HomeMy WebLinkAboutCORRESPONDENCE - RFP - 7668 MANAGED PRINT SERVICESSERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and PROFESSIONAL DOCUMENT SOLUTIONS, INC. and XEROX
CORPORATION, hereinafter jointly referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance with
the Xerox Contract between the City of Fort Collins and Xerox Corporation attached
hereto as Exhibit "A" (the “Xerox Contract”), consisting of fourteen (14) pages and
incorporated herein by this reference and RFP 7668 Managed Print Services for City of
Fort Collins attached hereto as Exhibit “B” (the “RFP”), consisting of nine (9) pages and
incorporated herein.
2. Contract Period. . The contract period is in accordance with Exhibit A, reference Service
Agreement, #4, Contract Period.
In addition, this Agreement shall have an initial term of five-years, with an option at the
City’s sole discretion to renew for up to an additional five-year period.
3. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence,
then the party so prevented shall be excused from whatever performance is prevented by
such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days
from the onset of such condition.
4. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Service Provider. Such notice shall be delivered at least thirty (30) days
prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this Agreement shall be effective when mailed,
postage prepaid and sent to the following addresses:
Service Provider: City: Copy to:
Professional Document
Solutions, Inc.
Attn: Troy Tafoya
4114 Timberline Road
Fort Collins, CO 80525
troyt@pds-co.com
City of Fort Collins
Attn: Gerry S. Paul,
Director of Purchasing
PO Box 580
Fort Collins, CO 80522
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
Services Agreement - 7668 Managed Print Services Page 1 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Xerox Corporation
Attn: John de la Cuadra
Controller, Western Region,
US Channels Group
John.delacuadra@xerox.com
Additional provisions regarding early termination by the City are in accordance with Exhibit
A, reference Service Agreement, #7, Early Termination by City.
5. Contract Sum. The City shall pay the Service Provider for the performance of this
Contract, subject to additions and deletions provided herein, as per the attached Exhibit
"C" Cost Sheets #1-4, consisting of seven (7) pages, and incorporated herein by this
reference.
6. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the services provided under this agreement. All
requests concerning this agreement shall be directed to the City Representative.
7. Independent Service provider. The services to be performed by Service Provider are
those of an independent service provider and not of an employee of the City of Fort
Collins. The City shall not be responsible for withholding any portion of Service Provider's
compensation hereunder for the payment of FICA, Workmen's Compensation or other
taxes or benefits or for any other purpose.
8. Subcontractors. Service Provider may not subcontract any of the Work set forth in the
Exhibit A, Statement of Work without the prior written consent of the city, which shall not
be unreasonably withheld. If any of the Work is subcontracted hereunder (with the
consent of the City), then the following provisions shall apply: (a) the subcontractor must
be a reputable, qualified firm with an established record of successful performance in its
respective trade performing identical or substantially similar work, (b) the subcontractor will
be required to comply with all applicable terms of this Agreement, (c) the subcontract will
not create any contractual relationship between any such subcontractor and the City, nor
will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work
of the subcontractor will be subject to inspection by the City to the same extent as the
work of the Service Provider.
9. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign
any responsibilities nor delegate any duties arising under the Agreement without the prior
written consent of the City.
10. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the
Services Agreement - 7668 Managed Print Services Page 2 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
services shall not be construed to operate as a waiver of any rights or benefits provided to
the City under this Agreement or cause of action arising out of performance of this
Agreement.
11. Warranty.
a. Service Provider warrants that all work performed hereunder shall be performed with
the highest degree of competence and care in accordance with accepted standards for
work of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated
into any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to
City.
c. Service Provider warrants all equipment, materials, labor and other work, provided
under this Agreement, except City-furnished materials, equipment and labor, against
defects and nonconformances in design, materials and workmanship/workwomanship
for a period beginning with the start of the work and ending twelve (12) months from
and after final acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider or by any of its subcontractors of any tier.
Upon receipt of written notice from City of any such defect or nonconformances, the
affected item or part thereof shall be redesigned, repaired or replaced by Service
Provider in a manner and at a time acceptable to City.
12. Default. Either Party requests written notice of its default and a minimum of sixty (60)
days, or other timeframe as agreed to by the parties in writing, to cure its performance
before the City exercises its rights under this provision.
13. Remedies. Either Party requests written notice of its default and a minimum of sixty (60)
days, or other timeframe as agreed to by the parties in writing, to cure its performance
before the City exercises its rights under this provision.
14. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors,
heirs, personal representatives, successors and assigns of said parties.
15. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its officers,
agents and employees against and from any and all actions, suits, claims, demands or
liability of any character whatsoever brought or asserted for injuries to or death of any
person or persons, or damages to property arising out of, result from or occurring in
connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
Services Agreement - 7668 Managed Print Services Page 3 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an
additional insured under this Agreement of the type and with the limits specified within
Exhibit “D”, consisting of one (1) page, attached hereto and incorporated herein by this
reference. The Service Provider before commencing services hereunder, shall deliver
to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins,
Colorado 80522 one copy of a certificate evidencing the insurance coverage required
from an insurance company acceptable to the City.
d. Service Provider will agree to this indemnity provision with the exception that it will not
indemnify the City due to any negligent or willful act on the part of the City, its officers,
employees, volunteers, or agents, or the negligent or willful acts of any party other
than a Xerox officer, employee, or agent.
16. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
17. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of
this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision
of this Agreement.
18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et.
seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an illegal alien who
will perform work under this Agreement; and
2. Service Provider will participate in either the e-Verify program created in Public
Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the “e-Verify Program”) or the Department Program (the
“Department Program”), an employment verification program established pursuant
to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of
all newly hired employees to perform work under this Agreement.
b. Service Provider shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this
Agreement.
c. Service Provider is prohibited from using the e-Verify Program or Department Program
procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
Services Agreement - 7668 Managed Print Services Page 4 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
d. If Service Provider obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien, Service
Provider shall:
1. Notify such subcontractor and the City within three days that Service Provider has
actual knowledge that the subcontractor is employing or contracting with an illegal
alien; and
2. Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Service Provider shall
not terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
e. Service Provider shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the “Department”) made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the
authority established in Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If
this Agreement is so terminated, Service Provider shall be liable for actual and
consequential damages to the City arising out of Service Provider’s violation of
Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider violates this
provision of this Agreement and the City terminates the Agreement for such breach.
19. Order of Precedence. Contract Documents and Order of Precedence:
a. Contract Documents:
1. Services Agreement
2. Exhibit A Xerox Contract Between the City of Fort Collins And Xerox Corporation
3. Exhibit B 7668 Managed Print Services for City of Fort Collins
4. Exhibit C Cost Sheets #1-4
5. Exhibit D Insurance Requirements
6. Exhibit E Confidentiality
7. Exhibit F Managed Print Services City of Fort Collins proposal Prepared by
Xerox Corporation August 8, 2014
b. Order of Precedence among Contract Documents: As above. The order of precedence
Services Agreement - 7668 Managed Print Services Page 5 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
applies only where there is a conflict or ambiguity between the Contract Documents.
NOTE: The terms of Exhibit A shall control in the event of conflict with terms in the body
of the Services Agreement.
20. Special Provisions. Special provisions or conditions relating to the services to be
performed pursuant to this Agreement are set forth in Exhibit "E" - Confidentiality,
consisting of one (1) page, and Exhibit “F” Managed Print Services City of Fort Collins
proposal Prepared by Xerox Corporation August 8, 2014, consisting of thirty-three (33)
pages, attached hereto and incorporated herein by this reference.
Services Agreement - 7668 Managed Print Services Page 6 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:_______________________________
Gerry Paul
Purchasing Director
Date:_____________________________
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
________________________________
Deputy City Attorney
PROFESSIONAL DOCUMENT SOLUTIONS, INC.
By:_______________________________
__________________________________
PRINT NAME
__________________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:_____________________________
XEROX CORPORATION
By:_______________________________
__________________________________
PRINT NAME
__________________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:_____________________________
Services Agreement - 7668 Managed Print Services Page 7 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
6/3/2015
Troy A. Tafoya
President PDS, Inc
6/15/2015
USCG Controller, Western Region
John de la Cuadra
6/15/2015
EXHIBIT A
Services Agreement - 7668 Managed Print Services Page 8 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 9 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 10 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 11 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 12 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 13 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 14 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 15 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 16 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 17 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 18 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 19 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 20 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
John de la Cuadra
Controller, NAAO Western Region
2485 Natomas Park Drive
Suite 250
Sacramento, CA 95833
12/23/2014
Services Agreement - 7668 Managed Print Services Page 21 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 8 of 25
EXHIBIT B
7668 MANAGED PRINT SERVICES FOR CITY OF FORT COLLINS
PURPOSE
The City of Fort Collins is seeking proposals for a Managed Print Services (MPS) solution, to
include needs assessment and design, for all City offices and departments from a vendor that
has a proven track record of providing similar services to an organization of the size and type of
the City of Fort Collins. The equipment to be provided per this solicitation will be either leased
or purchased outright.
I. Scope of Work
1. Background
The City of Fort Collins is seeking to implement a comprehensive, consolidated print
management system in order to standardize equipment, reduce costs, and create
efficiencies across the entire City. Prior to implementation of a new solution, an in-depth
needs assessment must be performed and subsequently, the vendor will prepare a
report recommending changes to reduce overall cost of printing while providing a high
level of service and equipment up-time. In 2009, the City had a Print Environment
Analysis performed by Hewlett-Packard. At that time, the current number of print and
copying impressions in the City was estimated to be in excess of 1,000,000 per month.
(Refer to Appendix A). This volume does not include all non-networked small desktop
printers that are located throughout City offices. The City currently has many black &
white and color multifunction devices including inkjet and laser printers. The City
solicited the support of our incumbent copier vendors to maintain a current Copier
Inventory Profile (Refer to Appendix B).
The City is looking for a solution that will help control the costs of printing and copying.
This program will include but is not limited to multifunction devices (black and white and
color) and laser printers (black and white and color) which are networked devices. The
vendor will provide equipment, telephone support, break/fix service, periodic, scheduled
preventive maintenance, all consumable supplies (other than paper) and full function
print management software. As part of the proposal, proposers are to describe the
back-end reporting capability offered. Attached is a report showing the type of
information currently available. At a minimum, it is the City’s expectation that the
awarded vendor will be able to report out on click counts and percentage of uptime.
(Refer to Appendix C). During the term of the agreement, the vendor will make
recommendations for upgrades of equipment and other software products that will help
the City to control print costs.
2. General Information
Currently, multifunctional devices (MFDs that perform copying, printing, scanning and
FAXing, both networked and non-networked) are installed in offices throughout the City
and each office/department is under contract with a variety of vendors.
The City of Fort Collins is interested in moving in the direction of a single vendor for the
lease or purchase of multi-functional printing devices, including a single maintenance
agreement for all City offices/departments. The successful vendor will not only be
providing the devices, support and maintenance, but will also be the sole supplier of
consumables (excluding paper) to the City for these devices.
Services Agreement - 7668 Managed Print Services Page 22 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 9 of 25
The Contract will become effective once a vendor is selected and contract executed.
The City anticipates replacing existing copiers and printers on an as-needed basis and
as current lease obligations with the incumbent vendors expire. Conditions may change
that would alter the requirements and no guarantee of volume exists. The delivery and
installation of each MFD will be coordinated with the end-user department and the IT
Department.
Each proposal will include a two (2) phased approach. Phase 1 is a no-charge
assessment of the current copier and printer environment to be completed shortly after
contract award. Phase 2 is a final report including suggested upgrades and downgrades
(Refer to Appendix A & B) and itemized recommendation of the make and model
devices to be deployed. The proposal must include anticipated annual savings and
timeline for completion of phases 1 and 2. For subsequent years, the awarded vendor
will make recommendations to the Purchasing Director for each office/department to
ensure the most efficient and cost effective deployment and mix of MFDs.
The following assumptions will help frame your proposal:
a) Deployment of new equipment will be driven by the expiration date of the lease
on the existing copiers in each area. Or, if the unit is owned by the City, any new
deployments will be driven by a combination of the awarded vendor’s
recommendation and the end-user department’s budget capability to
accommodate a new equipment placement. As the leases expire, describe your
plan to deploy the MFD that replaces the old copier or MFD; and any ancillary
networked printers in a defined surrounding area.
b) It is the City’s intent to award a contract for a five-year period, with an option to
renew for an additional five-year period. The Copier Inventory Profile (Appendix
B) indicates that the majority of new deployments will begin in 2016. Therefore, it
is the City’s intent to implement the plan over a minimum of a five-year term.
c) Non-networked printers may or may not be awarded as phase 3. The City may
opt to make multiple awards, if it is in the best interest of the City. While it is the
preference of the City to deal with a single vendor, Vendors may opt to partner
with another entity in order to provide a full-service solution.
Vendor response to this RFP needs to include pricing for three, four, and five year
equipment leases and an option for outright purchase plus a cost-per-page format for
maintenance and consumables with the resulting contract requiring the vendor to
provide and install all MFDs meeting the model requests as specified for each location
with specified volume levels, speed and features, provide all consumables (excluding
paper) and maintain all MFDs under the contract award. In addition, the City requests a
pricing option for paper (30% post recycled content). The proposer should also provide
in the response an option for a cost-per-page format for both maintenance and toner for
the existing local desktop printers, and medium & high volume satellite printers. It is the
City's intent that the awarded vendor will make recommendations to consolidate and
reduce the number of printers in use and move as much volume as possible to new or
existing MFDs.
Services Agreement - 7668 Managed Print Services Page 23 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 10 of 25
All units proposed to the City must be EPEAT registered products. Indicate whether
each proposed product is rated at the EPEAT Bronze, Silver, or Gold Level. Indicate if
proposed units have power-down functions and double-sided printing capability.
Proposers must submit an option for all new multifunction devices installed in the City to
use a security printing function that will allow employees to have a secure print option.
3. Pricing
Proposers should submit pricing on the basis of equipment lease (for three, four, and
five-year terms) and outright purchase, plus cost-per-page, which will be a not to exceed
price for the term of the contract.
All costs for equipment shall include: inside delivery to the equipment's intended
location, installation, set-up and training, and any associated transportation costs to the
City’s specified locations. The City will not pay for removal of any equipment being
replaced during the contract term. Also, equipment removal is to include removal of
hard drives, which are to be turned into the City for disposal.
In addition to the monthly lease cost; proposers are to include the cost-per-print for both
black & white and color printing. Pricing is to include all supplies and maintenance. Also,
the City would like proposers to include an option for 30% post-recycled content paper
as part of the cost-per-print.
Proposals that stipulate the City must pay for removal of equipment or shipping costs at
the end of the agreement or when an upgrade, downgrade, relocation or elimination of
any machine is performed by the vendor or a third party service provider may be
automatically withdrawn from consideration.
The quoted pricing shall be a not to exceed price for the term of the contract for the
recommended equipment proposed initially by the awarded vendor and accepted by the
City for the resulting contract. However, it is the City’s expectation that the awarded
vendor will strive to offer the City additional opportunities to reduce printing costs during
the term of the contract. As newer equipment models become available, they may be
added to the approved Equipment List and older models dropped from the List. In that
event, it is the City’s expectation that the cost per print will be the same or less than the
unit it is replacing.
4. General Conditions
All equipment, parts and consumables furnished under this proposal shall be new. This
solicitation indicates the number of copiers and printers currently on lease or owned.
Additional MFDs may be added at the same cost awarded from this proposal. The City
reserves the right to upgrade, downgrade, relocate or eliminate any equipment at no
additional charge at any time during the contract if the needs/usage requirements of the
using department change.
Vendors must commit that, for each multifunction device or printer disposed of by the
City during the term of the agreement that contains a hard drive, that they will remove
the hard drive and give it to the IT department for proper e-waste disposal before the
device is removed from City premises, at no additional cost to the City.
Services Agreement - 7668 Managed Print Services Page 24 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 11 of 25
End-user departments will submit all requests for copiers, MFDs and printers through the
IT Help Desk. The Help Desk will advise the department to either contact the awarded
vendor directly for assistance or to select the appropriate equipment from the Master
Agreement equipment list. The department will then submit their requisition to
Purchasing so a Purchase Order can be processed and submitted to the vendor.
Invoices referencing the Purchase Order number will be submitted to City of Fort Collins
Accounts Payable.
5. Service
Proposed costs shall include all costs for repair, maintenance, parts and labor
regardless as to whether repair or replacement is necessitated by wear or non-malicious
damage.
Total uptime should be no less than 99% per quarter (based on the City's 40 hour work
week). Uptime is to be calculated by the awarded vendor and reported for each 90 day
period.
Response/Repair Time shall be the time from the point the call is placed for service until
the technician responds to the equipment site. Technician must notify the City’s IT staff
prior to initiating a repair and upon completion of the maintenance service.
The City considers a four (4) business hour response time from the time the call is
placed for service until the technician responds to the equipment site to be the normal
response time to be included in the vendor’s Cost per Print.
a) If Vendor has the option of a guaranteed Response Time of less than four (4)
hours; include the additional cost for that option (if any) in your proposal.
b) If Vendor has the option of a Response Time of greater than four (4) hours;
include the additional discount for that option (if any) in your proposal.
Service Completion shall be the time it takes a technician to correct a deficiency once
he/she has reported arriving to the City's designated representative. It is expected that
all calls will be resolved within six (6) business hours from the time the service call is
placed. Should more time be needed, the technician must inform the designated
representative.The vendor is to report response and Service Completion times for
service calls for each 90-day period. In the event the response time (4 hours) or Service
Completion time (6 hours) falls below 95%, the vendor shall provide a written corrective
action plan which shall be subject to the City representative approval.
Three (3) service calls in a quarter to any one machine must result in the vendor
providing a detailed review of the problem. In the review, a solution must be proposed
and accepted by the City's designated representative. If the device breaks down after
this solution has been implemented, the device must be replaced at the request of the
City's designated IT representative at no cost to the City of Fort Collins.
All parts, supplies, and consumables provided by the vendor shall be the manufacturer's
officially approved OEM parts, supplies, and consumables. Remanufactured,
reconditioned, or other non-new parts, supplies and consumables shall not be stored,
provided or utilized by same provider for any equipment use in the City of Fort Collins.
Services Agreement - 7668 Managed Print Services Page 25 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 12 of 25
Vendor should provide documentation on training and certification of all service
technicians and if all are factory-trained. Indicate if specific technicians will be dedicated
to the City's account and if technicians specialize in particular models or cover specific
territories. A descriptive map showing the entire service coverage area of assigned
technicians is requested along with the current number of machines serviced in that
area.
6. Installation & Training
The vendor shall provide, at their own expense, installation/configuration of the
equipment leased/purchased under the contract as well as end-user training. Delivery
and installation of the equipment will be tightly coordinated between the vendor and the
City to minimize the disruption of service and staff. Vendor will provide at least 48 hours’
notice to the department point of contact (POC) as well as City IT POC on delivery and
installation dates and times.
Each equipment location shall have readily available on or near the machine, a manual
providing detailed instruction on the machine’s operation, with procedures for clearing
jams, loading toner, etc.
7. Reports
The successful vendor shall provide the IT representative on a quarterly basis, a Master
Activity Report of the past quarter’s activity and include year-to-date summaries. The
master report should include at a minimum all sites' activities by department account,
machine identification number, model number, beginning and ending meters, total copy
volume extended by the cost per page and cost per device to achieve the total monthly
cost per machine. Each individual department account shall also be totaled together,
indicating quarterly true up metrics to date. Any service calls during the month should
also be summarized within the quarterly report. A total quarterly cost of all machines
shall be included. The report shall be submitted electronically to City of Fort Collins IT
Department designated POC.
a. The City would also like to have Uptime reported for each machine on the Quarterly
Report. Briefly describe what your reporting capability is as part of your proposal,
whether or not you can provide Uptime reporting, and submit a representative
sample illustrating your reporting capability as part of your proposal.
8. Equipment Specifications
All proposed equipment must be "New" and will not have been used since manufacture
and shall be current models of modern technology in current production and not
scheduled to retire within the next 24 months.
Appendix A (page 13) shows that in 2009 the City as a whole averaged 1,356,603 pages
per month. Please submit costs for your recommended choice for Low, Medium, and
High Volume machine categories for purposes of your initial proposal. Once the awarded
Vendor has completed their Phase 1 assessment of the current environment and issued
their Phase 2 final report; then the Equipment List and the associated pricing will be
finalized.
Services Agreement - 7668 Managed Print Services Page 26 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 13 of 25
9. Network Connectivity
Connection to the City network requires the proposed solution to support IP v4/6.
Vendors should describe the connectivity requirements of the equipment being proposed
including the print controllers, network protocol(s) and software. All City departments are
attached to the City's network with desktop computers running Microsoft Windows XP or
higher. Microsoft Windows 2003 or higher Servers are used for Print Services. The
successful vendor must be prepared to work with the City of Fort Collins Information
Technology staff on each networked installation to ensure that all networked services
are installed and functioning properly. Print Drivers will be installed in conjunction and
alongside the City IT Department staff. The successful vendor must document the printer
driver installation process. When new drivers—especially 64-bit drivers, become
available, the vendor should supply them to the City of Fort Collins Information
Technology Department along with installation instructions. Any work to be performed by
the vendor on the City’s print servers is to be coordinated with the Information
Technology Department.
10. Invoicing
Vendor shall prepare separate official invoices for each copier/MFD installation listing:
a. Invoice date and number
b. Purchase Order Number
c. Location, Make, Model and Serial Number
d. Number of copies invoiced
e. Current and previous reading
f. Date of meter reading (if applicable)
g. Line item identifying per copy credit for copies made during repair testing or
Maintenance
h. Line item identifying response time service credits
i. One Monthly invoice for all equipment itemized by location
j. Lease to include all property taxes, insurance, documentation fees, delivery,
installation, Training, and removal of equipment at end of term.
11. Other Considerations
a. COOPERATIVE PURCHASING: The City of Fort Collins allows other Public
Agencies the opportunity to purchase off the Award for this RFP at the option of the
Awarded Vendor. Other public agencies that are members of the Colorado Multiple
Assembly of Procurement Officials (MAPO) cooperative purchasing group in
particular may contact the awarded Service Provider with a desire to participate in
any resulting awards as a potential cooperative user, including:
Poudre School District
Larimer County
b. The City reserves the right to award directly as a result of the written
proposals. The City may or may not opt to conduct oral interviews.
c. All awards and extensions are subject to annual appropriations of funds. Lessee
reasonably believes that it will have a need for the equipment for the
Services Agreement - 7668 Managed Print Services Page 27 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 14 of 25
duration of the lease and that funds will be available and appropriated to
make all payments under this lease, however, the availability of funds in future fiscal
years is dependent upon appropriation of funds by Lessee's City Council, which
appropriation is entirely discretionary.
The City will seek funding each year as part of its budget process. If funds
to continue the leasing of the equipment for the portion of the lease term falling in the
next year are not legally available for such purpose, The City may terminate the
lease and return the equipment at the end of the current year without penalty or
financial liability.
The City will notify lessor at least thirty (30) days prior to the end of the year if funds
are not available for the payments required under this Lease by reason
of non-appropriation or non-availability of funds as set forth above.
II. Proposal Submittal Requirements
The City’s intent is to choose the most qualified firm based upon approach, methods,
qualifications and experience, availability, and total lifecycle cost. Of prime importance is the
firm’s flexibility in responding to services as requested by City staff during the term of the
Services Agreement.
For Initial Proposal Submittal:
All respondents are required to include the following information in the submittal as a
minimum. Respondents are to number and name each section as follows:
1. Recommended Solution and Approach:
a. Executive Summary - The executive summary should give in brief concise terms a
summation of your submittal. Identify the points that make your firm uniquely
qualified for this engagement.
b. Provide detailed information on your proposed approach, interpretation of project and
concept as described, including needs assessment and design of a print
environment.
c. Provide detailed information on the quality and performance of the equipment you
are proposing for the City for your recommended choice for Low, Medium, and High
Volume machine categories for purposes of your initial proposal
d. Describe your Sales/Service Center location & arrangement you propose to use to
service the equipment deliveries, maintenance services, and consumable supplies
fulfillment as relates to the RFP, and proposed business hours. Make sure that your
proposal is clear as to who is providing what, and from what location.
e. Provide samples of Master activity reports you are currently providing for other
customers, for programs similar to those described in the RFP. Be sure to include
samples of any Uptime reporting you are currently providing.
f. Customer Responsibilities and deliverables:
Provide detailed information on hardware, software, technical support,
and/or manpower required from the City.
Services Agreement - 7668 Managed Print Services Page 28 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 15 of 25
Provide detailed information on any assumptions made in the preparation of
the proposal, and any constraints the organization faces in delivering the
type of program the City is seeking.
g. Lessons Learned - provide details on at least three (3) past projects of this nature
that the firm has implemented; both good and bad outcomes.
2. Qualifications and Experience: Provide relevant information regarding previous experience
related to delivering similar services to the ones listed under Scope of Work:
a. Profile of the Firm – State whether your firm is local, national, or international. Also
include number of years in the business.
b. Size of the firm and size of local office that will service this account (local office is
required).
c. Names and locations of three (3) similar projects that have been provided to
organizations of our size and type within the last three (3) years, in particular any
ones in Colorado, and preferably public agencies:
i. Include Contact name and title, phone, and e-mail address of public agency
reference(s) overseeing the Delivered Services.
3. List of Project Personnel: List of proposed resources who will service the awarded contract;
including the primary point of contact, and the person with primary responsibility for
successful performance of this contract.
4. Availability/Lead Time: What is the Lead Time required to deliver equipment After Receipt of
Order (ARO)?
5. Cost Structure: Using the RFP Pricing Sheet grid provided, please submit your cost to
provide the initial orders described in the Scope of Work. The quoted pricing shall be a not
to exceed price for the term of the contract for the recommended equipment proposed
initially by the awarded vendor and accepted by the City for the resulting contract. However,
it is the City’s expectation that the awarded vendor will strive to offer the City additional
opportunities to reduce printing costs during the term of the contract. As newer models
become available, they may be added to the approved Equipment List and older models
dropped from the List. In that event, it is the City’s expectation that the cost per print will be
the same or less than the unit it is replacing.
6. Sustainability: Briefly describe the following sustainability attributes of the equipment
proposed for the City for this project:
a. Describe whether each proposed product is EPEAT rated at the Bronze, Silver, or
Gold Level.
b. Describe any power-down functions of each proposed product when not in use.
c. Describe any double-sided printing capability of each proposed product.
d. Describe any secure-printing capability of each proposed product.
Services Agreement - 7668 Managed Print Services Page 29 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 16 of 25
III. Pricing Form
Proposers are to fill out the RFP Pricing Sheet included electronically with the RFP and
submit it electronically to the City as part of the proposal. At minimum, information for each
proposed model submitted is to include the following information:
Model Number
Description (including accessories)
Copies per Minute Rating
Monthly Lease Cost, 36 month Lease
Monthly Lease Cost, 48 month Lease
Monthly Lease Cost, 60 month Lease
Cost to Purchase Outright
Black & White Print Charge
Cost per page including 30% PRC paper, if available
Color Print Charge
Cost per page including 30% PRC paper, if available
Indicate whether all Supplies are Included in your Print Charges
Services Agreement - 7668 Managed Print Services Page 30 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 17 of 25
EXHIBIT C
Product Description/Accessories CPM
36-Month
Option
48-Month
Option
60-Month
Option
B/W
Prints
Included
Color
Prints
Included
B/W
Print
Charge
Color
Print
Charge
Supplies
Included
Staples
Included
W7830PT WorkCentre 7830 Printer with Hi Cap Tandem
Tray (520 sheet, 2000 sheet A4/Letter), 520
Sheet Tray, 100 Sheet Bypass, 1x250 OCT,
DADF, EIP, Data Security, Job Based
Accounting, PostScript, Full Network Scan,
Server Fax, iFax, Std Output Tray, Init Kit
30 $171.22 $134.87 $113.22 0 0 $0.0056 $0.0456 Yes Yes
OFCFINRLX -Office Finisher Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
FINLX-3HP -2/3-Hole Punch Included Included Included
W7835PT WorkCentre 7835 Printer with Hi Cap Tandem
Tray, (520 sheet, 2000 sheet A4/Letter), 520
sheet Tray, 100 Sheet Bypass, 1x250 OCT,
DADF, EIP, Data Security, Job Based
Accounting, PostScript, Full Network Scan,
Server Fax, iFax, Std Output Tray, Init Kit
35 $171.42 $135.03 $113.36 0 0 $0.0056 $0.0456 Yes Yes
OFCFINRLX -Office Finisher Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
FINLX-3HP -2/3-Hole Punch Included Included Included
W7845PT WorkCentre 7845 Printer with Hi Cap Tandem
Tray (520 Sheet, 2000 Sheet A4/Letter), 520
Sheet Tray, 100 Sheet Bypass, 1x250 OCT, 130
Sheet DADF, EIP, Data Security, Job Based
Accounting, PostScript, Full Network Scan,
Server Fax, iFax, Std Output, Init Kit
45 $188.16 $148.21 $124.42 0 0 $0.0056 $0.0456 Yes Yes
OFCFINRLX -Office Finisher Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
FINLX-3HP -2/3-Hole Punch Included Included Included
W7855PT WorkCentre 7855 Printer with Hi Cap Tandem
Tray (520 sheet, 2000 sheet A4/Letter), 520
Sheet Tray, 100 Sheet Bypass, 1x250 OCT, 130
sheet DADF, EIP, Data Security, Job Based
Services Agreement
Page 18 of 25
5845APT (SOT) WorkCentre 5845 Printer/Copier w/ SPDH 4
Trays & Print Controller & Color Scanning,
Initialization Kit
45 $171.39 $135.00 $113.34 0 0 $0.0053 N/A Yes Yes
BAS30FIN -Basic Office Finisher Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
3HOLE -3 Hole Punch Kit Included Included Included
5855APT (SOT) WorkCentre 5855 Printer/Copier w/ SPDH 4
Trays & Print Controller & Color Scanning,
Initialization Kit
55 $177.49 $139.81 $117.36 0 0 $0.0053 N/A Yes Yes
OFF50FINR -2K RoHS Ofc Finisher MuliPos
Staple Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
3HOLE -3 Hole Punch Kit Included Included Included
5865APT WorkCentre 5865 Printer/Copier w/ SPDH 4
Trays & Print Controller & Color Scanning,
Initialization Kit
65 $187.59 $147.77 $124.05 0 0 $0.0044 N/A Yes Yes
OFF50FINR -2K RoHS Ofc Finisher MuliPos
Staple Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
3HOLE -3 Hole Punch Kit Included Included Included
W7220PT WC 7220 Printer, (4) 520 sheet Tray, Bypass,
Duplex, OCT, 2GB Mem, Scan to Mailbox,
Scan to E-Mail, Sec (Disk Enc & IO), Scan Kit
(PDF, Scan to PC, Network Scanning, Job Flow
Sheets, High Compression PDF), JBA Server
Fax, XPS Print Driver
20 $140.12 $110.37 $92.65 0 0 $0.0082 $0.0456 Yes Yes
OFCFNLX -Office Finisher Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
XM2 -PostScript Kit Included Included Included
6505DN WORKCENTRE 6505DN Color Laser MFP,
Print/Copy/Scan/Fax/Email, Up To 24ppm,
Letter/Legal, USB Ethernet, 600 X 600 X 4 DPI,
Postscript 3 PCL, 250-Sheet Paper Tray, 35-
Sheet ADF, Auto 2-Sided Output, 110v
24 $51.12 $41.33 $35.49 0 0 $0.0085 $0.0500 Yes No
DRCINST -Carrier Delivery & Install Included Included Included
BXC -Wireless Network Adapter Included Included Included
YPX -250 Sheet Feeder Included Included Included
YVA -Productivity Kit w/512MB Memory Included Included Included
Services Agreement - 7668 Managed Print Services Page 32 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement
Page 19 of 25
Product Descriptions/Accessories CPM
Term
(mos)
Cust.
Base
Payment
Cust. Base
Payment
36
Cust. Base
Payment
48
Cust.
Base
Payment
60
B/W
Copy
Allow-
ance
Color
Copy
Allow-
ance
B/W Rate
Over
Allow-
ance
Rate
Over
Allow-
ance
Supplies
Included Staples
4622DN Phaser 4622: 65ppm Monochrome Laser
Printer, 2-Sided Print, Network, 550-Sheet
Tray,100-Sheet Multi-Purpose Tray, 110V
65 36 $30.96 $30.96 $24.39 $20.47 0 0 $0.0103 $0.0000 Yes Yes
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
XMX -High Capacity Feeder 36 $19.08 $19.08 $15.03 $12.62
XYX -3 Inch Tall Flat Stand 36 $5.05 $5.05 $3.98 $3.34
------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
XMY - 500 Sheet Finisher 36 $12.68 $12.68 $10.00 $8.39
XNA -400 Sheet 4 Bin Mailbox 36 $12.68 $12.68 $10.00 $8.39
--------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
SA-HID125 -Secure Access s/w w/ HID 125KHz
Rdr 36 $33.46 $33.46 $28.69 $25.86
SA-MAGSTR -Secure Access s/w w/ Mag
Stripe Rdr 36 $29.29 $29.29 $25.19 $22.76
SA-MIFARE -Secure Access s/w w/ MiFare
Reader 36 $33.46 $33.46 $28.69 $25.86
----------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
1DAYAIR2 -Next Day Air Delivery to Customer 36 $2.15 $2.15 $1.68 $1.42
DRCINST -Carrier Delivery & Install 36 $2.37 $2.37 $1.87 $1.57
------------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
F4B -320GB Hard Disk 36 $10.14 $10.14 $7.99 $6.71
Services Agreement
Page 20 of 25
5875APT WorkCentre 5875 Printer/Copier w/ SPDH 4
Trays & Print Controller & Color Scanning,
Initialization Kit
75 36 $174.07 $174.07 $137.11 $115.11 0 0 $0.0044 $0.0000 Yes Yes
MUST Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
100HVF -High Volume Finisher 36 $46.04 $46.04 $36.26 $30.44
100HVFBM -High Volume Finisher w Booklet
Maker 36 $83.76 $83.76 $65.98 $55.39
58OCT -Offset Catch Tray 36 $2.68 $2.68 $2.11 $1.77
OFCFINBM -2K Office Finisher with
BookletMaker 36 $54.23 $54.23 $42.72 $35.87
OFF50FINR -2K RoHS Ofc Finisher MuliPos
Staple 36 $17.14 $17.14 $13.50 $11.33
----------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
LINE1FAX -Single Line Fax Kit 36 $12.82 $12.82 $10.10 $8.48
LINE2FAX -Dual Line Fax Kit 36 $29.96 $29.96 $23.60 $19.81
------------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
2HOLE-LGL -Legal 2 Hole Punch 36 $3.01 $3.01 $2.37 $1.99
3FOLD-HVF -C/Z Trifold for Booklet Maker Fin 36 $87.84 $87.84 $69.20 $58.09
3HOLE -3 Hole Punch Kit 36 $3.01 $3.01 $2.37 $1.99
3HOLE-HVF -3 Hole Punch for Hi Vol Finisher 36 $4.69 $4.69 $3.69 $3.09
4K-HCF -4000 Sheet High Capacity Feeder 36 $21.30 $21.30 $16.77 $14.09
4KHCFSEF -A3 Short Edge Feed Kit 36 $21.43 $21.43 $16.88 $14.17
4KHCFSEL -Legal Short Edge Feed Kit 36 $21.43 $21.43 $16.88 $14.17
AFCACENBL -Common Access Card
Enablement Kit 36 $8.25 $8.25 $7.35 $6.81
CAC-ENABL -Common Access Card
Enablement Kit 36 $3.71 $3.71 $2.93 $2.46
CONVSTPL1 -Convenience Stapler with Left
Workshelf 36 $6.79 $6.79 $5.35 $4.50
DPWRCONV1 -30 to 20 amp Conversion 36 $8.04 $8.04 $6.33 $5.31
ENVKIT -Envelope Insert Kit 36 $4.25 $4.25 $3.35 $2.81
INSRT-HVF -Post Process Inserter for Hi Vol Fin 36 $32.14 $32.14 $25.31 $21.25
MCAFEEIC -McAfee Integrity Control
Enablement 36 $10.68 $10.68 $8.41 $7.06
SA1-HID -Secure Access s/w w/ HID 125KHz
Reader 36 $24.74 $24.74 $21.19 $19.07
SA1-INDAL -Secure Access USB with INDALA 36 $24.74 $24.74 $21.19 $19.07
SA1-MAG -Secure Access s/w w/ Mag Stripe
Reader 36 $19.73 $19.73 $17.02 $15.41
SA1-MIFAR -Secure Access s/w w/ MiFare
Reader 36 $24.74 $24.74 $21.19 $19.07
SCN2SE25 -Scan to PC Desktop 25 Seats 36 $8.90 $8.90 $7.02 $5.89
SCNPRO25 -Scan to PC Desktop PRO 25
Seats 36 $45.26 $45.26 $35.65 $29.93
UNICODE -Unicode Kit 36 $6.39 $6.39 $5.04 $4.23
WC56FI -Foreign Interface Device 36 $3.75 $3.75 $2.95 $2.48
WIRELESS -Wireless Print Kit 36 $2.01 $2.01 $1.58 $1.32
XPS-ENBL -XPS Enablement Kit 36 $8.00 $8.00 $6.30 $5.29
D95CP D95 Copier/Printer with FCW UI C/P, UI Right
Mount Kit, MSI Bypass
Tray, Customer Documentation & Software Kit,
Nationalization Kit
95 36 $328.52 $328.52 $258.78 $217.24 0 0 $0.0039 $0.0000 Yes Yes
MUST Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
95PPMKIT -95 PPM Kit 36 $0.00 $0.00 $0.00 $0.00
100PPMKIT -100 PPM Kit 36 $38.57 $38.57 $30.38 $25.51
Services Agreement
Page 21 of 25
CAC-KIT -Common Access Card Enablement
Kit 36 $4.78 $4.78 $3.77 $3.17
FIDEVICE2 -Foreign Interface Device 36 $4.02 $4.02 $3.17 $2.65
GIGABIT -Gigabit Ethernet Kit 36 $9.65 $9.65 $7.60 $6.38
GROUNDESD -ESD Protection Kit 36 $0.00 $0.00 $0.00 $0.00
INTEGSFT -Integrated Square Fold Trimmer 36 $303.09 $303.09 $249.37 $217.37
JBAKIT2 -Job Based Accounting 36 $12.06 $12.06 $9.49 $7.97
LEFT-UI -Left UI Kit 36 $2.85 $2.85 $2.24 $1.88
LUI2TOHCF -Oversize HCF 2T FCW UI Mount
Kit 36 $0.00 $0.00 $0.00 $0.00
MUA -D4 Z Folder 36 $82.35 $82.35 $64.87 $54.46
PDFKIT2 -PDF Kit 36 $68.70 $68.70 $54.11 $45.43
SA1-HID2 -HID Reader USB Version 36 $24.74 $24.74 $21.19 $19.07
SA1-MAG2 -Magstripe Reader USB Version 36 $21.33 $21.33 $18.28 $16.47
SA1-MIF2 -Mifare/HID I-Class USB Version 36 $24.74 $24.74 $21.19 $19.07
SA-HID125 -Secure Access s/w w/ HID 125KHz
Reader 36 $33.46 $33.46 $28.69 $25.86
SA-MAGSTR -Secure Access s/w w/ Mag
Stripe Reader 36 $29.29 $29.29 $25.19 $22.76
SA-MIFARE -Secure Access s/w w/ MiFare
Reader 36 $33.46 $33.46 $28.69 $25.86
SECRWATR -Secure Watermark Kit 36 $23.97 $23.97 $18.88 $15.85
STAPLER2 -Convenience Stapler 36 $7.19 $7.19 $5.67 $4.76
USBENABL -USB Enablement Kit 36 $7.19 $7.19 $5.67 $4.76
USBHUB -USB HUB Kit 36 $3.62 $3.62 $2.85 $2.39
Product
Equip.
Price
FSMA
Base
Charge
($)
B/W
Copy
Allow.
Color
Copy
Allow.
Supplies
Included
B/W
Excess
Meter ($)
Color
Excess
Meter ($)
Customer
Ed
($)
Consult
ing
Svcs
($) Staples
Accessories
W7830PT $4,241 $0.00 0 0 Yes $0.0056 $0.0456 $225.00 $330.00 Y
OFCFINRLX -Office Finisher $608 $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
FINLX-3HP -2/3-Hole Punch $160 $0.00 Y
Services Agreement
Page 22 of 25
Product
Equip.
Price
FSMA Base
Charge ($)
B/W
Copy
Allow.
Color
Copy
Allow.
B/W
Excess
Charge ($)
Color
Excess
Charge ($)
Cust
Ed ($)
Consult
ing
Svcs.
($) Staples
Accessories
4622DN $1,063 $0.00 0 0 $0.0103 $0.0000 $0 $0 Y
MAY Choose One of the Following: $ $0.00 Y
XMX -High Capacity Feeder $570 $0.00 Y
XYX -3 Inch Tall Flat Stand $151 $0.00 Y
------------------------------------------- $ $0.00 Y
MAY Choose One of the Following: $ $0.00 Y
XMY - 500 Sheet Finisher $379 $0.00 Y
XNA -400 Sheet 4 Bin Mailbox $379 $0.00 Y
--------------------------------------------- $ $0.00 Y
MAY Choose One of the Following: $ $0.00 Y
SA-HID125 -Secure Access s/w w/ HID 125KHz Rdr $671 $11.00 Y
SA-MAGSTR -Secure Access s/w w/ Mag Stripe Rdr $576 $10.00 Y
SA-MIFARE -Secure Access s/w w/ MiFare Reader $671 $11.00 Y
----------------------------------------------- $ $0.00 Y
1DAYAIR2 -Next Day Air Delivery to Customer $64 $0.00 Y
DRCINST -Carrier Delivery & Install $71 $0.00 Y
------------------------------------------------- $ $0.00 Y
F4B -320GB Hard Disk $303 $0.00 Y
UNICODE -Unicode Kit $191 $0.00 Y
XMW -550 Sheet Paper Tray $180 $0.00 Y
XNB -Memory Upgrade $546 $0.00 Y
XND -Wireless Option $151 $0.00 Y
4622DT $1,316 $0.00 0 0 $0.0103 $0.0000 $0 $0 Y
MAY Choose One of the Following: $ $0.00 Y
XMX -High Capacity Feeder $570 $0.00 Y
XYX -3 Inch Tall Flat Stand $151 $0.00 Y
------------------------------------------- $ $0.00 Y
MAY Choose One of the Following: $ $0.00 Y
XMY - 500 Sheet Finisher $379 $0.00 Y
XNA -400 Sheet 4 Bin Mailbox $379 $0.00 Y
--------------------------------------------- $ $0.00 Y
MAY Choose One of the Following: $ $0.00 Y
SA-HID125 -Secure Access s/w w/ HID 125KHz Rdr $671 $11.00 Y
SA-MAGSTR -Secure Access s/w w/ Mag Stripe Rdr $576 $10.00 Y
Services Agreement
Page 23 of 25
5875APT $5,411 $0.00 0 0 $0.0044 $0.0000 $217 $277 Y
MUST Choose One of the Following: $ $0.00 Y
100HVF -High Volume Finisher $1,375 $0.00 Y
100HVFBM -High Volume Finisher w Booklet Maker $2,502 $0.00 Y
58OCT -Offset Catch Tray $80 $0.00 Y
OFCFINBM -2K Office Finisher with BookletMaker $1,620 $0.00 Y
OFF50FINR -2K RoHS Ofc Finisher MuliPos Staple $512 $0.00 Y
----------------------------------------------- $ $0.00 Y
MAY Choose One of the Following: $ $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
LINE2FAX -Dual Line Fax Kit $895 $0.00 Y
------------------------------------------------- $ $0.00 Y
2HOLE-LGL -Legal 2 Hole Punch $90 $0.00 Y
3FOLD-HVF -C/Z Trifold for Booklet Maker Fin $2,624 $0.00 Y
3HOLE -3 Hole Punch Kit $90 $0.00 Y
3HOLE-HVF -3 Hole Punch for Hi Vol Finisher $140 $0.00 Y
4K-HCF -4000 Sheet High Capacity Feeder $636 $0.00 Y
4KHCFSEF -A3 Short Edge Feed Kit $640 $0.00 Y
4KHCFSEL -Legal Short Edge Feed Kit $640 $0.00 Y
AFCACENBL -Common Access Card Enablement Kit $127 $4.00 Y
CAC-ENABL -Common Access Card Enablement Kit $111 $0.00 Y
CONVSTPL1 -Convenience Stapler with Left Workshelf $203 $0.00 Y
DPWRCONV1 -30 to 20 amp Conversion $240 $0.00 Y
ENVKIT -Envelope Insert Kit $127 $0.00 Y
INSRT-HVF -Post Process Inserter for Hi Vol Fin $960 $0.00 Y
MCAFEEIC -McAfee Integrity Control Enablement $319 $0.00 Y
SA1-HID -Secure Access s/w w/ HID 125KHz Reader $500 $8.00 Y
SA1-INDAL -Secure Access USB with INDALA $500 $8.00 Y
SA1-MAG -Secure Access s/w w/ Mag Stripe Reader $380 $7.00 Y
SA1-MIFAR -Secure Access s/w w/ MiFare Reader $500 $8.00 Y
SCN2SE25 -Scan to PC Desktop 25 Seats $266 $0.00 Y
SCNPRO25 -Scan to PC Desktop PRO 25 Seats $1,352 $0.00 Y
UNICODE -Unicode Kit $191 $0.00 Y
WC56FI -Foreign Interface Device $112 $0.00 Y
WIRELESS -Wireless Print Kit $60 $0.00 Y
XPS-ENBL -XPS Enablement Kit $239 $0.00 Y
D95CP $10,262 $0.00 0 0 $0.0039 $0.0000 $435 $455 Y
MUST Choose One of the Following: $ $0.00 Y
95PPMKIT -95 PPM Kit $ $0.00 Y
100PPMKIT -100 PPM Kit $1,152 $0.00 Y
------------------------------------------- $ $0.00 Y
MUST Choose One of the Following: $ $0.00 Y
INSTSECUR -Secure Access Install $86 $0.00 Y
INSTSTD -Non-Secure Access Install $ $0.00 Y
--------------------------------------------- $ $0.00 Y
MUST Choose One of the Following: $ $0.00 Y
EBMNOFIN -For ESPRESSO w/o Finisher $ $0.00 Y
MLA -D4 Stapler Finisher 2/3 Hole Punch $3,564 $0.00 Y
TKX -Booklet Finisher $6,408 $0.00 Y
----------------------------------------------- $ $0.00 Y
MUST Choose One of the Following $ $0.00 Y
BYPASS -Bypass Chute $252 $0.00 Y
EBMNOFEED -For ESPRESSO w/o Feed $ $0.00 Y
HIGHCAPFD -High Capacity Feeder $1,800 $0.00 Y
OVRSZHCF -Oversized HCF $2,880 $60.00 Y
------------------------------------------------- $ $0.00 Y
CAC-KIT -Common Access Card Enablement Kit $143 $0.00 Y
FIDEVICE2 -Foreign Interface Device $120 $0.00 Y
Services Agreement
Page 24 of 25
EXHIBIT D
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement:
“The insurance evidenced by this Certificate will not reduce coverage or limits and
will not be cancelled, except after thirty (30) days written notice has been received
by the City of Fort Collins.”
In case of the breach of any provision of the Insurance Requirements, the City, at its
option, may take out and maintain, at the expense of the Service Provider, such
insurance as the City may deem proper and may deduct the cost of such insurance from
any monies which may be due or become due the Service Provider under this
Agreement. The City, its officers, agents and employees shall be named as additional
insureds on the Service Provider 's general liability and automobile liability insurance
policies for any claims arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's
employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile
liability insurance as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may
arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less
than $1,000,000 combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall
be responsible for any liability directly or indirectly arising out of the work
performed under this Agreement by a subcontractor, which liability is not covered
by the subcontractor's insurance.
Services Agreement - 7668 Managed Print Services Page 38 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
New insurance
Services Agreement
Page 25 of 25
EXHIBIT E
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Service Provider has agreed to perform, the Service Provider
hereby acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Service
Provider agrees to treat as confidential (a) all information that is owned by the City, or that
relates to the business of the City, or that is used by the City in carrying on business, and (b) all
information that is proprietary to a third party (including but not limited to customers and
suppliers of the City). The Service Provider shall not disclose any such information to any
person not having a legitimate need-to-know for purposes authorized by the City. Further, the
Service Provider shall not use such information to obtain any economic or other benefit for itself,
or any third party, except as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Service Provider understands that it shall
have no obligation under this Agreement with respect to information and material that (a)
becomes generally known to the public by publication or some means other than a breach of
duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed,
provided that the request for such disclosure is proper and the disclosure does not exceed that
which is required. In the event of any disclosure under (b) above, the Service Provider shall
furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and
shall promptly advise the City in writing of each such disclosure.
In the event that the Service Provider ceases to perform services for the City, or the City so
requests for any reason, the Service Provider shall promptly return to the City any and all
information described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Service Provider understands and agrees that the City’s remedies at law for a breach of the
Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that
the City shall, in the event of any such breach, be entitled to seek equitable relief (including
without limitation preliminary and permanent injunctive relief and specific performance) in
addition to all other remedies provided hereunder or available at law.
Services Agreement - 7668 Managed Print Services Page 39 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Xerox Confidential
Managed Print Services
City of Fort Collins
Prepared by Xerox Corporation
August 8, 2014
EXHIBIT F
Services Agreement - 7668 Managed Print Services Page 40 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Services Agreement - 7668 Managed Print Services Page 41 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
August 8, 2014
Ed Bonnette,
CPPB, CPM, Senior Buyer
City of Fort Collins Purchasing
215 N. Mason St. 2nd Floor
Fort Collins, CO 80522
Dear Mr. Bonnette:
Our response to the City’s RFP 7668 for Manage Print Services
We are pleased to enclose our response to provide Managed Print Services to address the City of Fort
Collins’s RFP requirements. The Xerox response targets the management/maintenance of your existing
networked printing fleet and provides a solution to optimize that fleet, combined with strategic placement of
more cost effective multi-function devices to facilitate improved workflow and print migration to drive reduced
printing costs.
We have suggested this particular approach because we believe that it fully meets City of Fort Collins’s stated
requirements as well as providing you with solution platform and infrastructure to help drive regulatory
compliance requirements, significantly reduced printing costs, fixed/controlled printing costs, streamlined
business administration and improved document workflow.
In addition to addressing your stated objectives, our proposed solution will also deliver the key operational
benefits of:
Anticipated 1st year savings could be as significant as 15-25% once optimization of printers has been fully
implemented
Additional projected year-over-year savings dependent upon the City of Fort Collins’s adaptation,
implementation and deployment of workflow and business process improvement recommendations from
Xerox.
Our solution to the City of Fort Collins will also provide:
Comprehensive management information
Effective control of costs
Environmental sustainability
Excellent security
Substantial gains in productivity
Full support for your existing business processes
We trust that the resulting proposal meets your needs; and we look forward to working with the City to
establish a long-term and mutually rewarding business relationship with you. In the meantime, if you have any
questions or if anything is unclear then please contact me or any member of my team.
Yours sincerely,
Troy Tafoya
President-PDS
Xerox Platinum Agency
Troy Tafoya
PDS/ Xerox Platinum
Agency
4114 Timberline Road
Fort Collins, State 80525
Email-troyt@pds-co.com
Office: 970.204.6927
Fax: 970.204.6937
Services Agreement - 7668 Managed Print Services Page 42 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Contents
Contents .............................................................................................................................................................. 1
1. Recommended Solution and Approach: .......................................................................................................... 2
a. Executive Summary .................................................................................................................................... 2
b. Proposed Approach ..................................................................................................................................... 3
c. Quality and Performance of Equipment ...................................................................................................... 4
d. Sales/Service Center ................................................................................................................................... 5
e. Report Samples ........................................................................................................................................... 7
f. Customer Responsibilities and Deliverables: ............................................................................................... 8
g. Lessons Learned ......................................................................................................................................... 9
2. Qualifications and Experience: ...................................................................................................................... 11
a. Profile of the Firm ...................................................................................................................................... 11
b. Size of the firm and local office .............................................................................................................. 11
c. References ............................................................................................................................................ 12
3. List of Project Personnel: ............................................................................................................................... 14
4. Availability/Lead Time: ................................................................................................................................... 14
5. Cost Structure: ............................................................................................................................................... 15
6. Sustainability: ................................................................................................................................................. 16
Vendor Statement: ............................................................................................................................................. 17
Xerox Clarifications to RFP ............................................................................................................................... 18
Attachments ....................................................................................................................................................... 30
Services Agreement - 7668 Managed Print Services Page 43 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
2
1. Recommended Solution and Approach:
a. Executive Summary
Xerox believes our team can drive the City of Fort Collins to a more sustainable printing strategy that basically
entails more strategically placed MFPs; and eventually, significantly less printers. The great news is, all of this
can be accomplished at significant savings to the City. Our MPS solution also includes an optional on-site
Associate, providing the City a dedicated employee to manage the printer/copier/supply/paper fleet, which is
really critical from the end users viewpoint. With less devices, we must ensure superior support, uptime and
processes are in place. Additionally, an onsite Associate provides additional support to the City’s IT
resources, along with the help desk department, to manage the Xerox devices. Your City employees will
have more time to focus on what they do best.
Based on current costs from the 2009 HP assessment, we are confident the Xerox team, will not only save
the City significant dollars, but improve response times; and more importantly, provide benchmark solutions to
the departments as current copier fleet leases expire. The proposed Account team of Troy Tafoya, Sean
MacFarlane, Sheryl Snyder and Doug Phillipy, set to manage the City of Fort Collins, has successfully
managed this same transition of reducing printers to more value driven MFP’s multiple times over many
years. We are aware of the challenges that can arise from end users resistance to change, and know how to
address them professionally to achieve the desired results. The local Xerox/PDS team has the proven
experience to manage a large account such as the City of Fort Collins. We currently manage 90% of the
machines at CSU, nearly all of Poudre School District, the 48 billion dollar corporation of JBS/Pilgrims, over
1,000 units at CPS and Woodward Governor, just to name a few.
Additionally, we are proposing a fixed cost per page for all products. Regardless of the Xerox device, the
CPC will be the same low rate; which will simplify billing. This concept has been utilized at other accounts,
and allows departments worry free printing to any Xerox device for the same cost. Our PDS/Xerox Team
looks forward to this opportunity to strengthen and formalize a mutually beneficial long term business
relationship.
Xerox is well positioned to meet the City of Fort Collins’ technology and support requirements. With over 50
years of experience including a broad portfolio of document management products and services and our on-
going technical, product, and services investment and innovation, Xerox’s ability to drive continuous
improvement and cost savings for the City is unsurpassed.
PDS/Xerox is pleased to offer this proposal to you and is committed to delivering excellence in all aspects of
our continued relationship. We look forward to the opportunity to provide the City, the industry’s best
technology, award winning customer service and account management throughout the term of the proposed
contract.
Services Agreement - 7668 Managed Print Services Page 44 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
3
b. Proposed Approach
Provide detailed information on your proposed approach, interpretation of project and concept as described,
including needs assessment and design of a print environment.
Manage Print Solution
Xerox understands once the City of Fort Collin’s, “partner” for this project is selected, a current assessment
program will be run, like Xerox’s Compete View Pro providing a detailed analysis of cost by unit, model and
location, recommendations etc. This program will provide a much more detailed assessment; that can be
summarized via charts versus the 2009 report by HP.
PHASE I
Phase One will consist of running Xerox’s Compete View Pro report, preferably immediately upon partner
notification to allow adequate time to get accurate information, two week minimum. This detailed analysis will
allow us to quantify exact savings, make long term recommendations based on facts rather than assumptions
from the 2009 study. This will allow Xerox and the City to work together to create print policies and achieve
financial benefits of right sizing, strategically placing equipment, and optimizing the fleet to achieve the most
benefit. The report will also identify any units that Xerox cannot cover (usually due to age) and these areas
will be addressed first, since they could feel immediate impact. Based on Complete View Pro’s findings and
recommendations, we normally begin detailed analysis including floor mapping of current and proposed
solutions; preferably starting with those departments that have management wanting change and machines
close to lease expiration. This would also be the time we would source and implement a Xerox DocuCare
Associate to manage/quarterback all devices (Xerox and non- Xerox) as a first responder.
PHASE II
Phase II (60 to 90 days) would be implemented by location, and/or department, based on Complete View
Pro’s findings and recommendations considering usage, MFP lease status and age of printers; providing us a
road map to areas where change is most beneficial. We will provide the Xerox/City team, detailed analysis
down to floor mapping of current and proposed solutions by area. We have had the most success starting
with those departments that are most acceptable to change management. The time frame for implementation
of mutually agreed upon objectives based on the initial discover is 90 days, but implementation of new
equipment would be dictated by lease expirations over the next several years. The management of the
service, supplies, equipment, and paper (optional) is attainable within 30-45 days. Assessing and optimization
are ongoing, done quarterly with Complete View Pro software, the best in the industry.
What we deliver:
• Onsite Xerox Client Associate as single point of contact for end-users to request assistance or
service to enhance equipment uptime
• First-response for service – Resolution and follow-up of all equipment-related concerns
• Account management and Follow up with Equipment delivery / Installs to ensure a timely and
successful installation for end users
• Supplies Management – Maintain an appropriate on-site inventory of parts and consumable supplies
and Coordinate the inventory and reorder of client replaceable supplies
• Respond to questions regarding the operation of equipment and provide basic end-user operator
support where appropriate
• Monthly Meter Collection Management
• Fleet Management – Maintain an equipment listing with each devices’ model number, serial number
and location for all the equipment managed under this contract
Services Agreement - 7668 Managed Print Services Page 45 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
4
• Weekly or Monthly Communication Meetings will be scheduled based on your requirements
• Monthly Reporting: Service reports; Volume Reports
• Customizable invoicing
• Xerox handles all employee management, sourcing, benefits, HR, and provides back-up coverage for
onsite Client Associate
• Service Level Agreements and Standards of Performance which Xerox monitors to ensure all
contractual commitments are met
c. Quality and Performance of Equipment
Provide detailed information on the quality and performance of the equipment you are proposing for the City
for your recommended choice for Low, Medium, and High Volume machine categories for purposes of your
initial proposal.
Xerox was recently selected as the 2014 Buyer’s Laboratory LLC (BLI) as the 2014 Document Imaging
Solutions Line of the Year Honoree in recognition of our broad portfolio of equipment, services and solutions.
The analysis took into account both the breadth and quality of those offerings. For the breadth of the portfolio,
BLI considered how complete each vendor’s line is across the most important document imaging software
categories, including document management, document capture and workflow, cost accounting and recovery,
print management, mobile printing and more. Another consideration was the variety of offerings in each of
those categories to suit the needs of different size organizations, from small businesses to global enterprises.
Judgment on the quality of the solutions was based on BLI’s lab evaluations, which take into account a
solution’s feature set, value, ease of use and other attributes.
Helping put Xerox out front in this analysis were the strong collection of the company’s own solutions,
including the DocuShare family of document management products, Xerox Mobile Print Cloud and Mobile
Print Solution in mobile printing, Xerox ConnectKey for SharePoint and Share to Cloud in the document
capture/workflow category, and Xerox Scan to PC Desktop Professional 12 among desktop productivity
solutions. Xerox also benefitted from its excellent range of third-party partner solutions, including Nuance’s
Equitrac print management offerings, NSi AutoStore and Nuance eCopy ShareScan capture/routing products,
Print Audit’s accounting and fleet management tools, and a host of others. Among Xerox’s portfolio are 10
solutions that have received the top rating of 5 stars in BLI’s evaluations—more than any other OEM.
The Xerox brand is recognized throughout the world as a quality brand and customers have confidence in all
areas of product performance.
Xerox products have been thoroughly tested and are rated highest among products of competitors. Xerox
technical and support is available to provide the expertise for application development and where product
support is required. All Xerox line of products are guaranteed to perform.
Xerox products offer our customers confidence and superior print performance. All products have been
developed and tested to ensure optimum functionality levels (with maximum machine uptime) and excellent
printed output.
We consult with product manufacturers to meet Xerox-specified product standards. All suppliers conform to
the strictest qualification standards set by Xerox during the manufacturing process. Ongoing supplier
performance evaluation ensures consistency of product quality.
Over the last decade, Xerox has made tremendous progress in developing Multi-Function Products (MFPs)
that help customers meet their business objectives—from offering a basic multifunction product that scans,
Services Agreement - 7668 Managed Print Services Page 46 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
5
prints and copies, to a fully-integrated MFP that enhances customers’ infrastructure, workflows, business
applications and user experiences. These advanced multifunction devices belong to a new category called
“Smart MFPs,” or SMFPs.
At the heart of these innovative devices is an advanced controller platform—the Xerox Smart Controller. It’s
Xerox’s response to the business challenges of today’s workgroups, and it takes multifunction devices to new
levels of productivity, extensibility, ease of use, simplified maintenance, security and green design. The
highly integrated controller has powerful microprocessors that eliminate the need for additional cards, chips
and connectors. This reduces any failure points while it also increases uptime, throughput and multitasking
capabilities.
Xerox digital copiers come equipped with Xerox SMart Controller Architecture, which has the power to
perform five tasks at once since they run in parallel: RIP, receive, program ahead, process the queue, and
transmit. This advanced capability lets you copy, print, scan or fax even while other jobs are running. The
Xerox-exclusive Print Around feature holds a job needing resources (such as a different paper size) and prints
the next job in the queue. Plus, users can manage the job queue at the device by promoting or deleting jobs
accordingly. JBIG 2 and MRC scan compression technologies optimize scan and fax performance, providing
significantly faster transmission speeds and reducing network load and storage space on network and mail
servers. The controllers support Gigabit Ethernet connections to move data as much as 100 times faster than
typical device connection speeds (10Mbps). This extra speed means that jobs reach the devices faster.
Currently, Xerox is also the only vendor to certify its complete range of comprehensive multi-functional
devices under the Common Criteria for Information Technology Security Evaluation (ISO 15408). Common
Criteria provides assurance that the process of specification, implementation and evaluation of a computer
security product has been conducted in a rigorous and standard manner. Understanding how important it is
for City of Fort Collins to maintain overall security on their intellectual property, Xerox MFPs provide Xerox
Secure Access Unified ID System which integrate Xerox MFPs with your existing employee ID badge solution
to provide a flexible and convenient authentication system. Users simply log-in with a swipe of their magnetic
or proximity ID card for secure access to MFP system functions that need to be tracked for accounting or
regulatory requirements.
d. Sales/Service Center
Describe your Sales/Service Center location & arrangement you propose to use to service the equipment
deliveries, maintenance services, and consumable supplies fulfillment as relates to the RFP, and proposed
business hours. Make sure that your proposal is clear as to who is providing what, and from what location.
Xerox Help Desk Services
Xerox Help Desk Services provides the City of Fort Collins end users with a convenient resource to receive,
dispatch, track, escalate, process and close commonly requested services for In-Scope Devices. In addition,
end-user requests may include questions about features, function, operation, relocation, upgrades, and
acquisition of Xerox devices.
The Xerox Help Desk monitors the Managed Print Services tool suite for proactive device alerts for supplies
and service faults. If it is a break-fix alert, they will perform remote triage and dispatch a service technician if
necessary.
The Help Desk receives and responds to telephone inquiries. When Non-Xerox Devices are included in XPS
Services, the City of Fort Collins realizes the benefits of a single process for all device requests.
Services Agreement - 7668 Managed Print Services Page 47 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
6
Service Call Management
The City of Fort Collins will have an assigned Client Asset Manager to handle the account. The Client Asset
Manager (CAM) will document the City of Fort Collins’s call and information pertaining to the request. Some
problem calls may be resolved directly over the phone. For Xerox devices, the Help Desk associate may
apply remote service diagnostics to resolve the request directly through remote resolve capabilities if
possible. If not, the request will be dispatched for onsite resolution.
The Help Desk receives, validates, and fulfills the City’s requests for Supplies for In-Scope Devices. All
Supplies for In-Scope devices can be ordered through the Help Desk.
To meet and exceed your SLAs for uptime and response time, Xerox will provide onsite DocuCare Associates
for first responder break-fix services and the on-going maintenance of the fleet. The Associates are a
convenient customer care resource to receive requests for services and process issues through completion.
The DocuCare Associate will monitor the Tool Suite and proactively respond to device alerts, often fixing
problems before end users are even aware of it. They also respond to service calls, clearing paper jams and
making emergency repairs. If they cannot fix the problem, they will escalate the issue to an off-site technician
or remote support resource.
By developing and implementing a preventative maintenance schedule, the Associate improves equipment
uptime and keeps the devices performing at peak efficiency. They are responsible to maintain an appropriate
on-site inventory of parts and consumable supplies and refill paper trays, toner and supplies, as needed.
When required, they can perform color balancing and color printer calibration.
Supplies Request Management
The Help Desk receives, validates, and fulfills the City of Fort Collins’ requests for Supplies for In-Scope
Devices. All Supplies for In-Scope devices can be ordered through the Help Desk.
The Xerox Managed Print Services solution includes a just-in-time proactive supplies replenishment process
that applies to all networked print devices regardless of device type or manufacturer for all locations. This
process will ensure that printers and MFPs are provided with supplies in a timely way and with minimal action
on the part of end users or the IT organization. The Xerox Tool Suite monitors device consumable levels and
proactive monitoring alerts the Help Desk team when supplies get low.
The Help Desk orders the consumables for delivery on a just-in-time basis. City of Fort Collins personnel will
no longer be required to order or purchase any consumables, including those for non-Xerox devices. This
just-in-time supplies replenishment program will be designed to comprehend the shipping times required to
get supplies to City of Fort Collin’s remote locations. In addition, through the Xerox Services Portal, end users
can request service and supplies directly, although this need should be minimal due to the pre-emptive
capabilities of the Xerox managed print services solution.
Our processes and tools ensure that over 85% of all device problems and supply issues, on both Xerox and
non-Xerox devices, are logged before your end users become aware of them. In addition, Xerox has
compatible consumables for a number of non-Xerox devices. These compatible consumables produce
excellent quality, high yield, and improved price per impression rates and are guaranteed to perform without
causing operational issues in the device.
Services Agreement - 7668 Managed Print Services Page 48 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
7
The full time Associate will triage the copiers, printers, supplies and manage paper allocations for all City
locations, including every device regardless of brand. The Associate will work closely with the billing
manager to customize billing (see attachment Z), and that person also manages the rotation of cross trained
Associates on the city’s process, so Xerox is always onsite, even on sick days, and when the normal
Associate is on vacation, Xerox is always on the job as the City’s first responder.
e. Report Samples
Provide samples of Master activity reports you are currently providing for other customers, for programs
similar to those described in the RFP. Be sure to include samples of any Uptime reporting you are currently
providing.
See attached Report samples
Services Agreement - 7668 Managed Print Services Page 49 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
8
f. Customer Responsibilities and Deliverables:
Provide detailed information on hardware, software, technical support, and/or manpower required from the
City.
Customer Asset Coordinator (CAC): The CAC is the primary customer contact to Xerox during XPS
Services implementation and ongoing delivery. The Customer Asset Coordinator will act as the main point of
contact for coordination of the City of Fort Collins resources if required, issue escalation, and disposition of
Moved, Added, Changed, and Disposed assets throughout the implementation process. The Customer Asset
Coordinator (CAC) is authorized to process and approve Move, Add, Change, and Dispose (MACD)
transactions with Xerox, which will modify the City of Fort Collins’s list of assets supported as Devices are
added or removed from the contract. The CAC is also authorized to order billable supplies or services as
required.
For each In-Scope Device, the CAC will provide the name and contact information for personnel who are
designated as authorized supplies contacts that are empowered to order billable supplies or services.
Customer IT Contact (CITC): The CITC is a primary contact to Xerox to facilitate IT related activities and
processes. This includes facilitating Xerox implementation of Xerox Tools and networking In-Scope Devices.
The Customer Asset Coordinator (CAC) and the Customer IT Contact (CITC) name, phone number, and
email are identified in the XPS Services Pre-Installation Checklist and may be changed by the City of Fort
Collins at any time by written notice to Xerox.
Provide detailed information on any assumptions made in the preparation of the proposal, and any constraints
the organization faces in delivering the type of program the City is seeking.
Xerox understands once the City of Fort Collin’s, “partner” for this project is selected, a current assessment
program will be run by the chosen vendor which will provide a detailed analysis of cost by unit, model and
location, recommendations etc.
Services Agreement - 7668 Managed Print Services Page 50 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
9
g. Lessons Learned
Provide details on at least three (3) past projects of this nature that the firm has implemented; both good and
bad outcomes.
Xerox recognizes that not all clients are the same and even though you may be in a specific industry, your
success has been based on the principles mandated by your executive leadership. That is why when Xerox
assess the right solution it is important that our strategy understand the uniqueness of your users and their
business needs.
The Xerox team will develop a comprehensive understanding of your enterprise based on Lean Six Sigma
(LSS) methodologies. By documenting:
Voice of the Customer – we collect data to identify specific requirements associated with applications,
software, or workflow processes.
Voice of the Process – we analyze the environment and overall infrastructure to support current and
optimal state. We develop process maps and workflow diagrams for functional areas such as help desk,
maintenance escalation, supplies ordering and replenishment, etc.
Voice of the Environment- we utilize actual data gathered from business unit representatives and end
users to enable us to compile a complete set of data metrics that compare your organizational
performance to that of others in your industry. Our analysis will highlight areas of opportunity based on
best practices we apply to help enhance the business and customer experience
This collection of data enables Xerox to provide fact based detail on end user behavior which helps us align
our recommendations for operational efficiencies and overall process improvements to your goals and
priorities. The bottom line is fact-based strategies help enable measurable results.
A key learning from previous implementations is that by employing the proper Cultural Change
Management strategy, our solution can be successful in meeting and exceeding expectations. From
our experience we have found that people resist being changed without knowing why things need to
change. Therefore, we have incorporated change elements into all of our best practices with realistic
and measurable goals to educate end users as a proactive measure in the overall process.
Additionally, a well-defined approval path for future state designs is essential. Delays in approving
future state designs can lead to scheduling obstacles which ultimately can hinder the project team
from meeting specific milestones in the Project Life Cycle.
Assigning a resource from with within the client project team with full authority and responsibility for
design approval helps alleviate roadblocks during the recommendation process.
For clients implementing the Xerox Tool Suite, certification and application testing are some of the
first major milestones. Assessment cannot begin until the Xerox Tool Suite has been formally
certified and running in the Client’s production environment. In addition, application testing on the
new devices being planned is a critical path activity that can adversely affect the project schedule.
Lastly, senior level executive sponsorship from not only the procurement group, but from the IT and
business owners in the client organization is critical in achieving project goals. This sponsorship helps
to drive change throughout the organization and sets the level of acceptance of the project and
cooperation of the end user community.
Past Implementations
Charter Communications - We planned on implementing a Nationwide Managed Print Services
Program. It included more than 50 different locations and 1000’s of printers and Xerox copiers. As we
began to place copiers across the United States, we utilized our Management software to view and
Services Agreement - 7668 Managed Print Services Page 51 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
10
proactively place service calls and order supplies. It provides up to 70% of supplies necessary and
identifies more than 30% of service calls without any human interaction. Due to the remoteness of
locations and no dedicated onsite Xerox Account Associate, we were unable to manage triage and
supply issues successfully for the non-proactive incidents for an account of this size and geographical
presence. In addition, the account only offered administrative personnel on their end to be our
contact.
Lesson Learned: Today at Charter Communications we have more than 300+ Xerox MFPs in place
and each location has identified their own Account Manager. For future opportunities of this
magnitude, we will offer Managed Print Services with an on-site Xerox Associate who owns the
process to manage triage and supplies for all locations.
JBS USA - For over 20 years we have successfully managed all of the printers and copiers for all
JBS Companies. The most recent acquisition, Pilgrim’s Pride where there was a multitude of
competitive equipment, no cost control, no print policy and no standardization. Consequently, we
have saved them 37% on expenses 1/3 devices to manage and a Xerox Print Standard for the
company. Nationwide, we manage over 2000 machines in more than 100 locations.
Poudre School District - transitioned from multiple vendors to PDS/Xerox as their main vendor. It is
because they trust in us to right-size the equipment they need as well as proved the latest technology
and support (The IT Department at Poudre School District).
We have been their partner for over 40 years. As the 4th largest School District in the State of the
Colorado, they currently have more than 200 Xerox devices installed.
Services Agreement - 7668 Managed Print Services Page 52 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
11
2. Qualifications and Experience:
Provide relevant information regarding previous experience related to delivering similar services to
the ones listed under Scope of Work:
a. Profile of the Firm
State whether your firm is local, national, or international. Also include number of years in the business.
Xerox Corporation, founded in 1906, is the world’s leading enterprise for business process and document
management. Our technology, expertise and services enable our clients – from small business to large global
enterprises – to operate more efficiently and effectively, freeing them to focus on what matters most: their real
business.
We’re best known for our world leadership in document technology and services – printers, multifunction
devices, production publishing systems, managed print services, and related software and solutions. We’re
proud of that heritage and always looking at innovative technologies to build on it. But we’re also in places
you may never have thought of: operating a municipal parking lot, paying a credit-card bill, mass-
customization of print, booking an airline ticket, filing a health-insurance claim and so much more. Our diverse
business process and IT outsourcing services make businesses and governments work more smoothly and
efficiently.
Today, we’re a $21.4 billion enterprise with capabilities and scale – and the talent of 143,000 Xerox people
worldwide – to expand our leadership in a $600 billion market. We have a sound strategy to aggressively
pursue growth, and a business model that is proven, flexible and robust. And our world-class brand, global
presence, pioneering innovation and operational excellence are all assets that help to make us the world’s
leader in document and business process management.
Professional Document Solutions (a Xerox Authorized Agency) has offices in Fort Collins, CO and the Denver
Tech Center. The HQ office has been in Fort Collins for 19 years and Troy Tafoya (President of PDS-Xerox)
has been the Xerox Account Manager in Northern Colorado for over 27 years.
PDS-Xerox employs 21 people, of which 16 are housed in the main office in Fort Collins.
Professional Document Solutions
4114 Timberline Rd.
Fort Collins, CO 80525
b. Size of the firm and local office
Size of the firm and local office that will service this account (local office is required).
Local Agency
Professional Document Solutions, Fort Collins, CO. - 19 years in business
Quite simply we believe we do the “right thing” for you. In an industry that is too often driven by price and
inferior products, we sell only the best products and support to match it. As the saying goes - ”the luster of a
great price, is quickly forgotten by bad product and inferior support”. That does not mean we are more
expensive; in fact, over the term of an agreement, we usually are most cost effective. More importantly,
Services Agreement - 7668 Managed Print Services Page 53 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
12
customers appreciate our willingness to be there for them when problems occur (and they will); providing
loaners, timely IT support, etc.; which is why our customers are some of the largest in Colorado.
To name a few:
Colorado State University
Woodward Governor
JBS/Pilgrims
Crop Production Services
Charter Communications
Poudre School District
Group Real Estate
Group Publishing
Red Robin HQ
Whether the company is large or small, we give every customer the same high level of care.
PDS employees are also involved in the communities we serve; we strive to give back.
CSU Athletics
Child Advocacy Center
Rotary
Food Bank
Athletes in Tandem
Little Britches Rodeo
c. References
Names and locations of three (3) similar projects that have been provided to organizations of our size and
type within the last three (3) years, in particular any ones in Colorado, and preferably public agencies:
Include Contact name and title, phone, and e-mail address of public agency reference(s) overseeing the
Delivered Services.
Colorado State University
Mark Cooper, Chief Financial and Business Officer
Mark.Cooper@ColoState.EDU
970-491-2770
JBS USA
Dawn Martin, IT Financial Analyst
Dawn.Martin@jbssa.com
970.506.8398
Services Agreement - 7668 Managed Print Services Page 54 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
13
Arapahoe County
Keith Ashby, Purchasing Manager
kashby@co.arapahoe.co.us
303-795-4430
We have also provided a letter of reference.
Services Agreement - 7668 Managed Print Services Page 55 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
14
3. List of Project Personnel:
List of proposed resources who will service the awarded contract; including the primary point of contact, and
the person with primary responsibility for successful performance of this contract.
Colorado Local Xerox Team
• On-site Xerox Account Associate (TBD)
• Troy Tafoya – Xerox Agent Owner, President – Primary point of contact
• Brock Spangler – Xerox Agent Sales Manager
• Sheryl Snyder – Xerox Managed Services Specialist
• Doug Phillipy – Xerox Account Operations Manager
• Sean MacFarlane – Xerox Agent Systems Analyst
• Marianne Coates – Xerox Office Solutions Manager
• Debra Fantacone – Xerox Manager Sales Operations
4. Availability/Lead Time:
What is the Lead Time required to deliver equipment After Receipt of Order (ARO)?
10 business days.
Services Agreement - 7668 Managed Print Services Page 56 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
15
5. Cost Structure:
Using the RFP Pricing Sheet grid provided, please submit your cost to provide the initial orders described in
the Scope of Work. The quoted pricing shall be a not to exceed price for the term of the contract for the
recommended equipment proposed initially by the awarded vendor and accepted by the City for the resulting
contract. However, it is the City’s expectation that the awarded vendor will strive to offer the City additional
opportunities to reduce printing costs during the term of the contract. As newer models become available,
they may be added to the approved Equipment List and older models dropped from the List. In that event, it is
the City’s expectation that the cost per print will be the same or less than the unit it is replacing.
See Attached Pricing Form
Today, for RFP purposes, we took the 2009 study group and HP estimates to show what the Xerox Managed
Print Solution could do for the City financially, and are confident the savings would be large enough to fund
equipment, an onsite Associate, resulting in a much higher level of service, over current costs.
The stated City objective is to move away from expensive printers to lower cost MFP’s, but this will take some
time, so volume should only be charged on actual usage, with no minimum prints included. We have the
flexibility to move towards the MFP goal at any time.
Estimated total pages per month= 1,200,000
HP estimated cost per page= $.0557 black and $.226 color
Xerox analysis current costs based on HP study group = $.046 Black only (color volume not clear)
Total estimated current monthly cost Citywide for Printers $55,200 MONTH
Xerox managed print using GSA schedule 70* and including fulltime Xerox Associate.
Total estimated cost with Xerox solution $24,000 Month
Estimated annual savings over current costs $374,400
*Not all printers may be covered, only Complete View Pro assessment will give us specifics; but typically 98%
of fleets are covered.
Costs on Printers (not MFP’s) just printers on GSA contract*
All Devices Black at .015, Color at .13 no minimum, pay for what you use
A full time Associate will triage the copiers, printers, supplies and manage paper allocations for all City
locations, including every device regardless of brand. The Associate will work closely with the billing
manager to customize billing and in addition will have a trained backup, so Xerox is always onsite, even on
days when the normal Associate is on vacation or unable to work. If the City elects to not have an onsite
associate; IT and/or selected employees near the equipment are first responders.
Services Agreement - 7668 Managed Print Services Page 57 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
16
6. Sustainability:
Briefly describe the following sustainability attributes of the equipment proposed for the City for this project:
a. Describe whether each proposed product is EPEAT rated at the Bronze, Silver, or Gold Level.
All are SILVER
b. Describe any power-down functions of each proposed product when not in use.
Xerox devices automatically enter a sleep mode that can be preset.
c. Describe any double-sided printing capability of each proposed product.
This capability is a standard feature on Xerox devices.
d. Describe any secure-printing capability of each proposed product.
This capability is a standard feature on Xerox devices.
Services Agreement - 7668 Managed Print Services Page 58 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
17
Vendor Statement:
I have read and understand the specifications and requirements for this bid and I agree to comply with such
specifications and requirements. I further agree that the method of award is acceptable to my company. I also
agree to complete a Services Agreement with the City of Fort Collins within 30 days of notice of award. If
contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next
highest rated firm.
PLEASE GO TO www.fcgov.com/purchasing TO REGISTER IN OUR E-PROCUREMENT SYSTEM FOR
FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES.
COMMODITY CODES USED FOR THIS RFP:
600-38 Copy Machines, Bond (Plain) Paper Type Including Parts and Accessories
600-42 Copy Machines, Laser, Including Parts and Accessories
600-46 Copy Machines, Digital
600-72 Multi-Function Office Machines (Combination of Fax-Copier-Scanner-Printer, etc.)
Compensation and Contract Process
A. After contract award, progress invoices shall be billed in monthly installments, subject to review and
approval by the City. City payment terms will be Net 30 Days from receipt of invoice.
B. The selected Service Provider shall be expected to sign the City’s standard Services Agreement prior
to commencing Services (see sample attached to this Proposal).
C. The City reserves the right to award directly as a result of the written proposals. The City may or may
not opt to conduct secondary evaluations.
D. The City reserves the right to negotiate with any vendor as meets the needs of the City. The City
reserves the right to reject any or all proposals, and to waive any irregularities.
Services Agreement - 7668 Managed Print Services Page 59 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
18
Xerox Clarifications to RFP
We have reviewed the City of Fort Collins Request for Proposal (“RFP”) and have prepared the enclosed the following
proposals:
Managed Services Proposal for Xerox Brand MFD products
Xerox Printer Services Proposal covered under the Xerox/GSA Schedule 70
Outright Sale With Maintenance Agreement For the Purchase & Service of Owned Equipment
Although the Proposal is based on the requirements included in your RFP, our Proposal does include some responses
that are slightly different. This document and our Proposal explain those differences. In addition, we have included some
Additional Terms that were not addressed in the City of Fort Collins RFP. In addition, we have included a copy of our
standard Services Master Agreement and GSA Schedule 70 Contract that includes additional information and terms
associated with our offer. Please note that Xerox's Proposal is contingent upon the accuracy of the information included
in the City of Fort Collins RFP and Xerox’s review of the City of Fort Collins credit. Any material change to the information
provided by the City of Fort Collins, or the City of Fort Collins credit, may result in a change to Xerox’s offer.
Please note that Xerox agrees to negotiate a solution that is acceptable to both parties if any of the below clarifications or
Additional Terms are inconsistent with Colorado law, or are otherwise unacceptable to the City. Our team is also
prepared to discuss our Proposal in detail, and adjust our proposed equipment, support services, terms, and/or price
offering based on the City of Fort Collins final requirements. Upon award of this RFP, Xerox agrees to negotiate a
Contract that incorporates the mutually agreed terms contained in the City of Fort Collins RFP, our Proposal, Xerox’s
Agreement and any additional negotiated item(s).
Xerox’s Clarifications to the City or Fort Collins RFP
Xerox provides the following clarifications and comments to the below listed City RFP requirements.
General Information/Lease Term
The initial order taking term of the Contract (“Initial Term”) will commence on the date it is accepted by both parties and
will expire on the last day of the 60th full calendar month thereafter, unless terminated by either party upon not less than
90 day notice. Upon the expiration or termination of the Contract, each Individual Agreement shall remain in full force and
effect until the end of its scheduled Agreement term and shall be governed by the terms and conditions of the Contract as
if the Contract were still in effect.
#3, Pricing/Hard Drive Removal
Xerox offers the following information regarding Xerox multi-functional device hard drive security:
The vast majority of Xerox black & white and full color multi-functional devices contain a comprehensive imaging overwrite
feature. The image overwrite, when turned on at install, will overwrite the job data stored on the hard drive based on an
On-Demand, Immediate or Scheduled basis. Use of this overwrite function assures that the residual data from any copy,
print, or scan will be overwritten using a U.S. Department of Defense recommended 3-pass process. The use of the
Immediate or Scheduled feature ensures that the hard drive is sanitized following the overwrite program’s execution
without requiring any additional end-user or Xerox action.
Xerox provides a disk removal service whereby a Xerox service technician will remove the device’s hard disk drive from
the Xerox–branded copier for an additional flat fee charge and leave the disk with the City of Fort Collins before the device
is removed from the City or Fort Collins premises. If the disk is not removed at the customer’s site then the Xerox or
competitive unit is removed and returned to a Xerox facility, and the device is dispositioned to be remanufactured or
destroyed. If remanufactured the Xerox device goes back through our remanufacturing process and the hard drive is
Services Agreement - 7668 Managed Print Services Page 60 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
19
removed, and is erased and cleansed. If a Xerox or competitive device is dispositioned to be destroyed then the entire
device, including the hard drive is physically destroyed (crushed).
Xerox’s Services Master Agreement offer allows the City to place additional equipment mainframe orders at the same
quoted contract price throughout the master agreement term, provided each additional equipment placement remains
installed for a minimum lease term per the price exhibit. Xerox will also provide a separate price quote if the City desires
to acquire additional equipment under a lease term not quoted in the Xerox price agreement. The equipment’s features
and performance can also be upgraded through the addition of a number of optional accessories. Accessory options
included with the mainframe can be obtained at the contract quoted price. Any accessory ordered following the
mainframe’s installation will have the price readjusted based on the mainframe’s remaining agreement term.
Please remember that the Xerox Services Master Agreement offering is based on a firm equipment installation term that
can only be terminated due to fiscal year funds non-appropriation or an uncured performance failure. If the equipment is
cancelled for the City of Fort Collins convenience and not replaced, or traded to a different unit, the City will be assessed
a liquidated damages charge. In order to avoid this charge, Xerox recommends that the equipment either be: (a)
exchanged with another City unit, or (b) moved to another City location and replaced with a unit that fits the end users
current work requirements.
#4, General Conditions
New, Unused, and Current Production. Equipment provided under the Contract is currently manufactured by Xerox,
though the equipment may contain recycled components that have been reprocessed to meet Xerox’ new parts
performance standards. The City will be the first user of the equipment.
Upgrade/Downgrade. Please remember that the Xerox Services Master Agreement offering is based on a firm
equipment installation term that can only be terminated due to fiscal year funds non-appropriation or an uncured
performance failure. If the equipment is cancelled for the City of Fort Collins convenience and not replaced, or traded to a
different unit, the City will be assessed a liquidated damages charge. In order to avoid this charge, Xerox recommends
that the equipment either be: (a) exchanged with another City unit, or (b) moved to another City location and replaced with
a unit that fits the end users current work requirements.
#5, Service
The below uptime/response time comments are in reference to the Xerox Branded MFD Products Only (Printers
under GSA Schedule 70 will be governed by the T&C of the Schedule 70 Contract).
Xerox’s Uptime objective is to maintain an average 95% equipment uptime performance based on a three-month rolling
average for the City or Fort Collins entire Xerox-branded equipment population that is operated with the equipment’s
operating guideline for the specified product. Uptime is calculated by dividing Total Availability Business hours less Actual
Equipment Downtime, by Total Availability Business hours. Total Availability Business hours is the contracted period of
coverage for all the equipment, and equals 8 business hours per working day times 21 working days per month times 3
months, times the number of installed Xerox-branded units. Equipment Downtime is the Total Service Response Time
plus Machine-Repair Time, which excludes normal interrupts, such as lunch. Actual Equipment Downtime represents the
time the equipment is “down” and cannot make prints or copies. It is comprised of Total Service Response Time and
Machine-Repair Time. Please refer to the XPS Description of Services for uptime objectives relating to the XPS /
Managed Print Services offering .Xerox agrees to track and review our uptime performance on a mutually agreeable
schedule as determined by the parties.
1. Response Time – Confirmation. Please note that Xerox’s response time objective is to return all service calls within
one business hour, and to arrive on-site on average within 3.5 to 4 business hours for multifunction color devices, 4 to
8 business hours for multifunction black/white devices, 3.5 to 4 business hours for black/white light production
devices, 2 to 4 business hours for black/white production devices, 2.5 business hours for color entry production
devices, 2 business hours for color production devices, and eight (8) business hours for desk-top printers if the
Services Agreement - 7668 Managed Print Services Page 61 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
20
problem cannot be resolved over the phone. Response time is calculated based on the quarterly response time
average for the City or Fort Collins entire Xerox-branded equipment population.
6. Installation/Training
Xerox agrees that all expenses associated with the equipment’s F.O.B. freight and shipment to the City of Fort Collins
delivery dock, including inside delivery to the equipment installation location will be Xerox’s responsibility. The City will be
responsible for any rigging charges associated with non-standard deliveries. If rigging charges apply, a quote will be
provided to the City prior to delivery of the equipment.
8. Equipment Specifications
Equipment provided under the Contract is currently manufactured by Xerox, though the equipment may contain recycled
components that have been reprocessed to meet Xerox’ new parts performance standards. The City will be the first user
of the equipment.
11. Other Considerations
Xerox would be willing to extend this contract/pricing/Terms to other State & Local Customers in the State of Colorado
only to the extent that the individual Customers requirements, equipment types, quantities etc…. are equal to the City of
Fort Collins.
Funding
See Funding Clause contained in the Xerox Services Master Agreement
Services Agreement
#4, Contract Period
The initial order taking term of the Contract (“Initial Term”) will commence on the date it is accepted by both parties and
will expire on the last day of the 60th full calendar month thereafter, unless terminated by either party upon not less than
90-day notice. Upon the expiration or termination of the Contract, each Individual Agreement shall remain in full force and
effect until the end of its scheduled Agreement term and shall be governed by the terms and conditions of the Contract as
if the Contract were still in effect. Upon expiration, customer may extend equipment placed under the initial 5 year
contract period based on mutual consent for an additional 60 months at the same price. Additional contract
extensions/pricing will be negotiated upon expiration of the initial 5 year master contract period.
#7, Early Termination by City
Xerox agrees that the City can terminate the Agreement and stop placing orders for any additional equipment with 30-
days prior written notice. However, this cancellation provision does not pertain to any MFD equipment installed prior to
the City or Fort Collins termination notice. In the event the Agreement is terminated, individual MFD placements will
continue until their scheduled expiration date, and continue to be governed by, and be subject to, the terms and conditions
of the individual Lease term and the Contract.
#15, Default
Xerox requests written notice of its default and a minimum of sixty (60) days, or other timeframe as agreed to by the
parties in writing, to cure its performance before the City exercises its rights under this provision.
#16, Remedies
Xerox requests written notice of its default and a minimum of sixty (60) days, or other timeframe as agreed to by the
parties in writing, to cure its performance before the City exercises its rights under this provision.
Services Agreement - 7668 Managed Print Services Page 62 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
21
#18, Indemnity
Xerox will agree to this indemnity provision with the exception that it will not indemnify the City due to any negligent or
willful act on the part of the City, its officers, employees, volunteers, or agents, or the negligent or willful acts of any party
other than a Xerox officer, employee, or agent.
*** Last Clarification ***
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Additional Terms Covering Equipment Placed Under an Outright Sale with Maintenance Agreement
These additional terms are incorporated into the Xerox Proposal and are in addition to the terms included in the City or
Fort Collins RFP.
General Terms
2. Products. “Products” means Xerox-brand equipment (“Equipment”), Software, Consumable Supplies and
Maintenance Services ordered under the Contract. Customer represents that the Products: (i) will be used in
Customer’s business in the United States, its territories and possessions (“U.S.”).
3. Order Documents.
A. Contract & Order Acceptance. Xerox may accept the Contract or any Order under the Contract either by
Customer’s written signature on the Contract or Xerox Order Document or upon receipt of Customer’s signed
purchase order.
B. Order Documents. Customer may issue purchase orders or other Customer documents, or use Xerox order
forms (“Order” or “Agreement” document(s)) for order entry purposes only, describing the acquisitions under the
Contract, specifying Customer’s requested shipment date, installation site, bill-to address, quantities ordered,
product description including any Trade-In Equipment, components, pricing, and installation term. Regardless of
the form, the Order Documents must reference the Customer or Xerox Contract number. Notwithstanding
anything contained in any Order Document which is at variance with or additional to the Contract, Order
Documents will incorporate and be subject solely to the terms and conditions of the Contract, except for additional
Xerox agreement terms and conditions related to options selected by Customer.
C. Upon acceptance by Xerox, the Order Document creates an Individual Agreement for the Products identified
under the Contract.
D. Order Documents may be submitted by hard copy or electronic means and those submitted electronically will be
considered: (i) “in writing”; (ii) “signed” by the Customer; (iii) an “original” when printed from electronic records
established and maintained in the ordinary course of business: and (iv) valid and enforceable.
E. Xerox reserves the right to review and approve Customer’s credit prior to acceptance of an Order Document and
Customer authorizes Xerox or its agent to obtain credit reports from commercial credit reporting agencies.
4. Equipment Status. Except for Equipment identified as “Previously Installed”, Equipment will be (a) "Newly
Manufactured," which may contain some reconditioned components; or (b) "Factory Produced New Model", which is
manufactured and newly serialized at a Xerox factory, adds functions and features to a product previously
disassembled to a Xerox predetermined standard, and contains new and reconditioned components; or (c)
"Remanufactured", which has been factory produced following disassembly to a Xerox predetermined standard and
contains new and reconditioned components.
5. Total Satisfaction Guarantee. If Customer is not totally satisfied with any Equipment delivered under the Contract,
Xerox will, at Customer’s request, replace it without charge with identical Equipment or, at Xerox’s option, with Xerox-
branded equipment with comparable features and capabilities. This Equipment Guarantee applies only to Equipment
Services Agreement - 7668 Managed Print Services Page 63 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
22
that has been continuously maintained by Xerox under a Xerox Maintenance Agreement. The Equipment Guarantee
is effective for 3 years after the Installation Date for purchased Equipment.
6. Product Availability Guarantee. Xerox will guarantee equipment availability throughout the Contract order-taking
term. If a product is discontinued during the Contract term Xerox agrees to replace the discontinued product with a
model of equal or greater capabilities at the same contract price.
7. Product Adds. Xerox may, for purposes of future order taking, add Products to the Contract or withdraw Products
that become no longer generally commercially available. Xerox will notify Customer prior to adding any product to the
Contract.
8. Delivery & Removal. Equipment prices include standard delivery charges for all Equipment and, for Equipment for
which Xerox retains ownership, standard removal charges. Non-standard delivery or removal will be at Customer’s
expense. Examples of non-standard delivery charges include use of stair creepers, up-ending or dissembling
Equipment to move through tight doorways or through narrow halls.
9. Trade-In Equipment. Customer warrants that Customer has the right to transfer title to the Equipment Customer is
trading in as part of an Order ("Trade-In Equipment"), and that the Trade-In Equipment is in good working order and
has not been modified from its original configuration (other than by Xerox). Title and risk of loss to the Trade-In
Equipment will pass to Xerox when Xerox removes the Trade-In Equipment from Customer‘s premises. Customer will
maintain the Trade-In Equipment at its present site and in substantially the Trade-In Equipment’s present condition
until removed by Xerox. Customer will pay all accrued charges for the Trade-In Equipment, up to and including
payment of the final principal payment number and all applicable maintenance, administrative, supply and finance
charges until Xerox removes the Trade-In Equipment from the Customer’s premises.
10. Equipment Commencement & Installation Dates. The initial Term of an Order that includes Equipment will
commence on the “Installation Date”, which means: (a) for Equipment installed by Xerox, the date Xerox determines
the Equipment to be operating satisfactorily and is available for Customer’s use, as demonstrated by successful
completion of diagnostic routines; and (b) for Equipment designated as “Customer Installable”, the Equipment delivery
date.
11. Funding. Customer represents and warrant that all payments due and to become due during Customer’s current
fiscal year are within the fiscal budget of such year and are included within an unrestricted and unencumbered
appropriation currently available for the Products, and it is Customer’s intent to use the Products for the entire term of
the Contract and to make all payments required under the Contract. If (1) through no action initiated by Customer,
Customer’s legislative body does not appropriate funds for the continuation of the Contract for any fiscal year after the
first fiscal year and has no funds to do so from other sources, and (2) Customer has made a reasonable but
unsuccessful effort to find a creditworthy assignee acceptable to Xerox, in its sole discretion, within Customer’s
general organization who can continue the Contract, the Contract may be terminated. To effect this termination,
Customer must, at least 31 days prior to the beginning of the fiscal year for which Customer’s legislative body does
not appropriate funds, notify Xerox in writing that Customer’s legislative body failed to appropriate funds and that
Customer has made the required effort to find an assignee. Customer’s notice must be accompanied by payment of
all sums then owed through the current fiscal year under the Contract. Customer will return the Equipment, at
Customer’s expense, to a location designated by Xerox and, when returned, the Equipment will be in good condition
and free of all liens and encumbrances. Customer will then be released from any further payment obligations beyond
those due for the current fiscal year (with Xerox retaining all sums paid to date).
12. Maintenance Services. Except for Equipment identified as "No Svc.", Xerox (or a designated servicer) will keep the
Equipment in good working order (“Maintenance Services”). Maintenance Services are provided as a mandatory part
of a Maintenance Order. The service technicians assigned to provide Basic Services will have the expertise, skills,
training, and professional education to perform the Basic Services in a professional manner
A. Basic Maintenance Services. Maintenance Services will be provided during Xerox’s standard working hours, 8
A.M. to 5 P.M., Monday through Friday, in areas open for repair service for the Equipment. Maintenance Services
Services Agreement - 7668 Managed Print Services Page 64 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
23
excludes repairs due to: (a) misuse, neglect, or abuse; (b) failure of the installation site or the PC or workstation
used with the Equipment to comply with Xerox’s published specifications; (c) use of options, accessories or
products not serviced by Xerox; (d) non-Xerox alterations, relocation, service or supplies; or (e) failure to perform
operator maintenance procedures identified in operator manuals.
B. Extended Service Hours. If you elect “Extended Shift Coverage” Xerox will provide Maintenance Services for
the indicated number of eight hour-shifts, with the first number indicating the number of eight-hour shifts and the
second number indicating the days of the week (starting on Monday), e.g., 2 x 6 means 8:00 A.M. to 12:00 A.M.,
Monday through Saturday. Extended Shift Coverage will be billed separately.
C. Replacement Parts. Replacement parts may be new, reprocessed or recovered and all replaced parts become
Xerox’s property.
D. Installation Site. Customer is responsible for all physical, mechanical, and electrical expenses associated with
preparing and maintaining the Equipment installation site, and agrees to give Xerox reasonable access to the
Equipment and to provide Xerox adequate storage space for a reasonable quantity of replacement parts and
supplies.
E. Customer Training and Analyst Services. Initial Customer Training and Analyst Support Services are included
in the maintenance pricing. Additional training and analyst services are subject to the hourly rates prices, and
terms and conditions in the applicable then-current Training and Analyst Services price list.
F. Cartridges. If Xerox is providing Maintenance Services for Equipment utilizing cartridges designated by Xerox as
customer-replaceable units, including copy/print cartridges and xerographic modules or fuser modules
(“Cartridges”), Customer agrees to use only unmodified Cartridges purchased directly from Xerox or its authorized
resellers in the United States and the failure to use such Cartridges shall void any warranty applicable to such
Equipment. Cartridges packed with Equipment and replacement Cartridges may be new, remanufactured, or
reprocessed. Remanufactured and reprocessed Cartridges meet Xerox's new Cartridge performance standards
and contain new and/or reprocessed components. To enhance print quality, Cartridge(s) for many models of
Equipment have been designed to cease functioning at a predetermined point. In addition, many Equipment
models are designed to function only with Cartridges that are newly manufactured original Xerox Cartridges or
with Cartridges intended for use in the U.S. Equipment configuration that permits use of non-newly manufactured
original Xerox Cartridges may be available from Xerox at an additional charge.
G. Consumable Supplies. If “Consumable Supplies” are included in the Maintenance Plan, Maintenance Services
will include black toner and/or solid ink and color toner, staples, and/or solid ink, if applicable (“Consumable
Supplies”). Highlight color toner, clear toner, and custom color toner are excluded. Consumable Supplies are
Xerox's property until used by Customer, and Customer will use Consumable Supplies only with the Equipment
for which “Consumable Supplies” is included in the Maintenance Plan. If recycling information is furnished with
Consumables Supplies, Customer agrees to return the used item, at Xerox’s expense, for remanufacturing.
Shipping information is available at Xerox.com/GWA. Upon the Contract’s expiration, Customer will include any
unused Consumable Supplies with the Equipment for return to Xerox at the time of removal. If Customer’s use of
Consumable Supplies exceeds Xerox's published yield by more than 10%, Xerox will notify Customer of such
excess usage. If such excess usage does not cease within 31-days after such notice, Xerox may charge
Customer for such excess usage. For the avoidance of doubt, Xerox’s yields are based on prints, impressions,
linear fleet, or copies containing the normal mix of test and graphics to determine the expected yield of
Consumable Supplies under normal operating conditions. Upon request, Customer will provide current meter
reads and/or an inventory of Consumable Supplies in its possession. Xerox may charge a shipping and handling
fee for consumable supplies.
Services Agreement - 7668 Managed Print Services Page 65 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
24
H. Meter Reads. Customer will provide meter reads using the method and frequency identified by Xerox. If
Customer does not provide a meter reading, Xerox may reasonably estimate the reading and bill Customer
accordingly. If meter readings have been estimated, Xerox after receiving the actual meter readings for the
equipment shall make an appropriate adjustment on the subsequent invoice.
I. Copy Credits -- You will receive one copy credit for each copy presented to Xerox that is unusable and also for
each copy that was produced during the servicing of the Equipment. Copy credits will be reflected on the invoice
as a reduction in the total copy volume.
J. Replacement. Xerox will, as Customer’s exclusive remedy for Xerox’s failure to provide Maintenance Services,
replace the Equipment with an identical model or, at Xerox’s option, another Xerox-branded model with
comparable features and capabilities. There will be no additional charge for the replacement Equipment during
the remainder of the Equipment’s Agreement Term.
K. End of Service. Xerox has no obligation to maintain or replace Equipment beyond the Equipment’s “End of
Service” date for that particular model of Equipment. End of Service means the date announced by Xerox after
which Xerox will no longer, offer maintenance services or parts for a particular Equipment model. An End of
Service Equipment List is available upon request.
13. Relocation. All relocations must be arranged or approved in advance by Xerox until Customer has paid the Case
Purchase Order. The relocation will be at Customer’s expense and Customer remains responsible to make all
payments under the applicable Order while the Equipment is being relocated. Equipment cannot be relocated outside
of the U.S.
14. Remote Services. Certain models of Equipment are supported and serviced using data that is automatically
collected by Xerox via electronic transmission from the Equipment to a secure off-site location. Examples of
automatically transmitted data include product registration, meter reads, supply levels, Equipment configuration and
settings, software version, and problem/fault code data. All such data will be transmitted in a secure manner specified
by Xerox. The automatic data transmission capability will not allow Xerox to read, view, or download any Customer
data, documents, or other information residing on or passing through the Equipment or Customer’s information
management systems. If requested in writing Xerox will turn off and disenable the Remote Services capability.
15. Data Security. Certain models of Equipment can be configured to include a variety of data security features. There
may be an additional cost associated with certain data security features. The selection, suitability, and use of data
security features are solely Customer’s responsibility. Upon request, Xerox will provide additional information to
Customer regarding the security features available for particular Equipment models.
16. Warranty Disclaimer & Waivers. XEROX DISCLAIMS THE IMPLIED WARRANTIES OF NON-INFRINGEMENT
AND FITNESS FOR A PARTICULAR PURPOSE.
17. Intellectual Property Indemnity. Xerox will defend, and pay any settlement agreed to by Xerox or any final
judgment for, any claim that a Xerox-brand Product infringes a third party’s U.S. intellectual property rights. Customer
will promptly notify Xerox of any alleged infringement and permit Xerox to direct the defense. Xerox is not responsible
for any non-Xerox litigation expenses or settlements unless Xerox pre-approves them in writing. To avoid
infringement, Xerox may modify or substitute an equivalent Xerox-brand Product and, if purchased, refund the price
paid for the Xerox-brand Product, less a reasonable lease value for the period it was available to Customer, or obtain
any necessary licenses. Xerox is not liable for any infringement based upon a Xerox-brand Product being modified to
Customer’s specifications, or being used or sold with products not provided by Xerox.
18. Limitation of Liability. Xerox will not be liable to Customer for any direct damages relating to the Contract or any
Order written hereunder in excess of the sum of the amounts paid and to be paid during the initial Term of the
applicable Order. Neither party will be liable to the other for any special, indirect, incidental, consequential or punitive
damages arising out of or relating to the Contract or any Order written hereunder, whether the claim alleges tortious
conduct (including negligence) or any other legal theory.
Services Agreement - 7668 Managed Print Services Page 66 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
25
19. Force Majeure. Xerox will not be liable to Customer during any period in which its performance is delayed or
prevented, in whole or in part, by a circumstance beyond its reasonable control. Xerox will notify Customer if such a
circumstance occurs.
20. Payment. All payments are due within 31-days of the invoice date. Restrictive covenants on payment instruments
will not reduce Customer’s obligations.
21. Taxes. Customer is responsible for all applicable taxes, fees, or charges of any kind, (including interest and
penalties) assessed by any governmental entity on the Contract or the amounts payable under the Contract (“Taxes”),
which will be included in Xerox’s invoice, unless Customer provides proof of its tax exemption status. Taxes do not
include taxes on Xerox’s income and, for Lease Orders taxes do not include personal property taxes in jurisdictions
where Xerox is required to pay personal property taxes. Except for Equipment that includes a Bargain Purchase
Option, a Lease Order is a lease for all income tax purposes, and Customer will not claim any credit or deduction for
depreciation of the Equipment, or take any other action inconsistent with its role as lessee of the Equipment.
22. Late Charges & Default.
A. Late Charge. If a payment is not received by Xerox within 10-days after the due date (40 days after the invoice
date), Xerox may charge, and Customer will pay, a late interest charge as allowed under Colorado law.
B. Default. Customer will be in default under an Order if Xerox does not receive any payment within 15 days after
the date it is due (45-days after the invoice date) or Customer breaches any other obligation under the Contract,
any Order, or any other Contract with Xerox. Customer will pay all reasonable costs, including attorneys’ fees,
incurred by Xerox to enforce the Contract or any Order.
23. Assignment. Except for assignment to a Xerox parent, subsidiary, or affiliate of Xerox, or to securitize the Contract
as part of a financing transaction (“Permitted Assignment”), neither party will assign any of its rights or obligations
under the Contract without prior written consent of the other party. In the event of a Permitted Assignment: (i)
Customer will remit all payments to Xerox; (ii) Xerox may, without Customer’s prior written consent, release to a
proposed assignee information Xerox has about Customer related to the Contract; (iii) the assignee will have all of the
rights but none of Xerox’s obligations under the Contract; (iv) Customer will continue to look to Xerox for performance
of Xerox’s obligations under the Contract; (v) Customer waives and releases the assignee from any claims relating to
or arising from the performance of Xerox’s obligations hereunder; and (v) Customer will not assert any defense,
counterclaim, or setoff Customer may have against an assignee.
24. Amendment. All changes to the Contract or any Order must be made in writing and signed by both parties. The
amendment of any Order shall not affect the obligations of either party under any other Order under the Contract.
25. Notices.
A. Unless provided otherwise in the Contract, notices under the Contract or any Order must be sent in writing to the
party’s address identified in the Contract. Notices will be deemed delivered 5 days after mailing by first class
mail, 2 days after sending by nationally recognized overnight courier, or on the date of electronic confirmation of
receipt of a facsimile transmission, when followed by mailing of such notice as provided herein.
B. Invoices are not considered notices under the Contract. All payment related notices under an Order will be sent:
(a) to Customer at the “Bill to” address in the Order, and (b) to Xerox at the inquiry address on the most recent
invoice.
C. All other notices under the Contract or an Order shall be sent to a party at its address or facsimile number below.
To Customer: To Xerox:
Office of General Counsel
x Xerox Corporation
x 45 Glover Avenue
Services Agreement - 7668 Managed Print Services Page 67 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
26
x P. O. Box 4505
x Norwalk, CT 06856-4505:
D. Either party may change its address or facsimile number for receipt of notice by notifying the other party at its
address or facsimile number below.
26. Government Representations & Warranties. Customer represents and warrants, as of the Contract’s effective date
and of each Order hereunder, that: (1) Customer is a State or a fully constituted political subdivision or agency of the
State in which Customer is located and is authorized to enter into, and carry out, Customer’s obligations under the
Contract, or any Order hereunder, and any other documents required to be delivered in connection with the Contract,
or any Order hereunder (collectively, the “Documents”); (2) the Documents have been duly authorized, executed and
delivered by Customer in accordance with all applicable laws, rules, ordinances, and regulations, including all
applicable laws governing open meetings, public bidding and appropriations required in connection with the Contract
or an Order hereunder, and the acquisition of the Products, and are valid, legal, binding agreements, enforceable in
accordance with their terms; (3) the person(s) signing the Documents have the authority to do so, are acting with the
full authorization of Customer’s governing body and hold the offices indicated below their signatures, each of which
are genuine; (4) the Products are essential to the immediate performance of a governmental or proprietary function by
Customer within the scope of Customer’s authority and will be used only by Customer and only to perform such
function; (5) Customer’s obligations to remit payments under the Contract or any Order hereunder constitute a current
expense and not a debt under applicable state law; and (6) no provision of the Contract or any Order constitutes a
pledge of Customer’s tax or general revenues and any provision that is so construed by a court of competent
jurisdiction is void from the inception of the Contract or the subject Order.
27. Miscellaneous.
A. Communication. Customer authorizes Xerox or its agents to communicate with Customer by any electronic
means, including cellular phone, email, automatic dialing, and recorded messages, using any phone number
(including cellular) or electronic address Customer provides to Xerox.
B. Governing Law. The Contract is governed by the laws of the State of Colorado (without regard to conflict-of-law
principles). In any action to enforce the Contract or any Order under the Contract, the parties agree (a) to the
jurisdiction and venue of the federal and state courts in Colorado, and (b) to waive their right to a jury trial.
C. Severability. If a court finds any term of the Contract or any Order unenforceable, the remaining terms will
remain in effect.
D. Waiver. The failure by either party to exercise any right or remedy will not constitute a waiver of such right or
remedy.
E. Contract Documents. Each party may retain a reproduction (e.g., electronic image, photocopy, and facsimile) of
the Contract and each Order under the Contract, which will be admissible in any action to enforce it, but only the
Agreement or Order held by Xerox will be considered an original.
F. Compliance With law. Both parties will comply with applicable federal and state laws. Xerox will not charge or
collect any amounts in excess of those allowed by applicable law. Any part of the Contract or any Order that
would be read under any circumstances to allow for a charge higher than that allowed under any applicable legal
limit, is modified by this Section to limit the amounts chargeable under the Contract or any Order to the maximum
amount allowed under the legal limit. If, in any circumstances, any amount in excess of that allowed by law is
charged or received, any such charge will be deemed limited by the amount legally allowed and any amount
received by Xerox in excess of that legally allowed will be applied by Xerox to the payment of amounts legally
owed under the Contract or the subject Order, or refunded to Customer.
Services Agreement - 7668 Managed Print Services Page 68 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
27
Purchase and Maintenance Terms
28. Cash Purchase.
A. Title and Risk. Title and risk of loss to Equipment will pass to Customer upon delivery and installation of the
Equipment. Until the products are paid for in full Customer will insure the Product against loss or damage, and
the policy will name Xerox as a loss payee.
B. Payment. Customer’s payment under a Cash Purchase Order shall consist of the Net Price amount for the
Equipment purchased there under and all applicable Taxes.
C. Customer Default & Remedies. If Customer defaults under the Contract or a Cash Purchase Order, Xerox, in
addition to its other remedies (including the cessation of Maintenance Services if applicable), may require
immediate payment of all amounts then due (including all applicable Taxes), plus interest on all amounts due from
the due date until paid as allowed under Colorado law.
29. Maintenance Terms for Customer Owned Equipment
A. Maintenance Availability. Customer can place additional Equipment orders at the quoted contract price for 12
months following the Agreement effective date.
B. Individual Agreement Term. An Individual Maintenance Agreement will commence at the end of any warranty
period and expire on the last day of the 12th, 24th, 60th, 48th or 60th full calendar month thereafter, as applicable.
C. Payment. Each Minimum Periodic Base Charge includes a Periodic Minimum Number of Prints (“Minimum
Prints”). The Minimum Periodic Base Charge, along with any additional Print Charges for prints made in excess
of the Minimum Prints and all applicable Taxes, cover Customer’s cost for the Equipment’s maintenance,
provided as Maintenance Services in an Individual Maintenance Order written hereunder. The Minimum Periodic
Base Charge will be billed in the month due and additional Print Charges are billed in arrears.
D. Fixed Pricing. The Minimum Payment and Print/Supply Charges will not increase during the initial 12 months of
an Individual Maintenance Order, or during any subsequent renewal term.
E. Renewal. Xerox will notify Customer at least 31-days prior to the expiration of the then-current term of each
Individual Maintenance Order and, unless a cancellation notice is received from Customer, or provided to
Customer by Xerox, prior to the expiration of the then-current Maintenance Oder term, the Individual Maintenance
Order will automatically renew for a term of the same number of months as the initial Term.
F. Customer Default & Xerox Remedies. If Customer defaults under the Contract or an Individual Maintenance
Order, Xerox, in addition to its other remedies (including the cessation of Maintenance Services), may require
immediate payment, as liquidated damages for loss of bargain and not as a penalty, of: (a) all amounts then due,
plus interest on all amounts due from the due date until paid at the rate as allowed under Colorado law; and (b)
the lesser of (i) the remaining Minimum Periodic Base Charge in such Individual Maintenance Agreement’s term
or six (6) such payments for one year agreements or twelve (12) such payments for multi-year agreements; and,
(c) all applicable Taxes.
Software
30. Software License. Xerox grants Customer a non-exclusive, non-transferable license to use (a) the software and
accompanying documentation provided with the Xerox-brand Equipment ("Base Software”) in the U.S.: only with the
Xerox-brand Equipment with which it was delivered; and (b) software and accompanying documentation identified in
an Order as "Application Software" only on any single unit of equipment for as long as Customer is current in the
payment of all applicable software license fees. “Base Software” and “Application Software” are referred to
collectively as “Software”.
Services Agreement - 7668 Managed Print Services Page 69 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
28
A. Customer has no other rights and may not: (a) copy, distribute, modify, create derivatives of, decompile, or
reverse engineer Software; (b) activate Software delivered with the Equipment in an inactivated state; or (c) allow
others to engage in same.
B. Title to, and all intellectual property rights in, Software will reside solely with Xerox and/or its licensors, who will be
considered third-party beneficiaries of this subsection.
C. The Base Software license will terminate (a) upon the expiration of any individual Agreement under which
Customer has rented or leased the Equipment, unless Customer has exercised an option to purchase the
Equipment or if (b) if Customer is a lessor of the Equipment and its first lessee no longer uses or possesses the
Equipment; or (c) if Customer no longer uses or possesses the Equipment.
D. Neither Xerox nor its licensors warrant that Software will be free from errors or that its operation will be
uninterrupted.
E. Software may contain code capable of automatically disabling the Equipment. Disabling code may be activated if:
(i) Xerox is denied access to periodically reset such code; (ii) you are notified of a default under this Agreement;
or (iii) your license is terminated or expires
F. The foregoing terms do not apply to Diagnostic Software or to software/documentation accompanied by a
clickwrap or shrinkwrap license agreement or otherwise made subject to a separate license agreement.
31. Software Support. Xerox (or a designated servicer) will provide the software support set forth below (“Software
Support”). For Base Software, Software Support will be provided during the initial Term of the applicable Order and
any renewal period but in no event longer than 5 years after Xerox stops taking customer orders for the subject model
of Equipment. For Application Software, Software Support will be provided as long as Customer is current in the
payment of all applicable fees.
A. Xerox will maintain a web-based or toll-free hotline during Xerox’s standard working hours to report Software
problems and answer Software-related questions.
B. Xerox, either directly or with its vendors, will make reasonable efforts to: (a) assure that Software performs in
material conformity with its user documentation; (b) provide available workarounds or patches to resolve Software
performance problems; and (c) resolve coding errors for (i) the current Release and (ii) the previous Release for a
period of six (6) months after the current Release is made available to Customer. Xerox will not be required to
provide Software Support if Customer has modified the Software.
C. New releases of Software that primarily incorporate compliance updates and coding error fixes are designated as
"Maintenance Releases" or “Updates”. Maintenance Releases or Updates that Xerox may make available will be
provided at no charge and must be implemented within 6 months. New releases of Software that include new
content or functionality (“Feature Releases”) will be subject to additional license fees at Xerox’s then-current
pricing. Maintenance Releases, Updates, and Feature Releases are collectively referred to as “Releases”. Each
Release will be considered Software governed by the Software License and Software Support provisions of the
Contract, unless otherwise noted. Implementation of a Release may require Customer to procure, at Customer’s
expense, additional hardware, and/or software from Xerox or another entity. Upon installation of a Release,
Customer will return or destroy all prior Releases. Xerox may annually increase the Annual Renewal and
Support-Only Fees for Application Software. This adjustment will take place at the commencement of each
government Customer’s annual contract cycle.
32. Diagnostic Software. Software used to maintain the Equipment and/or diagnose its failure or substandard
performance (collectively "Diagnostic Software") is embedded in, resides in, or may be loaded on the Equipment.
Title to Diagnostic Software will remain with Xerox or its licensors. Customer agrees that Customer’s acquisition of
the Equipment does not grant Customer a license or right to use Diagnostic Software for any purpose, or allow third
parties to do so. Customer agrees at all times to allow Xerox reasonable access to the Equipment to access,
Services Agreement - 7668 Managed Print Services Page 70 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
29
monitor, and otherwise takes steps to prevent unauthorized use or reproduction of Diagnostic Software, provided that
such access to Customer’s facility will be during normal business hours.
Services Agreement - 7668 Managed Print Services Page 71 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins RFP# 7668
Managed Print Services
30
Attachments
01-Pricing Form
02-Services Master Agreement
03-GSA 70 Terms and Conditions
04 – Letter of Reference
05-Managed Print Services - Complete View Pro Sample
06-Sample Reports
07-Product Brochures
Services Agreement - 7668 Managed Print Services Page 72 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
ACORD® .,__... VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I 06102/OATS 2015 (MM/DOIYYYYJ
THIS CERTIFICATE rs ISSUED AS A MATIER OF INFORMATION ONLY ANO CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED SY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This form is used to report coverages provided to a single specific vehicle or equipment Do not use this form to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER CONTACT
NAME: Chervl Legg
State A Farm 4605 Dave Ziegler Lawser Rd. State Farm Agency E-r11gNNEo MAIL Extl: (970) 226-1306 I rffc Nol: (970) 226-0505
ADDRESS:
Fort Collins, CO 80525 PRODUCER
CUSTOMER ID#:
INSURER($) AFFORDING COVERAGE NAIC#
INSURED INSURER A: Stale Farm Mutual Automobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURl'RB:
4114 S TIMBERLINE RD INSURERC:
FORT COLLINS CO 80525-6034 INSURER Cl:
INSURERE:
DESCRIPTION OF VEHICLE OR EQUIPMENT
Y€AR I MAKE I MANUFACTURER I G31
MODEL I BODY TYPE VEHICLE IDENTIFICATION NUMBl'R
2009 Chevroret BoxTRK 1GBHG31CX91178938
DESCRIPTION SERIAL NUMBER
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD(S) INDICATED, NOTV>llTHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO
\Nl-HCH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICY(IES) DESCRIBED HEREIN IS/ARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES).
lNSR AOD'L. POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRO TYPE Of INSURANCE POLICY NUMBER DATE IMMIDDIYYYY) DATE (MMIDOIYYYY) LIMITS
lXJ VEHICLE LIABILITY I COMBINED SINGLE llMll i
239 5045-027-06 04/27/2015 10/27/2015
BODILY INJURY (Per pe;son) $ 100,000
BODILY INJURY (Per accident) s 300,000
PROPERTY DAMAGE $ 100,000
GENERAL LIABILITY EACH OCCURENCE $
~ OCCURRENCE GENERAL AGGREGATE $
CLAIMS MADE $
INSR LOSS POLICY EFFECTIVE POLICY EXPlkATION
LTR PAY£E TYPE OF INSURANCE POLICY NUMBER DATE (MMIDDIYYYY) DATE (MMIODIYYYY) LIMITS I DEDUCTIBLE
x VEH COLLISION LOSS 0ACV 0 AGREED AMT $ LIMIT
x VEB COMP LJ VEH OTC D 0ACV D 0 STArEDAMT AGREED AMT $ $ 1000 OED LIMIT
D 0 STATED MIT $ 1000 DED
PROPERTY 0ACV 0 AGREEDMff
t--- $ LIMIT
BASIC Fl BROAO 0RC 0 STATED AMT
t--- $ OED
SPECIAL D
t---
REMARKS (INCLUDING SPECIAL CONDlllONS J OTHER COVERAGES) (Attach ACORCI 101, Additional Remarl<• Schedule, If more •paO. Ii requlrodJ
ADDITIONAL INTEREST CANCELLATION
Select one of the following:
The additional Interest desCfibEHl below has been added to the policy{ie$) listed herein by policy number{s).
A req(.leSthas been submitted lo add the additional lntt!reSt descnbed beJaw to the policy{les)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPJRATION DATE THEREOF, NOTICE WILL BE
DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
listed her.ain b ofi numo s .
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDITIONAL INTEREST
ACORD® VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I OAT!:' (MMIDO/YYYY)
~· 06/0212015
THIS CERTIFICATt= 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 CERTlf'ICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This form is used to report coverages provided to a single specific vehicle or equipment. Do not use this form to report llablllty coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER CONTACT
NAME: Cheryl Legg
State Farm Dave Lawser State Farm Agency PHONE
A 4605 Ziegler Rd. IAIC E·MAIL No Ext\: (970) 226-1306 I r..e~ No\: (970) 226-0505
ADDRESS:
Fort Collins, CO 80525 PRODUCER
CUSTOMER ID#:
INSIJRER(SI AFFORDING COVERAGE NAIC#
INSURED INSURER A: State Farm Mutual Automobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURERS:
4114 S TIMBERLINE RD INSURER C:
FORT COLLINS CO 80525-6034 INSURERO:
INSURERE:
DESCRIPTION OF VE:HICLE OR EQUIPMENT
YEAR I MAKE I MANVFACTURER I MODEL I l:lODYTYPE VEHICLE IDENTIFICATION NVMBER
2012 Mazda Mazda 5 Sta Wag JM1 CW2BL4C0119009
OESCRIPT!ON SERIAL NUMBER
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD{S) INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT \MTH RESPECT TO
WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICY(IES) DESCRIBED HEREIN IS/ARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES).
JNSR ADD1. POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRD TYPE OF INSURANCE POLICY NUMSER DATE (MMIDDIYYYY) OATE (MMIDD/YYYYI LIMITS
~ VEHICLE LIABILITY ' COMBINED SINGLE LIMIT $
BODIL y INJURY (Per pe~on) $ 100,000
213 9004-F22-06B 12/22/2014 06/22/2015
BODIL y INJURY {Pe< aecident) $ 300,000
PROPERTY DAMAGE $ 100,000
GENERAL LIABILITY EACH OCCURENCE $
~ OCCURRENCE GENERAL AGGREGATE $
CLAIMS MADE $
INSR LOSS POLICY EFFECTIVE: POLICY EXPIRATION
LTR PAYEE .x VEH TYPE COLLISION OF INSURANCE LOSS POLICY NUMBcR DATE (MMIDDIYYYY) OATe (MMIDDIYYYY) 0ACV 0 AGREED LIMITS AMT I DEDUCTIBLE $ LIMIT
.x VEH COMP LJ VEH OTC 0 0ACV 0 0 AGREED STATED AMT AMT $ $ 1000 LIMIT OED
D 0 STATEDMff $1000 OED
PROPERTY D ACV 0 AGREED AMT
- $ LIMIT
BASIC Fl BROAD D RC 0 STATEOAMT
- $ OED
SPECIAL 0
>---
REMARKS (INCLUDING SPECIAL CONDITIONS I OTHER COVERAGES) (Attach ACORD 101, Addlllonal Romarks SChO<lulO, II more apace Is required)
ADDITIONAL INTEREST
Select one of the following:
The addition.al il'ltef.est describad below has been added to lhe policy(les) listed herein by policy 11umber(s).
A request has bMr"l submitted to add the addiliona.I interest desctlbed below to the pollcy(ies}
Hsted herein b Ii mb~ s .
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED
NAME AND ADDRESS OF AIJOITIONAL INTEREST
City of Fort Collins
P.O. Box580
ACORD® VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I DATE (MM/DDNYYY)
~ 06/02/2015
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($), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This form Is used to report coverages provided to a single specific vehicle or equipment. Do not use this form to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER CONTACT
NAME: Cheryl Legg
State A, Farm 4605 Dave Ziegler Lawser Rd. Slate Farm Agency E-wgN~o MAIL Ertl: (970) 226-1306 I r.e~ Nol: (970) 226-0505
ADDr<ess:
Fort Collins, CO 80525 PRODUCER
CUSTOMER 10 #:
INSURER(SJ AFFORDING COVt;RAGE NAIC#
INSURED INSURER A: State Farm Mulual Automobile Insurance Compimy 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURERS:
4114 S TIMBERLINE RD INSURER C:
FORT COLLINS CO 80525-6034 INSURERO:
INSURERE:
DESCRIPflON OF VEHICLE OR EQUIPMENT
YEAR I MAKE I MANUFACTURER I Focus
MOOR I 4DR
BODY TYPE VEHICLE IDENTIFICATION NUMBER
2005 FORD 3FAHP37N75R112521
DESCRIPTION SERIAL NUMBER
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POUCY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD{S) 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 POLICY{IES) DESCRIBED HEREIN ISIARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES)_
INSR AOD'L POLICY EFFECTIVE POLICY EXPIRATION
LTR IUSRD TYPE OF INSURANCE POLICY NUMBER DATE IMMIDD/YYYY) DATE (MfMJD/YYYY) LIMITS
lX1 VEHICLE LIABILITY COMBINED SINGLE LIMIT $
BODILY INJURY (Pe; perwn) $ 100,000
100 5927-002-060 04/02//2015 10102/2015
BODILY INJURY (Per accident) $ 300,000
PROPERTY DAMAGE $ 100,000
=GENERAL i OCCURRENCE LIABILITY EACH GENERAL OCCURENCE AGGREGATE $ $
CLAIMS MADE s
INSR LOSS POLICY EFFECTIVE POLICY EXPIRATION
LTR PAYEE TYPE OF INSURANCE POLICY NUMBER DATE (MMIOD/YYYY) DATE (MMIDDIYYYY) LIMITS I DEDUCTIBLE
VEH COLLISION LOSS 0ACV 0 AGREED AMT $ LIMIT
-
D 0 STATEDAMT $ OED
VEH COMP LJ VEH OTC DACV 0 AGREEDAMT $ LIMIT
-
D 0 STATED AMT $ OED
= PROPERTY BASIC Fl BROAD 0ACV D AGREED AMT
$ LIMIT
QRC 0 STATED AMT
$ DEO
SPECIAL D
~
REMARKS (INCLUDING SPECIAL CONDITIONS I OTHER COVERAGES) (Attach ACORD 101, Additional Remarl<o Sch•dulo, If more epaeo I• roqulrod)
ADDITIONAL INTEREST CANCELLATION
Select one of the following:
The additional interest described below ha.s bAen added to Iha policy(ies) fisted herein by policy number(s}
A request has been submiUed to add tM ~ddilional lnterest described belO"N lo lhe pdicy(ies)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
ACORD® VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I DATE (MMIDDNYYY)
~· 06/0212015
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 AFF=ORDED BY THE POLICIES
BELOW. THIS CERTIF=ICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This fonn is used to report coverages provided to a single specific vehi<;le or equipment. Do not use this fonn to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER CONTACT
NAME: Cheryl Legg ..
State Farm Dave Lawser State Farm Agency r.ngN,:;, Ext\: (970) 226· 1306 I r.e~ Nol: (970) 226-0505
~} 4605 Ziegler Rd. E-MAIL
ADDRESS:
Fort Collins, CO 80525 PROPUCER
CUSTOMER ID#:
INSURER(Sl AFFORDING COVERAGE NAIC#
INSURED INSURER A: State Farm Mutual Automobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURER B:
4114 S TIMBERLINE RD INSURERC:
FORT COLLINS CO 80525-6034 INSURER D:
INSURER E:
DESCRIPTION OF VEHICLE OR EQUIPMENT
YEAR I MAKE/MANUFACTURER I E250
MODEL I Van
BODY TYPE VEHICLE IDENTIFICATION NUMBER
2006 FORD 1 FTNS24L06DA62967
DESCRIPTION SERIAL NUMBER
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
t
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 POLICY(IES) DESCRIBED HERt:IN IS/ARE SUBJECT TO
ALL IHE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES).
INSR AOD'L POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRO TYPE OF INSURANCE POLICY NUMBER PATIO JMMIDDIYYYY) DATE (MMJD()IYYYY)
Lll.llTS
~ VEHICLE LIABILITY COMBINED SINGLE LIMIT s
012 8787-A17-06H 01/17(2015 07/1712015
BODILY INJURY (Per t)<ltsoo) $ 100,000
BODILY INJURY (Per accident) $ 300,000
PROPERTY DAMAGE $ 100,000
GENERAL LIABILITY EACH OCCURENCE $
~ OCCURRENCE GENERAL AGGREGATE $
CLAIMS MADE i
$
INSR LOSS POLICY EFFECTIVE POLICY EXPIRATION
LTR PAYEE TYPE OF INSURANCE POLICY NUMBER DATE {MMIDDIYYYY) DATf (MMJOOIYYYV) LIMITS I DEDUCTIBLE
4 VEH COLLISION LOSS OACV 0 AGREED MIT $ LIMIT
D 0 STATED AMT $ 1000
OED
x VEH COMP LJ VEH OTC 0ACV 0 AGREED AMT $ LIMIT
D 0 STATEDAMT s 1000 OED
PROPERTY 0ACV 0 AGREED AMT
= BASIC Fl BROAD ORC 0 STATED AMT $ LIMIT
SPECIAL D $ ~
,,____
REMARKS (INCLUDING SPECIAL CONDITIONS I OTHER COVeRAGES) (Attach ACORD 101, Additional Romorks Schedule, If more 1pitO I$ roqulre<I)
ADDITIONAL INTEREST
Select one of the following:
The addltiona1 interest <lascriced below has been added to lhe policy(ies) list.ad herein by po~cy number{s)
ACORD® L.,_,---- VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE
I DATE [MMIODIYYYY)
0610212015
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($), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This form ls used to report coverages provided to a single specific vehicle or equipment. Do not use this fonn to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that putpose.
PRODUCER CONTACT
NAME: Cheryl Legg
State A Farm 4605 Dave Ziegler Lawser Rd. State Farm Agency ~oMo~~s~: r,::gNJo Ext\: (970) 226-1306 I ma No': (970) 226-0505
Fort Collins, CO 80525 ~~~~gm ID#:
INSURER/$! AFFORDING COVERAGE NAIC#
INSURED INSURER A: State Farm Mutual Automobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURERB:
4114 S TIMBERLINE RD INSURERC:
FORT COLLINS CO 80525-6034 INSURERD:
INSURERE:
DESCRIPTION OF VEHICLE OR EQUIPMENT
YEAR I MAKE I MANUFACTURER I F150
MOO EL I BODY TYPE VEHICLE IDENTIFICATION NUMBE~
2012 Ford Pick Up 1FTF\N1ET1CFA59206
DESCRIPTION SERIAL NUMBER
COVERAGES CERTIFICATE NUMBER· REVISION NUMBER·
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOO(S) INDICATED, NOTWITHSTANDING ANY REQUIREMENT, ff RM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO
\NHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICY{IES) DESCRIBED HEREIN IS/ARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES).
INSR Ai'.JD'L POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRO TYPE OF INSURANCE POLICY NUMBER DATE IMM/ODIYYYY) DA TE (MMIDDIYYYY) LIMITS
~ VEHICLE LIABILITY COMBINED SINGLE LIMIT $
651 7754·A20-06Q 01120/2015 0712012015
BODILY INJURY [Per p-0n;on) $ 250,000
BODILY INJURY (Per accidenl) $ 500,000
PROPERTY DAMAGE $ 100,000
=GENERAL l OCCURRENCE LIABILITY GENERAL EACH OCCURENCE AGGREGATE $ $
CLAIMS MADE $
INSR LOSS POLICY EFFECTIVE POLICY EXPIRATION
LTR PAYEE TYPE OF INSURANCE; POLICY NUMBER DATE (MMIDDIYYYY) DATE (MMIDDIYYYY) LIMITS I DEDUCTIBLE
- x VEH COLLISION LOSS 0ACV 0 AGREED AMT $ LIMIT l
D 0 STATED AMT $ 250 DED
x VEH COMP LJ VEH OTC 0ACV 0 AGREED AMT $ LIMIT I
D 0 STATEOAMT $ 250 OED
PROPERTY 0ACV D AGREEOMff
.~ $ LIMIT
- BASIC . Fl BROAD D RC 0 STATEDAMT $ OED
SPECIAL D
,...._
REMARKS (INCLUDING SPECIAL CONDITIONS/ OTHER COVERAGES) (Att•oh ACORO 101, Additional Remorl<& S(hodule, If more •pace 11 roqWed)
ADDITIONAL INTl:REST CANCELLATION
Select one of the following:
The additional Interest described beiow has been added to the policy{1es) llsled hArein by policy number(s)_
~f~i~~~~ be~~ su~~~~ ~a-add lha a<fdilional lnlerestoescnb&O below to the: poliey{ies)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL EIE
DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDITIONAL INTEREST
1-~~~~~~~~~~-'---'~~~~'---'-~~~~~~~~~~~~+--
N AME AND ADDRESS OF ADDITIONAL INTEREST X ADDITIONAL INSURED LOSS PAYEE
ACORD®
~
VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I DATE (MMIDDIYYYY)
06/02/2015
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 C!:RTIFICA TE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERrtFICATE HOLDER.
This form is used to report coverages provided to a single specific vehicle or equipmenl Do not use this form to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 26 for that purpose.
PRODUCER CONTACT
NAME: Cheryl Legg
StateFarm A 4605 Dave Ziegler Lawser Rd. State Farm Agency E-ri:)MAIL gNJ'o Extl: (970) 226-1306 1 rie~ N<>l= (970) 226-oso5
ADDRESS:
Fort Collins, CO 80525 PRODUCER
CUSTOMER ID#:
INSURER(SI AFFORDING COVERAGE NAIC#
INSURED INSURER A: Stale Farm Mutual Automobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURERB:
4114 S TIMBERLINE RD INSURERC:
FORT COLLINS CO 80525-6034 INSURERD:
INSURERE:
DESCRIPTION OF VEHICLE OR EQUIPMENT
YEAR I MAKE I MANUFACTURER I MODEL I BODY TYPE VEHICLE IDENTIFICATION NUMlll:R
2007 Mazda Mazda 5 Sta Wag JM1CR293X70137064
DESCRIPTION SERIAL NUMB~R
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD(S) INDICATED, NOllMiHSTANDING 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 POLICY(IES) DESCRIBED HEREIN IS/ARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY(IES).
INSR AOO'L POLICY EFFECTIVE POLICY El(l'IRATION
LTR INSRO TYPE OF INSURANCE POLICY NUMBER DATE (MMIOOIYYYY) DATE (MMIODIYYYY) LIMITS
cXj VEHICLE LIABILITY COMBINED SINGLE LIMIT $
150 1318-023-068 04/23/2015 10/23/2015
BODILY INJURY (Per person) s 100,000
BODILY INJURY (Per accidenl) s 300,000
PROPERTY DAMAGE $ 100,000
G!!NERAL LIABILITY EACH OCCURENCE $
l OCCURRENCE I GENERAL AGGREGATE $
CLAIMS MADE $
INSR LOSS POLICY EFFECTIVE POLICY EXPIRATION
LTR PAYEf TYPE OF INSURANCE POLICY NUMBER DA TE (MMIODIYYYY) DATE (MMIDDIYYYYJ LIMITS I DEDUCTIBLE
4 VEH COLLISION LOSS OACV 0 AGREED AMT s LIMIT
0 0 STATEDMff $1000 DEO
4 VEH COMP LJ VEH OTC OACV 0 AGREED AMT $ LIMIT I
0 0 STATED AMT $ 1000 OED •
= PROPERTY BASIC Fl BROAD 0ACV 0 AGREED AMT
$ LIMIT
ORC 0 STATED AMT
$ OED
SPECIAL 0
~
REMARKS (INCLUDING SPECIAL CONDITIONS /OTHER COVERAGES) (Attach ACORD 101, Addlllonal Rem<ri« Schedule, If more 1p1<e I• requl1$d)
ADDITIONAL INTEREST CANCELLATION
select one of th~ following:
The addmonal interest described below has been add~d ta the (}Olicy(i~s) listed herein by pohcy number{s).
A request has been submitted to add the acirntional interest desaibed below to the pollcy(~es)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLEO
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
ACORD® VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I DAiE (MMIDOIYYYYJ
1,,,......---· 0610212016
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTE;ND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This fonn Is used to report coverages provided to a single specific vehicle or equipment. Do not use this fonn to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER ~~~~~CT Cheryl Legg
State Farm Dave Lawser State Farm Agency
A r,::g"Jo Extl; (970) 226-1306 I 1~~ Nol: (970) 226·0505
4605 Ziegler Rd. E-MAIL
ADDRESS:
Fort Collins. CO 80525 PRODUCER
CUSTOMER 10 #:
INSURER[SI AFFORDING COVERAGE NAIC#
INSURED lllSURER A: State Fann Mutual Au lo mobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURERe:
4114 S TIMBERLINE RD INSURERC;
FORT COLLINS CO 80525-6034 INSURERD:
INSURERE:
DESCRIPTION OF VEHICLE OR EQUIPMENT
YEAR I MAKE/MANUFACTURER I HHR
MODEL I BODY TYPE VEHICLE IDEONTIFICATION NUMBER
2006 Chevrolet SportWG 3GNDA23P96S590470
DESCRIPTION SERIAL NUMBER
COVERAGES CERllFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD(S) INDICATED, NOTv\JJTHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO
'NHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICY(IES) DESCRIBED HEREIN ISIARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POUCY(IES).
INSR ADO'L POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRO TYPE OF INSURANCE POLICY NUMBER DATE {MMIDD/YYVY) DATE (MMIDD/YYYY) LIMITS
.xi VEHICLE LIABILITY COMBINED SINGLE LIMIT $
162 6010-A21-06A 01/2112015 07/2112015
BODILY INJURY (Par person) $ 100,000
BODILY INJURY (Par acci:ienl) $ 300,000
PROPERTY DAMAGE s 100,000
GENERAL LIABILITY EACH OCCURENCE $
~ OCCURRENCE ' GENERAL AGGREGATE $
ClAlMSMADE $
1NSR LOSS POLICY EFFECTIVE POLICY EXPIRATION
LTR PAYE< x VEH TYPE COLLISION OF INSURANCE LOSS POLICY NUMBER DATE (MMIDD/YYYY) DATE (MMIDD/YYYY) OACV 0 AGREED LIMITS AMT I DEDUCTIBLE s LIMIT
x VEH COMP LJ VEH OTC D 0ACV 0 0 STATED AGREED AMT AMT $ $ 1000 OED LIMIT
D 0 STATED AMT s 1000 OED
= PROPERTY BASIC Fl BROAD 0ACV 0 AGREED AMT
$ LIMIT
0RC 0 STATED AMT
$ OED
SPECIAL D
.----
REMARKS (INCLUDING SPECIAL CONDITIONS I OTHER C0Ve.RAGE$) (Attach ACORD 101, AddlU<>nal R•marks Schedule, If more spate I• required)
ADDITIONAL INTEREST CANCELLATION
Select one of the following:
The addilional Interest des-cnlled below has been added lo the poticy{illS) listed herein by poliC}' nvmber{s}
A request nas been submitted to add the additional interest desctibed below to the policy(ies)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCelLED
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ,
listed herein 11 number s
ACORD® VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE I DATE (MMIODIYYYY)
I._-.---' 06/02/2015
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED av THE POLICIES
BELOW. THIS CERTIFJCA TE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER{S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
This fonn Is used to report coverages provided to a single specific vehicle or equipment. Do not use this form to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER CONTACT
NAME: Cheryl Legg
State A. Farm Dave 4605 Ziegler Lawser Rd. State Farm Agency E-r,:JgNJa MAIL Exll: {970) 226-1306 I r.e~ Nol: (970) 226-0505
ADDRESS:
Fort Collins, CO 80525 PRODUCER
CUSTOMER ID#:
INSURER($) AFFORDING COVERAGE NAIC#
INSURED INSURER A: State Farm Mutual Automobile Insurance Company 25178
PROFESSIONAL DOCUMENT SOLUTIONS INC INSURER B:
4114 S TIMBERLINE RD INSURERC:
FORT COLLINS CO 80525-6034 lllSURER D:
IMSURER E:
DESCRIPTION OF VEHICLE OR EQUIPMENT
YIOAR I MAKE I MANUFACTURER I MODEL I Van
BODYTYPe VEHICLE IDENTIFICATION NUMBER
2010 FORD Transit CO NMOLS6AN6AT007 455
DESCRIPTION SERIAL NUMBER
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD(S) 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 POLICY(IES) DESCRIBED HEREIN IS/ARE SUBJECT TO
ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POUCY(IES).
INSR AOD'L POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRD TYPE OF INSURANCE POLICY NUMBER DATE (MMIDDIYYYYJ DATE (MMIDDIYYYYI
LIMITS
lXJ VEHICLE LIABILITY COMBINED SINGLE LIMIT $
BODILY INJURY (Per person) $ 100,000
174 8583-020-06A 04(2012015 10(2012015
BODILY INJURY (Per accidenl) $ 300,000
PROPERTY DAMAGE $ 100,000
R GENERAL OCCURRENCE LIABILITY : EACH GENERAL OCCURENCE AGGREGATE $ $
CLAIMS MADE $
INSR LOSS POLICY EFFECllVE POLICY EXPIRATION
LTR PAYEE TYPE OF INSURANCE POLICY NUMBER DATE (MMIDDIYYYY) DATE (MMIDOIYYYY) LIMITS I DEDUCTIBLE
~ VEH COLLISION LOSS OACV 0 AGREED AMT $ LIMIT
D 0 STATEDAMT $ 1000
x VEHCOMP LJ VEHOTC DACY 0 AGREEOAMT $ OED LIMIT
D 0 STATED AMT $ 1000 OED
= PROPERTY BASIC Fl BROAD OACV 0 AGREED MIT
$ LIMIT
D RC 0 STATED AMT
$ DED
SPECIAL D
r-
REMARKS (INCLUDING SPECIAL CONDITIONS IOrHER COVERAGES) (Att•ch ACORD 101, Addlllanal Remarks Schedule, If more $pac• I• required)
ADDITIONAL INTEREST CANCELLATION
Select one of the following:
TM .additional inter.est described below has been. added to the policy{ies) listed herein by policy number(s)
A roqunst has been submitted 10 sdd lhe additional interest desetibed below lo lhe pd.!cy(ies)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
aEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
listed herein b oli umbe( s .
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDITIONAL INTEREST
l-N-A_M_E_A_N_D_A_D_D_R_E_SS_O_F_A_D_D_ITI_O_N_A_L_IN~T-E-R~E-ST---~~~-------------r:-x"71 ADDITIONAL INSURED LOSS PAYEE
City of Fort Collins LENDER'S LOSS PAYEE
P.O. Box 580 LOAN I LEASE NUMBER
Fort Collins, CO 80622
ATION. All rights reserved.
ACORD 23 (2010/05) The ACORD name and logo are registered marks of ACORD
1004361 142987.2 01-28-2013
l
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDITIONAL INTERE$T
1--~~~~~~~~~~-'----'~~~--''---'-~~~~~~~~~~~~r--~
NAME AND ADDRESS OF ADDITIONAL INTER!'OST X ADDITIONAL INSURED LOSS PAYEE
City of Fort Collins LENDER'S LOSS PAYEE
P.O. Box 580 LOAN/LEASE NUMBER
Fort Collins, CO 80522
'.
ACORD 23 (2010/05) The ACORD name and logo are registered marks of ACORD
1004361 142987.2 01-28-2013~
'
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
r ad hereln 11 mber s .
VEHICLE I EQUIPMENT INTEREST: 1.-EASEO FINANCED DESCRIPTION OF THE ADDITIONAL 1NTERE$T
1--~~~~~~~~~~---'-----'~~~~'----'-~~~~~~~~~~~~-1-~
NAME ANO ADDRESS OF ADDITIONALINTEREST X ADDITIONAL INSURED LOSS PAYEE
City of Fort Collins LENDER'S LOSS PAYEE
P.O. Box 580 LOAN I LEASE NUMBER
Fort Collin:o, CO 80522
N. All rights reserved.
ACORD 23 (2010/05)
_,
[
I
1004361 142987.2 01-28-201:>
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
City of Fort Collins LENDER'S LOSS PAYEE
P.O. Box 580 LOAN I LEASE NUMBER
Fort Collins, CO 80522
TION. All rights reserved.
ACORD 23 (2010/05) The ACORD name and logo are registered marks of ACORD
1004361 142987.2 01-28-2013'
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
A request has been submitled ta add the additional interest de$Cflbed below to the policy(ies)
listed herein b oil number s
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDITIONAL INTeREST
1-NA_M_E_A_N_D_AD_DR_ES_S_O_F-AD_D_ITI_O_N_A_L_IN~T-E~RE_S_T---~~-------------,..,...x..,-, ADDITIONAL INSURED LOSS PAYEE
City of Fort Collins LENDER'S LOSS PAYEE
P.O. Box 580 LOAN I LEASE NUMBER
Fort Collins, CO 80522
I
I
ACORD 23 (2010105) The ACORD name and logo are registered marks of ACORD
1004361 142987.2 01-28-201:it
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
'. BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
l DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
listed herein b Ii number s .
VEHICLE I EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDl110NAL INTEREST
l-N-A_M_E_AN_D_A_D_DR_E_S_S_O_F _All_D_lll_O_N_A_L~IN~TE-R~E-S-T--~~~------------t-;xc-71 ADDITIONAL INSURED LOSS PAYEE
City of Fort Collins LENDER'S LOSS PAYEE
P.O. Box 580 LOAN I LEASE NUttaER
Fort Collins, CO 80522
·;
ACORD 23 (2010/05) The ACORD name and togo are registered marks of ACORD
1004361 142987 .2 01-28-2013
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Fort Collins, CO 60522
ACORD 23 (2010/05}
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
: BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
DELIVERED m ACCORDANCE WITH THE POLICY PROVISIONS.
DESCRIPTION Of n1e ADDITIONAL INTEREST
X ADDITIONAL INSURcD
LENDER'S LOSS PAYEE
LOAN I LEASE NUMBER
LOSS PAYEE
1004361 142987 .2 01-28-2013'
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
1------------'----'----L----'-.------------+-~
NAME AND ADDRESS OF ADDITIONAL INTEREST X ADDITIONAL INSURED LOSS PAYEE
City of Fort Collins LENOER'S LOSS PAYEE
P.O. Box580 LOANILEASENUMBER
Fort Collins. CO 80522
ACORD 23 (2010/05) The ACORD name and logo are registered marks of ACORD
1004361 142967.2 01-28-2013'.
-------·----·- ·----------------------
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
GIGABIT -Gigabit Ethernet Kit $288 $0.00 Y
GROUNDESD -ESD Protection Kit $ $0.00 Y
INTEGSFT -Integrated Square Fold Trimmer $7,560 $50.00 Y
JBAKIT2 -Job Based Accounting $360 $0.00 Y
LEFT-UI -Left UI Kit $85 $0.00 Y
LUI2TOHCF -Oversize HCF 2T FCW UI Mount Kit $ $0.00 Y
MUA -D4 Z Folder $2,460 $0.00 Y
PDFKIT2 -PDF Kit $2,052 $0.00 Y
SA1-HID2 -HID Reader USB Version $500 $8.00 Y
SA1-MAG2 -Magstripe Reader USB Version $428 $7.00 Y
SA1-MIF2 -Mifare/HID I-Class USB Version $500 $8.00 Y
SA-HID125 -Secure Access s/w w/ HID 125KHz Reader $671 $11.00 Y
SA-MAGSTR -Secure Access s/w w/ Mag Stripe Reader $576 $10.00 Y
SA-MIFARE -Secure Access s/w w/ MiFare Reader $671 $11.00 Y
SECRWATR -Secure Watermark Kit $716 $0.00 Y
STAPLER2 -Convenience Stapler $215 $0.00 Y
USBENABL -USB Enablement Kit $215 $0.00 Y
USBHUB -USB HUB Kit $108 $0.00 Y
Services Agreement - 7668 Managed Print Services Page 37 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
SA-MIFARE -Secure Access s/w w/ MiFare Reader $671 $11.00 Y
----------------------------------------------- $ $0.00 Y
1DAYAIR2 -Next Day Air Delivery to Customer $64 $0.00 Y
DRCINST -Carrier Delivery & Install $71 $0.00 Y
------------------------------------------------- $ $0.00 Y
F4B -320GB Hard Disk $303 $0.00 Y
PTRAY4 -Additional 550 Sheet Tray $190 $0.00 Y
PTRAY5 -Additional 550 Sheet Tray $190 $0.00 Y
PTRAY6 -Additional 550 Sheet Tray $190 $0.00 Y
UNICODE -Unicode Kit $191 $0.00 Y
XNB -Memory Upgrade $546 $0.00 Y
XND -Wireless Option $151 $0.00 Y
3610DN $661 $0.00 0 0 $0.0129 $0.0000 $0 $0 N
MAY Choose One of the Following: $ $0.00 N
1DAYAIR2 -Next Day Air Delivery to Customer $64 $0.00 N
DRCINST -Carrier Delivery & Install $71 $0.00 N
------------------------------------------------- $ $0.00 N
3610KIT -Productivity Kit 512MB $120 $0.00 N
MB6 -Wireless Networking Adapter $99 $0.00 N
PHTRAY1 -Phaser Additional 550 Sheet Tray $151 $0.00 N
PHTRAY2 -Phaser Additional 550 Sheet Tray $151 $0.00 N
PHTRAY3 -Phaser Additional 550 Sheet Tray $151 $0.00 N
PRODKIT -Productivity Kit 4GB $199 $0.00 N
STNDSTORE -Stand with Storage $299 $0.00 N
6600DN $704 $0.00 0 0 $0.0199 $0.1190 $0 $0 N
MAY Choose One of the Following: $ $0.00 N
1DAYAIR2 -Next Day Air Delivery to Customer $64 $0.00 N
DRCINST -Carrier Delivery & Install $71 $0.00 N
------------------------------------------------- $ $0.00 N
LB1 -550-Sheet Feeder Adjustable to A4/Legal $299 $0.00 N
LB4 -Productivity Kit w/ 160GB Hard Drive $349 $0.00 N
MB6 -Wireless Networking Adapter $99 $0.00 N
STNDSTORE -Stand with Storage $299 $0.00 N
YVA -Productivity Kit w/512MB Memory $149 $0.00 N
Services Agreement - 7668 Managed Print Services Page 36 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
W7835PT $4,248 $0.00 0 0 Yes $0.0056 $0.0456 $225.00 $330.00 Y
OFCFINRLX -Office Finisher $608 $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
FINLX-3HP -2/3-Hole Punch $160 $0.00 Y
W7845PT $4,839 $0.00 0 0 Yes $0.0056 $0.0456 $225.00 $330.00 Y
OFCFINRLX -Office Finisher $608 $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
FINLX-3HP -2/3-Hole Punch $160 $0.00 Y
W7855PT $4,848 $0.00 0 0 Yes $0.0056 $0.0396 $275.00 $360.00 Y
OFCFINRLX -Office Finisher $608 $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
FINLX-3HP -2/3-Hole Punch $160 $0.00 Y
WC3615DN $671 $0.00 0 0 Yes $0.0056 $0.0000 $0.00 $270.00 N
DRCINST -Carrier Delivery & Install $71 $0.00 N
MB6 -Wireless Networking Adapter $99 $0.00 N
STNDSTORE -Stand with Storage $299 $0.00 N
WCTRAY1 -WC Additional 550 Sheet Tray $151 $0.00 N
WC5330PT $2,103 $0.00 0 0 Yes $0.0056 $0.0000 $175.00 $265.00 Y
OFC-FINLX -Office Finisher $663 $0.00 Y
1FAXLINA -Single Line - LAN - iFAX Kit $431 $0.00 Y
POST-KIT1 -Postscript 3 Kit $324 $0.00 Y
SCNOPTNS -Network Scan $575 $0.00 Y
5865APT $5,057 $0.00 0 0 Yes $0.0056 $0.0000 $217.00 $277.00 Y
OFF50FINR -2K RoHS Ofc Finisher MuliPos Staple $512 $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
3HOLE -3 Hole Punch Kit $90 $0.00 Y
W7220PT $3,030 $0.00 0 0 Yes $0.0056 $0.0456 $207.00 $290.00 Y
OFCFNLX -Office Finisher $624 $0.00 Y
LINE1FAX -Single Line Fax Kit $383 $0.00 Y
XM2 -PostScript Kit $324 $0.00 Y
6505DN $1,033 $5.00 0 0 Yes $0.0056 $0.0500 $0.00 $0.00 N
DRCINST -Carrier Delivery & Install $71 $0.00 N
BXC -Wireless Network Adapter $176 $0.00 N
YPX -250 Sheet Feeder $199 $0.00 N
YVA -Productivity Kit w/512MB Memory $149 $0.00 N
Services Agreement - 7668 Managed Print Services Page 35 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MUST Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
INSTSECUR -Secure Access Install 36 $2.88 $2.88 $2.27 $1.90
INSTSTD -Non-Secure Access Install 36 $0.00 $0.00 $0.00 $0.00
--------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MUST Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
EBMNOFIN -For ESPRESSO w/o Finisher 36 $0.00 $0.00 $0.00 $0.00
MLA -D4 Stapler Finisher 2/3 Hole Punch 36 $119.31 $119.31 $93.99 $78.90
TKX -Booklet Finisher 36 $214.52 $214.52 $168.99 $141.87
----------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MUST Choose One of the Following 36 $0.00 $0.00 $0.00 $0.00
BYPASS -Bypass Chute 36 $8.44 $8.44 $6.65 $5.58
EBMNOFEED -For ESPRESSO w/o Feed 36 $0.00 $0.00 $0.00 $0.00
HIGHCAPFD -High Capacity Feeder 36 $60.26 $60.26 $47.47 $39.85
OVRSZHCF -Oversized HCF 36 $156.41 $156.41 $135.95 $123.76
------------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
Services Agreement - 7668 Managed Print Services Page 34 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
UNICODE -Unicode Kit 36 $6.39 $6.39 $5.04 $4.23
XMW -550 Sheet Paper Tray 36 $6.03 $6.03 $4.74 $3.98
XNB -Memory Upgrade 36 $18.28 $18.28 $14.39 $12.09
XND -Wireless Option 36 $5.05 $5.05 $3.98 $3.34
4622DT Phaser 4622: 65ppm Monochrome Laser
Printer, 2-Sided Print, Network, 2-550-Sheet
Tray,100-Sheet Multi-Purpose Tray 110V
65 36 $38.32 $38.32 $30.18 $25.34 0 0 $0.0103 $0.0000 Yes Yes
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
XMX -High Capacity Feeder 36 $19.08 $19.08 $15.03 $12.62
XYX -3 Inch Tall Flat Stand 36 $5.05 $5.05 $3.98 $3.34
------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
XMY - 500 Sheet Finisher 36 $12.68 $12.68 $10.00 $8.39
XNA -400 Sheet 4 Bin Mailbox 36 $12.68 $12.68 $10.00 $8.39
--------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
SA-HID125 -Secure Access s/w w/ HID 125KHz
Rdr 36 $33.46 $33.46 $28.69 $25.86
SA-MAGSTR -Secure Access s/w w/ Mag
Stripe Rdr 36 $29.29 $29.29 $25.19 $22.76
SA-MIFARE -Secure Access s/w w/ MiFare
Reader 36 $33.46 $33.46 $28.69 $25.86
----------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
1DAYAIR2 -Next Day Air Delivery to Customer 36 $2.15 $2.15 $1.68 $1.42
DRCINST -Carrier Delivery & Install 36 $2.37 $2.37 $1.87 $1.57
------------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
F4B -320GB Hard Disk 36 $10.14 $10.14 $7.99 $6.71
PTRAY4 -Additional 550 Sheet Tray 36 $6.36 $6.36 $5.01 $4.21
PTRAY5 -Additional 550 Sheet Tray 36 $6.36 $6.36 $5.01 $4.21
PTRAY6 -Additional 550 Sheet Tray 36 $6.36 $6.36 $5.01 $4.21
UNICODE -Unicode Kit 36 $6.39 $6.39 $5.04 $4.23
XNB -Memory Upgrade 36 $18.28 $18.28 $14.39 $12.09
XND -Wireless Option 36 $5.05 $5.05 $3.98 $3.34
3610DN PHASER 3610 B/W Laser Printer, up to 47
PPM, Letter/Legal, 1200DPI, USB, Ethernet,
550-Sheet Paper Tray, Automatic 2-Sided
Printing, 110V
47 36 $19.24 $19.24 $15.16 $12.72 0 0 $0.0129 $0.0000 Yes No
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
1DAYAIR2 -Next Day Air Delivery to Customer 36 $2.15 $2.15 $1.68 $1.42
DRCINST -Carrier Delivery & Install 36 $2.37 $2.37 $1.87 $1.57
------------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
3610KIT -Productivity Kit 512MB 36 $4.02 $4.02 $3.17 $2.65
MB6 -Wireless Networking Adapter 36 $3.31 $3.31 $2.61 $2.19
PHTRAY1 -Phaser Additional 550 Sheet Tray 36 $5.05 $5.05 $3.98 $3.34
PHTRAY2 -Phaser Additional 550 Sheet Tray 36 $5.05 $5.05 $3.98 $3.34
PHTRAY3 -Phaser Additional 550 Sheet Tray 36 $5.05 $5.05 $3.98 $3.34
PRODKIT -Productivity Kit 4GB 36 $6.66 $6.66 $5.25 $4.40
STNDSTORE -Stand with Storage 36 $10.01 $10.01 $7.88 $6.62
6600DN Phaser 6600 Color Laser Printer, Letter/Legal,
USB 2.0, 10/100/1000, 600 X 600 X 5 DPI,
PS3/PCL6, 500-Sheet Pater Tray, Auto 2-sided
output, Upto 35 PPM
35 36 $20.51 $20.51 $16.16 $13.56 0 0 $0.0199 $0.1190 Yes No
MAY Choose One of the Following: 36 $0.00 $0.00 $0.00 $0.00
1DAYAIR2 -Next Day Air Delivery to Customer 36 $2.15 $2.15 $1.68 $1.42
DRCINST -Carrier Delivery & Install 36 $2.37 $2.37 $1.87 $1.57
------------------------------------------------- 36 $0.00 $0.00 $0.00 $0.00
LB1 -550-Sheet Feeder, Adjustable to A4/Legal 36 $10.01 $10.01 $7.88 $6.62
LB4 -Productivity Kit w/ 160GB Hard Drive 36 $11.69 $11.69 $9.20 $7.73
MB6 -Wireless Networking Adapter 36 $3.31 $3.31 $2.61 $2.19
STNDSTORE -Stand with Storage 36 $10.01 $10.01 $7.88 $6.62
YVA -Productivity Kit w/512MB Memory 36 $4.99 $4.99 $3.93 $3.30
Services Agreement - 7668 Managed Print Services Page 33 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985
Accounting, PostScript, Full Network Scan,
Server Fax, iFax, Std Output, Init Kit
55 $191.13 $150.56 $126.40 0 0 $0.0046 $0.0396 Yes Yes
OFCFINRLX -Office Finisher Included Included Included
LINE1FAX -Single Line Fax Kit Included Included Included
FINLX-3HP -2/3-Hole Punch Included Included Included
WC7775P (SOT) WorkCentre 7775 Multifunction Device w/ DADF,
Single Board Controller, 4 Paper Trays, 250
Sheet Bypass Tray, Image Security Overwrite,
Nat Kit, FCW UI and Mounting Kit, 1 Waste
Toner Container, Job/Network Accounting Kit ,
Branding/Speed SIM
75 $297.70 $234.50 $196.86 0 0 $0.0046 $0.0396 Yes Yes
ADVCFNR -Advanced Finisher Included Included Included
1LNFAX -Single Line Fax Kit Included Included Included
SCANNING -Full Scanning Kit Included Included Included
WC3615DN WorkCentre 3615DN B/W Multifunctional
Printer, Print/Copy/Scan/Fax, up to 47 PPM,
Letter/Legal, 1200DPI, USB, ETHERNET,
1200x1200DPI, 550-Sheet Paper Tray,
Automatic 2-SIDED Output, 110V
47 $45.61 $35.93 $30.16 0 0 $0.0085 N/A Yes No
DRCINST -Carrier Delivery & Install Included Included Included
MB6 -Wireless Networking Adapter Included Included Included
STNDSTORE -Stand with Storage Included Included Included
WCTRAY1 -WC Additional 550 Sheet Tray Included Included Included
WC5330PT WorkCentre 5330 with 110 sheet DADF,
Tandem Tray Module, Duplex, 2-520 Sheet
Trays, 50 Sheet Bypass Tray, Catch Tray, 160
GB HDD, 1 GB Memory, Scan to Mailbox, Scan
to E-mail, Security, 30 PPM MFP Initialization
Kit, Xerographic Module, Starter Toner
30 $130.71 $102.96 $86.43 0 0 $0.0066 N/A Yes Yes
OFC-FINLX -Office Finisher Included Included Included
1FAXLINA -Single Line - LAN - iFAX Kit Included Included Included
POST-KIT1 -Postscript 3 Kit Included Included Included
SCNOPTNS -Network Scan Included Included Included
----- Periodic Base Charge -----
Services Agreement - 7668 Managed Print Services Page 31 of 72
DocuSign Envelope ID: 982DFFB4-5DBF-4202-BDC1-74BAA5720985