseline because it was what we most commonly viewed at your site locations. (Similar to unit shown to the right).

4 trays

Finisher

Hole Punch

Fax Unit What is a specialty item?

Booklet Finisher

Large Capacity trays


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Technical Response A (like for like) assumes that each copier/MFP/MFD fleet meets the exact needs of each location. In our findings, RMC found that many areas would benefit from some functional changes and machine revamping. These types of changes will be exhibited in Technical Proposal B. Technical Response A Copier/MFP/MFD fleet replacement will have fewer moving parts than the printer side as we will be instantly replacing like for like devices. Step 1: New Machine Ordering Process

Ordering Process

RMC’s Ordering Process will be based on the data collection during our walk throughs and a confirmation walk through. A form will be filled out for each device listing the applicable accessories, location, picture of location, dimensions and information on the device being removed. We will also look at power plug to make sure that is matched to the device being installed. RMC will provide this data to purchasing for a final number of devices and the accurate accessory count and a list of items needing to be resolved prior to install.

PMP Process

RMC will develop a PMP (Project Management Plan), the Plan Management Plan Overview (PMPO) defines how the project will be executed, monitored, controlled, and closed. It includes actions necessary to define, integrate and coordinate project management processes selected by the project management team.

Following is a PMPO of a strategic implementation plan. This briefly describes how the engagement will proceed from beginning to end and the method and approach used by RMC to manage engagement activities, gap assessment, reporting and correspondence.

Strategic Implementation Plan

The LVMPD employee with an RMC Service Technician may follow a similar procedure to connect the device to the LVMPD network: (It may be preferred to set up MAC reservations for each device) A. CAUTION: Do NOT plug an RMC laptop into the NIC of the MFD for any printer configuration. B. CAUTION: Do NOT connect the new MFD to the LVMPD network before the new DNS name is assigned. C. Verify DHCP is OFF. D. Enter IP address and DNS name. E. Turn the MFD off. F. Plug in the LAN cable. G. Turn the MFD on. H. Print the new configuration page. I. Validate print is working by printing a test page from one user’s workstation.

Stickering


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Each RMC device will receive an RMC ID sticker containing a unique identification number for tracking in our service delivery system. The identification number is loaded into our database, along with instructions for technicians to locate the device. Over time, a service history is connected to this number as well. The printer sticker also instructs end‐users about how to request service and supplies (remember supplies will be automatically sent).

Step 2: Change Management

On‐boarding/Delivery

The RMC On‐boarding team will meet with your team to jointly determine the following:

Identification of project champion(s) and respective roles

An implementation timeline

Unique location logistics/communications, i.e., property security requirements

Review of service level agreements and requirements for service delivery

Client Communications

RMC will help you prepare employees for the transition, address concerns, and aid around process changes. RMC will collaborate with you to develop an internal communications plan to keep users informed of changes prior to implementation. RMC will also work together with you to define the Service Request Process and communicate this information to end‐users.

It may appear to be a communication like the one below:

Over the last 11 months, Procurement Services & the IT has worked with various partners to evaluate and competitively bid the departmental managed print services contract. With the help of a Working Group of partners and a Steering Committee of LVMPD leaders. LVMPD has selected RMC as its preferred supplier for managed print services. As you know, our current preferred contract is with (XYZ) and we thank them for the years of service and support that they have provided the LVMPD,

The decision to move to RMC was based on a thorough evaluation of proposals. As we move to transition, we feel you and others may have questions regarding the change and we hope the following will help answer some of those questions: (Should RMC be awarded the bid we will drive deeper into the subject matter)

New Hardware Training

RMC will provide basic device training as determined during an on‐boarding meeting. As devices are installed and configured, technicians will conduct an informal walk‐around training. This training covers the key features and benefits as well as performance capabilities of new devices including basic printing, fax, and scanner features, as applicable. This is a high‐level overview training designed to provide a basic understanding of the device functionality such as how and where to load consumables, how to clear paper jams, how to access toner cartridges for changing, and simple front‐panel tutorials.

RMC and HP have developed many instructional documents, videos etc. that will be readily available to the Staff. Should custom instructional materials be required the RMC Account Manager will work with key members of LVMPD team to determine the medium that the training materials should be presented (i.e. print, pdf, video, and/or direct presentation). The typical timeline to rollout new instructional material is less than 3 business days once a meeting has occurred and the needs are clearly established.

Service Request Process

Standard Process


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RMC’s standard service request process enables end‐users to contact RMC directly. Service request lines are open Monday through Friday, 8:00 a.m. to 5:00 p.m. PST. When your employee calls RMC at the toll‐free number indicated on the printer sticker, they will be immediately connected to a person, not a phone tree. The RMC dispatcher answering the phone will ask for the employee's name, company, printer identification number (found on the printer sticker), and a brief description of the reason for the call. The dispatcher will confirm the data in our system and create a service call. RMC will typically keep an employee on the phone for no longer than 3‐5 minutes while a service request is being placed.

Employees can also request service:

• By Phone: Toll Free 866‐754‐7677 • By Email: service @raymorgan.com or [email protected] • By Fax: 530‐343‐5021 • By Internet: 24/7 web portal http://ea.raymorgan.com/Gateway/Login?ReturnUrl=%2fGateway%2f • By Chat: www.raymorgan.com

Routing calls through your Help Desk

Per the discussion with LVMPD, RMC understands that end‐users are to contact RMC directly to experience the greatest time‐savings benefit of RMC MPS. Should they be a need for IT Support for a device, it is understood that RMC will reach out the LVMPD helpdesk (preferred communication method yet TBD)

Step 4: Service Delivery

RMC MPS is provided per the terms set forth in the RFP. Typical Priority service includes a 2‐4‐hour onsite response for service incidents. General device maintenance will be performed during each onsite service event.

Image tracker/FM Audit & Automatic Toner Replenishment (ATR) When utilizing ATR, a data collection agent (Image tracker/FM Audit) application reports data and alerts RMC when supplies are needed. An order for supplies is initiated and fulfilled, and the client receives a replacement set of supplies. The client exchanges cartridges and returns the empties for recycling (this can be done, or it can be discarded, how does LVMPD want to handle this task? Image tracker/FM Audit need to be running before LVMPD can utilize ATR. It is important to know that supplies outages can occur for several reasons which will be explained in detail should you choose to explore use of ATR. Step 3: Quarterly Business Reviews RMC utilizes a Quarterly Business Review (QBR) process to address ongoing, active management of our clients’ print environments. Every 3 months, your account manager will review utilization and trending reports with you and make recommendations for relocating devices to achieve greater utilization, as well as retiring or refreshing printers to lower your overall costs of printing. QBR discussions can also uncover needs for solutions to support document management processes. QBR recommendations are intended to discover additional cost savings or identify process improvements over the term of the contract.

D) Device Selection and Pricing

The investment section will be broken down in two parts:

Copier/MFP/MFD replacements

Printer Program (to managed existing printer fleet)


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Copier/MFP/MFD replacements: All A3 copiers/MFPs/MFDs (up to 11 x 17) will be package with similarly with the follow options:

4 trays

Finisher

Hole Punch

Fax Unit An HP example is shown below. Please note that regardless of speed or B/W or Color the machines will have a 100% consistent look and feel.

Printer Program to manage existing fleet RMC has put a plan in place to support all LVMPD’s existing device except two units while gathering data. The goal is reduce your printer fleet, retire old or high‐cost of operation units, and right size your print environment. To accomplish LVMPD’s objectives, we need to follow an industry standard process assessment process below.


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The foundation of any managed print outsourcing engagement is the initial print environment assessment. Done correctly, the assessment serves as a strong foundation and a springboard for future cost savings and workflow optimization. Done wrong, or not done at all, your managed print services (MPS) outsourcing engagement is unstable, unreliable and left to chance—the equivalent of building your foundation on sand. RMC will evaluate your printer fleet for the first 30‐90 days, to provide LVMPD enough business intelligence to mitigate risk, identify needs, and pave a way for behavior change by being able to demonstrate why we are asking to take away your printer. Our assessment will provide intelligence on the following data:

Type of device

Volume per device mono and color

Age Report

Utilization vs duty cycle o Over utilized o Under utilized o Device functionality

The actual number of network print devices in the organization.

The total cost of owning the print devices in the organization. RMC goals are to provide the following benefits to LVMPD as your managed printer provider:

Conduct a thorough, up‐front assessment to analyze your current printing infrastructure.

Monitor, manage and optimize your total print output environment, end to end, regardless of printer brand.

Provide a roadmap to reduce the number and types of printing devices and supplies while meeting the needs of your business.


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Proactively identify and solve potential printing problems and replenish supplies before employees are affected.

Reduce your environmental footprint through printing less paper, consuming less energy, generating fewer greenhouse gases and keeping waste out of landfills.

Give telecommuters and mobile workers easy and secure printing access.

Continuously monitor your printing environment and use ongoing process improvements to save you time and money.

Train your employees for a smooth transition through change management so they are more satisfied and productive.

Turn slow, paper‐based processes (like routing and approvals) into automated, digital ones.


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EXHIBIT B “FEE SCHEDULE”

Enclosed is a pricing recap.

Options include:

Copier/MFP/MFD replacements

Printer Program (to manage existing printer fleet)

Printer Lease

Pricing & Model Breakdowns: (Total of 112 devices)

A3, Floor Model (E87660z)

E87660z (A3, Floor Model 60 ppm Color Unit)

Lease Cost Per Item Quantity

Engine $91.99

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Cassette Feeder $5.46

Staple Finisher $12.51

2/3 Hole Punch $4.87

Fax Board $2.74

Papercut/Xmedius Software* $33.12

Total Cost per Unit $150.69

Extended Monthly Cost $11,151.06



Engine $91.99

9


Booklet Finisher $22.20


Fax Board $2.74



Extended Monthly Cost $1,443.42


2



Engine $91.99

6


Booklet Finisher $22.20


Fax Board $2.74


External High Capacity Tray $13.23


Extended Monthly Cost $1041.66

A4, Desktop Model

E57540C (A4, Desktop Unit, 40ppm Color Unit)


Engine $62.68

23

Fax Option $2.74



Extended Monthly Cost $2266.42

A3 Accessories Options Monthly Lease Cost Per Item Booklet Finisher (Difference in Cost from standard finisher) $9.69

HCI Capacity (Difference in cost from 4 trays) $7.19

External High Capacity Tray (Add On) $13.23

*Papercut/Xmeidus Software will be $22.00 on all units after the first 112. $10.61 SAVINGS

$22.00

Moves (only if truck is required or stairs are involved) $195.00

A4 Accessories/Options Monthly Lease Cost Per Item

3 trays and a stand $17.42


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Suggested Printer Options Lease Cost Per Item HP Printer B/W E50045DN $9.58

HP Printer B/W E60055DN $14.83

HP Printer Color M452DN $6.07

HP Printer Color E55040DW $14.16

Desktop multi‐ Function Device that may be recommended

E62555DN (A4 55ppm B/W Unit) Lease Cost Per Item Engine $28.56

Single Drawer Cassette $2.81

Fax Option $2.74

Papercut & Xmedius $22.00


There are no minimum or maximum print requirements for copiers or printers.

Our Goal is to reduce current quantity of printers (footprint) and if needed replace some existing

printer units with more cost‐effective devices. Below are the B/W and Color printers that will be

recommended. RMC will make recommendations for quantities after initial 90 day review.

Prices are fixed for initial term of the contract.

Moving Services: $195 if our truck or stairs are involved. If it is moved from spot A to spot B in the

same building $0.

No charge for removal of equipment upon expiration of the contract.

Below are simulated costs including data provided during the RFP process. Print volumes are

estimated.


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New Copier Lease plus estimated print volume‐ Recap HP E87660z (A3, Floor unit, 60ppm Color Unit) 89

HP E57540C (A4, Desktop, 40ppm Color Unit) 23

B/W Image Cost .004

Color Image Cost .039

Total Monthly Lease Investment $15,902.56

Total Estimated Monthly B/W Volume 683,116 Total Estimated Monthly Color Volume 224,969

$2,732.46$8,773.79

Total Estimated Monthly Cost: $27,408.81Total Estimated Annual Cost: $328,905.72

Existing Printer Management plus estimated print volume‐ Recap

B/W Printer Fleet 209

Color Printer Fleet 211

B/W Image Cost .013

Color Image Cost .09

Total Estimated Monthly B/W Volume 247,832 $3,221.82

Total Estimated Monthly Color Volume 10,000 $ 900.00

Total Estimated Monthly Cost: $4,121.82

Total Estimated Annual Cost: $49,461.84

Staff estimates entire existing printer fleet to be replaced with leased printers within 5 years.

420 existing printers / 5 years = 84 leased printer per year

Simulated annual totals for Copiers and Printers with 84 new printer leases per year

Total Estimated Monthly Cost‐ Copiers: $27,408.81

Total Estimated Monthly Cost‐ Managed Printers: $4,121.82

84 E60055DN Printer leases at $14.83/mo (yr 1) $1,245.72

168 E60055DN Printer leases at $14.83/mo (yr 2)252 E60055DN Printer leases at $14.83/mo (yr 3) 336 E60055DN Printer leases at $14.83/mo (yr 4) 420 E60055DN Printer leases at $14.83/mo (yr 5)

$2,491.44$3,737.16 $4,982.88 $6,228.60

Total Estimated Monthly Cost Year 1: $32, 776.35

Total Estimated Annual Cost Year 1 $393,316.20


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Total Estimated Monthly Cost Year 2: $34,022.07

Total Estimated Annual Cost Year 2 $ 408,264.84

Total Estimated Monthly Cost Year 3: $35,267.79 Total Estimated Annual Cost Year 3 $423,213.48



These are simulated costs only for mid‐grade B&W printer and does not include additional copiers or

changes to print volume.


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EXHIBIT D‐ Step by Step Implementation Plan The key to a proper installation is communication with our customers, their IT department, our IT department and our delivery staff. Typically, we have several meetings or webinars prior to installation to discuss physical delivery dates, locations, obstacles, connectivity, drivers, scanning requirements etc. Provided below is a complete sample description of an implementation process. Various implementation tasks are listed for both RMC and LVMPD. Key milestones have been established to ensure implementation timeliness. Please reference the Project Management Plan for specifics surrounding time lines and job duties. 1. Order Process‐ RMC Implementation team will initiate order and track tentative delivery date of equipment. Following validation meetings and acceptance process, RMC Implementation team will place the equipment orders as stated in the order process documentation. The RMC Implementation team will track the order and keep LVMPD apprised of the delivery date that is expected. The RMC Project Manager, Bradley Berryman, will work with RMC Logistics team and RMC Service personnel to schedule installation dates for the ordered equipment. Task Owner/s: RMC Implementation Team 2. Pre‐installation walk‐through. (Pre‐delivery 8‐12 hours) Once notified of the acceptance RMC can walk the floor (this may not be a necessary step on every location) or site to be implemented along with a designated LVMPD Representative and LVMPD Facilities Representative. This is to ensure that all locations are identified with the DNS name and IP address and that power and space requirements for the incoming device have been fulfilled. Task Owner/s: RMC Project Manager/ LVMPD Representative/ LVMPD Facilities 3. RMC Logistics Scheduler will confirm delivery. (30 mins) One day prior to delivery, the RMC Scheduler from Logistics will inform the LVMPD Site Coordinator at that location, delivery is scheduled for the following day. Task Owner/s: RMC Logistics Scheduler 4. Pre‐installation communication. (30 mins – 1 hour) The day prior to each floor/work area’s equipment installation, LVMPD will send an e‐mail correspondence to all end users and key operators on that floor informing them of the scheduled installation date (this may follow delivery in sites using a staging area). Task Owner/s: LVMPD 5. Equipment delivered to LVMPD. (As specified this will happen over 21 calendar days or less) – LVMPD involvement is for access needed to secured areas RMC Logistics will deliver equipment to LVMPD specified location. Task Owner/s: RMC Logistics 6. Is staging area being used? Prior to implementation and delivery, LVMPD and RMC will determine if a staging will be used for the facility. If “Yes”, proceed to Step #7. If “No”, proceed to Step #9. (RMC sees a staging area to be most beneficial at LVMPD Headquarters) Task Owner/s: LVMPD Project Manager/ LVMPD Facilities Manager/ RMC Project Manager


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7. Equipment moved from truck to staging area on delivery date. (30 minutes) RMC Logistics personnel will place equipment and related accessories in the staging area. The LVMPD Site Coordinator will be the delivery/ sign in contact name used on delivery related paperwork. A designated LVMPD Network Services Representative will be required to sign off on the Delivery and Acceptance form. Task Owner/s: RMC Logistics/ LVMPD Site Coordinator 8. In staging area, identify devices to be installed on floor. (30 minutes to 1 hour) The staging area will be organized by floor, with each device for that floor prepared and organized to ensure smooth implementation on the installation day. On‐site RMC personnel will confirm RMC ID and serial number coincide with project plan documentation. Task Owner/s: RMC Implementation Team 9. Set up base product configuration to manufacturer’s specifications. The RMC Service Technician will perform installation and configuration of the hardware and accessories to the specifications supported by the manufacturer and configure control panel copy settings according to the LVMPD standards for that device. The Service Technician will perform installation of any paper finishing or accessories and perform proper testing of the unit plus accessories after hardware installation is completed. Task Owner/s RMC Service Technician 11. RMC Service Technician will enter IP address, DNS name, subnet mask and gateway into the new device. In this step, the device is configured with the above information to identify the printer. The RMC Service Technician will enter this information into the device. 12. Connect the device to the LVMPD network. (Periodically support from LVMPD IT will be needed) The LVMPD employee with an RMC Service Technician present will use the following procedure to connect the device: A. CAUTION: Do NOT plug an RMC laptop into the NIC of the MFD for any printer configuration. B. CAUTION: Do NOT connect the new MFD to the LVMPD network before the new DNS name is assigned. C. Verify DHCP is OFF. D. Enter IP address and DNS name. E. Turn the MFD off. F. Plug in the LAN cable. G. Turn the MFD on. H. Print the new configuration page. I. Validate print is working by printing a test page from one user’s workstation. Task Owner/s: LVMPD Network Personnel/RMC Service Technician 13. Scan and Fax Setup Machines will be setup to scan to email, scan to file/SMB (This will be through Papercut) and fax information will be entered in each device via import procedure. The LVMPD will provide address books/LDAP information. RMC Service Technician will check each device to see if there are custom item stored in the Address book. RMC Implementation will pull of address books and save them for LVMPD referenced by Machine #, RMC ID, Location area that is printed in the project plan documentation. (Please note: the XMedius Fax Server may be a delayed implementation, subject LVMPD IT preparation. In the meantime, all device will be configured with fax boards). Task Owner/s: LVMPD Network Personnel/RMC Service Technician/RMC Implementation Team


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14. Print a configuration page. The RMC On‐site personnel will confirm the information recorded is consistent with all documentation and compiles configuration pages with DNS names for the devices installed on the floor. Once the floor is completed, they will scan and send the documentation to the RMC Project Coordinator. Task Owner/s: RMC On‐site personnel 15. Label the new device with the LVMPD Label (if desired). RMC On‐site personnel will label the newly installed device with a label provided by LVMPD to consist of the LVMPD Help Desk contact information, machine serial number, RMC ID #, DNS Name/Host Name and IP address. (If so desired) Task Owner/s: RMC On‐site personnel 16. Handling of existing Kyocera Devices onsite RMC On‐site personnel will print out a meter count of the existing device onsite. This will be accompanied with form showing the existing model, make, current Vendor ID #, meter counts, location of device, new model, make, Machine #, and RMC ID #. This form coupled with the meter count page for each device will be turned into the RMC Project Manager, who will upload the data into the project management form. Task Owner/s: RMC On‐site personnel 17. Handling of existing Kyocera Device Wipe RMC On‐site Technician along with LVMPD Network Personnel will start the Kyocera HDD wipe procedure. This will be done following confirmation that the new device is 100% optional and all forms have been printed out for the existing device being retired (refer to #16: Handling of existing Kyocera Devices onsite). Task Owner/s: RMC On‐site Technician, LVMPD Network Personnel 18. End Users will install print drivers on their desktop for incoming equipment. Following the e‐mail correspondence from LVMPD Network Personal, the end user will install the print drivers relating to the secured print queue, primary, and secondary devices they will be using. The e‐mail correspondence will instruct the end users to identify the location of their printers (from the sticker located on the device) and take down the DNS name, model number and IP address for those printers to install the print drivers. Task Owner/s: LVMPD End Users 19. Offer support to end users for assistance in installation print drivers. (2 hours) If the end users have not successfully installed the drivers required, LVMPD Network Personnel, supported by RMC Trainers and other on‐site personnel will assist end users in installation as needed on the day of installation. Task Owner/s: LVMPD Network Personal/RMC On‐Site Personnel 20. Training Process‐ Conduct Key Operator and End User training at each machine. (20‐minute sessions for LVMPD) RMC Training staff will instruct Key Operator on selected advanced device operation, reading machine meters, ordering supplies and selected preventative maintenance applications. User training can offer in a classroom setting in accordance with the predetermined training schedule. RMC representatives will walk through the implemented area to field questions. (If a classroom setting is not available training can be provided around the copier). Additionally, RMC will be available onsite for questions throughout the implementation period. In Addition: RMC has developed many instructional documents, videos etc. that will be readily available to the Staff. Should custom instructional materials be required the RMC Project Manager will work with key members of


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LVMPD team to determine the medium that the training materials should be presented (i.e. print, pdf, video, and/or direct presentation). The typical timeline to rollout new instructional material is less than 3 business days once a meeting has occurred and the needs are clearly established. (Please see the training plan implementation and Release Plan for a more detailed explanation on the training piece) Task Owner/s: RMC Training Staff 21. Help Desk Process‐ Communicate Help Desk process for service related calls to end‐users. The RMC Training Staff will provide documentation of communication process with help desk. RMC will be acting as the first line of defense for LVMPD. LVMPD will prepare a hand off document so that if IT support is needed RMC clearly understands the procedure for getting this call to LVMPD. Task Owner/s: RMC Training Staff/RMC Helpdesk 22. Communicate to appropriate personnel the installation is complete. (45 minutes) Before departure, the RMC representative will contact the local LVMPD Site Coordinator and the RMC Project Manager to communicate that the day’s activities were successfully completed. RMC’s Implementation Team will ensure that open issues are identified. The RMC Implementation Team will also scan the configuration pages for devices installed that day and send the documentation to the RMC Project Manager. RMC Project Manager will pass this information on to the LVMPD Project Coordinator. Task Owner/s: RMC Implementation Manager/ RMC Project Manager/ LVMPD Site Manager/ LVMPD Project Coordinator 23. RMC Project Manager will update the master documentation with an implementation date, indicating the MFD implementation is complete. (10‐minute update) Upon completion of implementation at each site, the RMC Project Manager will update the devices on the master documentation and forward the updated sheet to the LVMPD Project Manager and RMC Fleet Manager. Task Owner/s: RMC Project Manager


September 11, 2018

Page 1

EXHIBIT C-INSURANCE REQUIREMENTS

1. FORMAT / TIME

The Successful Bidder shall provide Owner with Certificates of Insurance, per the sample format shown on next two pages, for coverage as listed below, and a copy of the endorsements affecting coverage required by this bid within three business days after the award by the Owner. All policy certificates and endorsements shall be signed by a person authorized by that insurer and who is licensed by the State of Nevada. All required aggregate limits shall be disclosed and amounts entered on the certificate of insurance, and shall be maintained for the duration of the Contract and any renewal periods.

2. BEST KEY RATING

The Owner requires insurance carriers to maintain during the Contract term, a Best Key Rating of A.VII or higher, which shall be fully disclosed and entered on the certificate of insurance.

3. OWNER COVERAGE

The Owner, its officers and employees must be expressly covered as additional insureds except on workers' compensation insurance coverages. The Successful Bidder's insurance shall be primary as respects the Owner, its officers and employees.

4. ENDORSEMENT / CANCELLATION

The Successful Bidder's commercial general liability and automobile liability insurance policy shall be endorsed to recognize specifically the Successful Bidder’s contractual obligation of additional insured to Owner. The Successful Bidder shall provide the Owner 30 calendar days advance written notice of any policy changes, cancellations, or any erosion of insurance limits. Either a copy of the additional insured endorsement, or a copy of the policy language that gives Owner automatic additional insured status must be attached to any certificate of insurance.

5. DEDUCTIBLES

All deductibles and self-insured retentions shall be fully disclosed in the Certificates of Insurance and may not exceed $25,000. Successful Bidders requesting increased deductibles or self-insured retentions must provide the Owner a written request stating the desired amounts along with recent audited financial statements for review. The Owner will review the request and determine if the requested deductible or self-insured retentions are acceptable. In the event the request for increased deductibles or self-insured retentions is denied, the Successful Bidder is obligated to provide the deductibles or self-insured retentions established in the bid documents at no additional expense to the Owner.

6. AGGREGATE LIMITS

If aggregate limits are imposed on bodily injury and property damage, then the amount of such limits must not be less than $2,000,000.

7. COMMERCIAL GENERAL LIABILITY

Subject to paragraph 6 of this attachment, the Successful Bidder shall maintain limits of no less than $1,000,000 combined single limit per occurrence for bodily injury (including death), personal injury and property damages. Commercial General Liability coverage shall be on a “per occurrence” basis only, not “claims made”, and be provided either on a Commercial General Liability or a Broad Form Commercial General Liability (including a Broad Form CGL endorsement) insurance form. Policies must contain a primary and non-contributory clause and must contain a waiver of subrogation endorsement in favor of the Las Vegas Metropolitan Police Department (LVMPD), and shall be endorsed to include the LVMPD, its officers, and employees as additional insured.

8. AUTOMOBILE LIABILITY

Subject to paragraph 6 of this attachment, the Successful Bidder shall maintain limits of no less than $1,000,000 combined single limit per occurrence for bodily injury and property damage, to include, but not be limited to, coverage against all insurance claims for injuries to persons or damages to property which may arise from services rendered by Successful Bidder and any auto used for the performance of services under this Contract. Policies must contain a primary and non-contributory clause and must contain a waiver of subrogation endorsement in favor of the Las Vegas Metropolitan Police Department (LVMPD), and shall be endorsed to include the LVMPD, its officers, and employees as additional insured.

11. WORKERS' COMPENSATION

The Successful Bidder shall obtain and maintain for the duration of this Contract, a work certificate and/or a certificate issued by an insurer qualified to underwrite workers’ compensation insurance in the State of Nevada, in accordance with Nevada Revised Statutes Chapters 616A-616D, inclusive, provided, however, a Bidder who is a Sole Proprietor shall be required to submit an affidavit (attached) indicating that the Bidder has elected not to be included in the terms, conditions and provisions of Chapters 616A-616D, inclusive, and is otherwise in compliance with those terms, conditions and provisions.

12. FAILURE TO MAINTAIN COVERAGE

If the Successful Bidder fails to maintain any of the insurance coverages required herein, Owner may withhold payment, order the Successful Bidder to stop the work, declare the Successful Bidder in breach, suspend or terminate the Contract, assess liquidated damages as defined herein, or may purchase replacement insurance or pay premiums due on existing policies. Owner may collect any replacement insurance costs or premium payments made from the Successful Bidder or deduct the amount paid from any sums due the Successful Bidder under this Contract.


September 11, 2018

Page 2

13. ADDITIONAL INSURANCE

The Successful Bidder is encouraged to purchase any such additional insurance as it deems necessary.

14. DAMAGES

The Successful Bidder is required to remedy all injuries to persons and damage or loss to any property of Owner, caused in whole or in part by the Successful Bidder, their subcontractors or anyone employed, directed or supervised by Successful Bidder.

15. COST

The Successful Bidder shall pay all associated costs for the specified insurance. The cost shall be included in the bid price(s).

16. INSURANCE SUBMITTAL ADDRESS

All Insurance Certificates requested shall be sent to the Las Vegas Metropolitan Police Department c/o Insurance Tracking Services, (ITS), P.O Box 21919 Long Beach, DA 90801.

17. INSURANCE FORM INSTRUCTIONS

The following information must be filled in by the Successful Bidders’ Insurance Company representative:

1. Insurance Broker’s name, complete address, contact name, phone and fax numbers.

2. Successful Bidder’s name, complete address, phone and fax numbers.

3. Insurance Company’s Best Key Rating

4. Commercial General Liability (Per Occurrence)

a. Policy Number b. Policy Effective Date c. Policy Expiration Date d. Each Occurrence ($1,000,000) e. Each Occurrence ($1,000,000) f. Damage to Rented Premises ($50,000) g. Medical Expenses ($5,000) h. Personal & Advertising Injury ($1,000,000) i. General Aggregate ($2,000,000) j. Products - Completed Operations Aggregate ($2,000,000)

5. Automobile Liability (Any Auto)

k. Policy Number l. Policy Effective Date m. Policy Expiration Date n. Combined Single Limit ($1,000,000)

6. Worker’s Compensation

9. Description - Bid Number and Name of Contract (must be identified on the initial insurance form and each renewal form).

10. Certificate Holder - Las Vegas Metropolitan Police Department c/o Insurance Tracking Services, (ITS), P.O Box 21919 Long Beach, DA 90801. The Certificate Holder is named as an additional insured.

11. Agent Signature


September 11, 2018

Page 3

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER

1. INSURANCE BROKER’S NAME ADDRESS

CONTACT NAME:

PHONE (A/C No. Ext): BROKER’S PHONE NUMBER

FAX (A/C No.) BROKER’S FAX NUMBER

E-MAIL ADDRESS: BROKER’S EMAIL ADDRESS

INSURER(S) AFFORDING COVERAGE NAIC #

INSURED

2. COMPANY NAME ADDRESS PHONE & FAX NUMBERS

INSURER A: 3.

INSURER B:

INSURER C:

INSURER D:

INSURER E:

INSURER F:

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR LTR TYPE OF INSURANCE

ADD’L INSR

SUBR WVD POLICY NUMBER

POLICY EFF(MM/DD/YY)

POLICY EXP (MM/DD/YY) LIMITS

4. GENERAL LIABILITY

X

(A) (B) (C) EACH OCCURRENCE $(D) 1,000,000

X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES (Ea occurrence)

$(E) 50,000

CLAIMS-MADE X OCCUR. MED EXP (Any one person) $(F) 5,000

PERSONAL & ADV INJURY $(G) 1,000,000

GENERAL AGGREGATE $(H) 2,000,000

GEN’L AGGREGATE LIMIT APPLIES PER: PRODUCTS – COMP/OP AGG $(I) 2,000,000

POLICY X PROJECT LOC DEDUCTIBLE MAXIMUM $ 25,000

5. AUTOMOBILE LIABILITY

X

(J) (K) (L) COMBINED SINGLE LIMIT (Ea accident)

$(M) 1,000,000

X ANY AUTO BODILY INJURY (Per person) $

ALL OWNED AUTOS BODILY INJURY (Per accident) $

SCHEDULED AUTOS PROPERTY DAMAGE (Per accident) $

HIRED AUTOS $

NON-OWNED AUTOS DEDUCTIBLE MAXIMUM $ 25,000

6. WORKER'S COMPENSATION AND EMPLOYERS' LIABILITY Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) describe under DESCRIPTION OF OPERATIONS below

N/A X WC STATU-

TORY LIMITS OTHER $

E.L. EACH ACCIDENT $

E.L. DISEASE – E.A. EMPLOYEE $

E.L. DISEASE – POLICY LIMIT $

7.

8.

DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)

9. CONTRACT NAME & CONTRACT NUMBER

10. CERTIFICATE HOLDER CANCELLATION

Las Vegas Metropolitan Police Department C/O Insurance Tracking Services, Inc (ITS) P.O. Box 21919 Long Beach, CA 90801 Phone: (888) 435-2955 ext. 503 ● Fax: 562-435-2999 [email protected]

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

11. AUTHORIZED REPRESENTATIVE

@ 1988-2010 ACORD CORPORATION. All rights reserved.

ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD

Must be signed by an insurance agent licensed in Nevada

Any Auto required

Producer must be licensed in the state of Nevada.

Insured name must match name stated on contract with Owner

Maximum Deductible -$25,000. Deductible amount must be disclosed for each coverage even if zero.

Maximum Deductible -$25,000. Deductible amount must be disclosed for each coverage even if zero.

Workers Compensation must comply with state of Nevada statutory limits. Otherwise waiver form required. Commercial General Liability

Exclusion Verification Certificates and the Waiter of Subrogation

Send certificates and endorsements to ITS

Must Insert Contract Name and Contract No.


September 11, 2018

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IMPORTANT

If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

DISCLAIMER

The Certificate of Insurance on the reverse side of this form does not constitute a contact between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.


September 11, 2018

Page 5

HIS FORM MUST BE COMPLETED BY THE INSURANCE BROKER OF RECORD OR AUTHORIZED WHOLESALER, IF FOR ANY REASON THIS FORM CANNOT BE COMPLETED, PLEASE SUBMIT (TO

ITS) A CERTIFIED COPY OF THE INSURANCE POLICY FOR REVIEW

Commercial General Liability Policy Exclusion Verification Certificate

As the insurance agent of record for the below stated policy. I certify that said policy does not contain any of the following exclusions:

Subcontractor/Policy Owner: ____________________________________________________________________

Insurance Carrier: ______________________________________________________________________________

General Liability Policy#:___________________________ Exp Date: _____________________ Initial

____ Broad Form Property Damage: the policy does not contain any exclusions or limitations for Broad Form

Property Damage _____ Contractual Liability: the policy does not contain any exclusions or limitations for Contractual Liability.

Explain exceptions: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

Authorized Signature:________________________________ Date:____________________

Insurance Agency: ____________________________________________________________

Address: ____________________________________________________________________

City:_________________________________ State:________________ Zip:_____________


September 11, 2018

Page 6

THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

WAIVER OF TRANSFER RIGHTS OF RECOVERY AGAINST OTHERS

This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART. OWNERS AND CONTRACTORS PROTECTIVE LIABILITY COVERAGE PART

SCHEDULE

Name of Person or Organization (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) We waive any right of recovery we may have against the person or organization shown in the Schedule because of payments we make for injury or damage arising out of “your work” done under a contract with that person or organization. The waiver applies only to the person or organization shown in the Schedule.

Waiver of Subrogation Endorsement Form

Copyright, Insurance Services Office, Inc. 1984


September 11, 2018

Page 7

POLICY NUMBER: COMMERCIAL GENERAL AND AUTOMOBILE LIABILITY CBE NUMBER AND CONTRACT NAME:

THIS ENDORSEMENT CHANGED THE POLICY. PLEASE READ IT CAREFULLY

ADDITIONAL INSURED – DESIGNATED PERSON OR ORGANIZATION

This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY AND AUTOMOBILE LIABILITY COVERAGE PART.

SCHEDULE

Name of Person or Organization: LAS VEGAS METROPOLITAN POLICE DEPARTMENT C/O PURCHASING & CONTRACTS DIVISION 400B MARTIN LUTHER KING BLVD LAS VEGAS, NEVADA 89106 (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises owned by or rented to you.

LAS VEGAS METROPOLITAN POLICE DEPARTMENT, ITS OFFICERS, EMPLOYEES, AGENTS AND VOLUNTEERS ARE INSUREDS WITH RESPECT TO LIABILITY ARISING OUT OF THE ACTIVITIES BY OR ON BEHALF OF THE NAMED INSURED IN CONNECTION WITH THIS CONTRACT.


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EXHIBIT E‐ Training Plan: (initial and on‐going)

1. RMC schedules the training sessions and reviews before delivery A representative from RMC will confirm with the LVMPD contact a series of training schedules on the new copiers prior to delivery. RMC will provide a weblink to the trainings and LVMPD will email the dates of the training sessions to their user groups. Operator training will also be hands‐on and conducted at the device the day of delivery. The methods of end user training can include both classroom training and trainer/s roaming the floors to assist users. RMC will verify that any necessary equipment or materials will be available. 2. Communicate Time and Location of Training Session(s). Signs will be provided to the LVMPD to post at the current devices and in other areas to notify end users of the training session date, time, and location. 3. Conduct Key Operator Training The RMC trainer will provide training for the following topics:

• Key operator responsibilities • Service call placement • Ordering supplies (We will discuss auto fulfillment of toner and what items need to be ordered manually.)

Adding paper, toner, and staples Clearing paper jams

Obtaining meter reads

Basic troubleshooting Contacting the help desk

4. Conduct End User Training The RMC trainer will provide training for the following Copy functions:

Copying from the glass and the document feeder

Making 2‐sided copies

Using finishing options Adding paper Selecting paper sizes/drawers

The RMC trainer will provide training for the following Print functions:

Accessing the print driver Choosing number of copies

Selecting print settings Selecting page setup options Selecting finishing options Selecting paper source options Sending jobs to other printers Printing on envelopes


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The RMC trainer will provide training for the following Fax functions:

Faxing from the copier

Faxing from Handheld devices for LVMPD approved cell phones (depends on models chosen/Fax Server Integration)‐ This will be determined if the Xmedius Fax Server will be up at the time of deployment. If not, this can be done at a later date.

The RMC trainer will provide training for the following Scanning functions:

Scan to email

Scan to home folder The RMC trainer will provide training for the following MFD topics:

Service call notification Ordering supplies (toner and staples) – We will discuss how this is automated for your end users.

Training can be repeated as needed. Training will always be discussed during our Quarterly Account Reviews. LVMPD contact will notify RMC Project Manager of any needed or additional training to be conducted through out the term of the contact.


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EXHIBIT F

EQUIPMENT SCHEDULE (LIVING DOCUMENT)

September 6, 2018

This space reserved for Exhibit F‐ to be created after award and before implementation


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EXHIBIT G Ongoing Support Document (Living Document)

September 6, 2018

Items 1‐3 of this document must be updated after award and before implementation. Items 4‐6 are

not subject to change.

1. Support calls:

All calls are handled by a LIVE operator during business hours. Placing a service/supply call is quick and easy, since all phone operators are cross‐trained, thus, eliminating the need for your call to be transferred.

RMC will be the first point of connect for LVMPD. Should RMC deem that the call is not a printer related issue then the party we will be transferred to the LVMPD IT department. LVMPD and RMC are working in a formal procedure to make sure the transition is smooth.

2. Availability

Standard service hours are from 8:00 AM to 5:00 PM, Monday through Friday.

3. There are FIVE WAYS TO PLACE A SERVICE/SUPPLY CALL:

By Phone: Toll Free 866‐754‐7677

By Email: [email protected] or [email protected]

By Fax: 530‐343‐5021

By Internet: www.raymorgan.com

By Chat: www.raymorgan.com

Once a service call has been entered by a live operator, the service call information is paged to a technician’s cell phone. The technician is required to contact the customer within one hour of receiving the page to acknowledge the service call and his/her estimated time of arrival (ETA). Additionally, all technicians carry laptops with cellular communication devices, so they can access the service website they use to manage their service calls remotely. Error codes and problem descriptions are transmitted to the technicians via text page and are displayed on the service website.

After the technician has contacted the customer with an ETA, the technician arrives and communicates with the key operator or individual that placed the service call to confirm the problem. The technician then services the equipment, resolving the problem(s) and performing all preventative maintenance.

4. Turnaround Time

Average Response Time


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Ray Morgan Company guarantees our technicians to be at your location at a moment’s notice for all service calls for the term of this Agreement. In the case there are multiple calls or emergencies, our technicians will be at your location within 2 to 4 hours or sooner.

5. Average Repair Time Matrix The average repair time on‐site matrix will be determined once we start servicing your devices. This reporting matrix will be monitored throughout the term of the contract.

6. Up‐time Performance Guarantee The Systems provided under this Agreement will be operational with a quarterly uptime average of 96%, excluding preventative maintenance time, or we will, upon your request, provide a loaner of similar or upgraded features at no additional cost, until the system is operational at the committed level of performance or client requests to have unit replaced under Performance Guarantee Exchange program.

YOUR LOCAL RMC SERVICE TECHNICIAN TEAM RMC firmly believes in attracting, developing, and retaining the best people

available; those who are reflective of our values carry out the highest ethical

standards, and share our passion to excel. These principles are exhibited in our

daily work environment.

At the Ray Morgan Company, we measure our success by one standard: TOTAL CUSTOMER SATISFACTION. Every one of our employees is committed to ensuring that this is not just a marketing slogan but part of our everyday company culture. As part of the above commitment we are pleased to extend to all our customers who purchase a new or reconditioned product from us the following Performance Guarantee:

If at any time and for a period of up to 5 years from the date of purchase of any copier equipment from RMC, and as long as the unit is continually covered under an RMC Maintenance Agreement, we will, at your request and for cause, replace the machine in question with another one of same or similar model, age or newer and meter at absolutely no cost to you.

All we ask is that you will provide us with a written description of what your equipment complaint is and give us 30

days to resolve the problem to your satisfaction. Should we fail with a remedy within the stated timeframe we will

then promptly exchange the machine in question.

Printer Retirement/Redeployment

This is a very common question. At RMC, we have a deployment, retirement, and move form. The single form is a fillable PDF with both print and email functions. Your specific form can be coded with a calendar function, site location names for consistency, and additional data if so desired at no additional cost.

How does the process work? (RMC has a deployment form that is filled out so we understand if a device has been removed from service, relocated, or taken off contract.


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