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HomeMy WebLinkAbout5.6 Agreement with Shamrock Office Solutions for Managed Print Servicesr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL Agenda Item 5.6 DATE: February 20, 2024 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT : Agreement with Shamrock Office Solutions for Managed Print Services Prepared by.• Steve Windsor, Chief Information Security Officer EXECUTIVE SUMMARY: The City Council will consider approving a five-year agreement with Shamrock Office Solutions for managed printer and copier services and equipment. The agreement includes a not -to -exceed cost of $200,000 over the five-year term. STAFF RECOMMENDATION: Adopt the Resolution Approving the Agreement Between the City of Dublin and Shamrock Office Solutions for Managed Print Services. FINANCIAL IMPACT: Funding for printer and copier services and equipment is included in the annual Information Technology Fund budget. The estimated five-year cost for printer and copier maintenance services and equipment leasing is $164,750 or $32,950 per year. Staff is requesting an additional $35,250 for annual contingencies and potential printing cost increases above the original estimate. The total proposed compensation is not to exceed $200,000 over the five-year agreement. The cost of the agreement through the remainder of the fiscal year can be covered by the existing budget. The remaining and full cost of the agreement will be included in the upcoming budget proposal for Fiscal Year 2024-25. DESCRIPTION: In January 2024, Staff completed a request for proposals (RFP) process for printer and copier services and maintenance. Proposals were received from Ubeo Business Services, Pacific Office Automation, Xerox Business Solutions, and Shamrock Office Solutions. Respondents were asked to provide the following two options: 1. A per -page cost for black and white and color pages printed per month, using the City's current printer fleet pages per month printer statistics; and Page 1 of 2 1 2. A proposal to replace end -of -life printers in the City's aging inventory of printers with a monthly leasing fee added to a monthly cost per printed page. Through a forced ranking evaluation of the four responding proposals, Staff determined that Shamrock Office Solutions (the City's current service provider) best matched the City's needs, particularly with the second option above. Shamrock provided a comprehensive proposal for replacing the City's printer fleet with new, leased printers at a reduced monthly cost per printed page. The leasing option reduces the City's current spending on printer resources and support by roughly $5,000 per year, while at the same time refreshing 18 of the City's aging printers and copiers via a leasing option. The City has contracted with Shamrock Office Solutions, a Dublin -based company, for equipment and managed print services since 2019, and Staff has been pleased during that period with the printer and copier equipment, as well as the delivery of print services. Staff recommends approving the new agreement with Shamrock for managed print services for five years. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving the Agreement Between the City of Dublin and Shamrock Office Solutions for Managed Print Services 2) Exhibit A to the Resolution - Agreement Between the City of Dublin and Shamrock Office Solutions 3) Request for Proposals for Managed Print Services 4) Shamrock Office Solutions Proposal for Managed Print Services Page 2 of 2 2 Attachment I RESOLUTION NO. XX — 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE AGREEMENT BETWEEN THE CITY OF DUBLIN AND SHAMROCK OFFICE SOLUTIONS FOR MANAGED PRINT SERVICES WHEREAS, the City requires the routine and continuous use of printing and copier services, supplies, and maintenance of its printer and copier hardware fleet; and WHEREAS, in November 2023, Staff issued a Request for Proposals (RFP) for Managed Print Services; and WHEREAS, the City received four responses to the RFP; and WHEREAS, Staff reviewed and evaluated the proposals in accordance with the RFP rating process and contacted proposal submission references; and WHEREAS, the City desires to enter into a five-year Agreement with Shamrock Office Solutions for $200,000 with a term ending February 28, 2029. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Agreement Between the City of Dublin and Shamrock Office Solutions for Managed Print Services, attached hereto as Exhibit A. BE IT FURTHER RESOLVED that the City Council of the City of Dublin authorizes the City Manager or designee to execute the Agreement attached hereto as Exhibit A and make any non -substantive changes to the Agreement to carry out the intent of this Resolution. {Signatures on the following page} Reso. No. XX-24, Item X.X, Adopted XX/XX/2024 Page 1 of 2 3 Attachment I PASSED, APPROVED AND ADOPTED this 20th day of February 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-24, Item X.X, Adopted XX/XX/2024 Page 2 of 2 4 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B Attachment 2 Exhibit A to the Resolution AGREEMENT BETWEEN THE CITY OF DUBLIN AND SHAMROCK OFFICE SOLUTIONS THIS AGREEMENT for Printer and Copier Maintenance services is made by and between the City of Dublin ("City") and Shamrock Office Solutions ("Contractor") (together sometimes referred to as the "Parties") as of February 20, 2024 (the "Effective Date"). Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on February 28, 2029, the date of completion specified in Exhibit A, and Contractor shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Contractor to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as referenced in Section 8. Notwithstanding the foregoing this Agreement may be extended on a month to month basis for up to 6 months upon the written consent of the Contractor and the City Manager, provided that: a) sufficient funds have been appropriated for such purchase, b) the price charged by the Contractor for the provision of the serves described in Exhibit A does not increase. None of the foregoing shall affect the City's right to terminate the Agreement as provided for in Section 8. 1.2 Standard of Performance. Contractor shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged. 1.3 Assignment of Personnel. Contractor shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Contractor shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Contractor shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Subsection 1.2 above and to satisfy Contractor's obligations hereunder. 1.5 Intentionally Deleted. 1.6 Intentionally Deleted. Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum not to exceed $200,000.00, notwithstanding any contrary indications that may be contained in Contractor's proposal, for Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 1 of 15 5 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Contractor's proposal, attached as Exhibit B, regarding the amount of compensation, the Agreement shall prevail. City shall pay Contractor for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Contractor for services rendered pursuant to this Agreement. Contractor shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City in writing, Contractor shall not bill City for duplicate services performed by more than one person. Contractor and City acknowledge and agree that compensation paid by City to Contractor under this Agreement is based upon Contractor's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Contractor. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Contractor and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. No individual performing work under this Agreement shall bill more than 2,000 hours in a fiscal year unless approved, in writing, by the City Manager or his/her designee. Invoices shall contain the following information: ■ Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; ■ The beginning and ending dates of the billing period; • A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; • A copy of the applicable time entries or time sheets shall be submitted showing the following: o Daily logs of total hours worked by each individual performing work under this Agreement o Hours must be logged in increments of tenths of an hour or quarter hour o If this Agreement covers multiple projects, all hours must also be logged by project assignment o A brief description of the work, and each reimbursable expense • The total number of hours of work performed under the Agreement by Contractor and each employee, agent, and subcontractor of Contractor performing services hereunder; ■ The Contractor's signature; • Contractor shall give separate notice to the City when the total number of hours worked by Contractor and any individual employee, agent, or subcontractor of Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 2 of 15 6 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B Contractor reaches or exceeds 800 hours within a 12-month period under this Agreement and any other agreement between Contractor and City. Such notice shall include an estimate of the time necessary to complete work described in Exhibit A and the estimate of time necessary to complete work under any other agreement between Contractor and City, if applicable. 2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Contractor. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within 60 days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Contractor pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Contractor in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Contractor submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Contractor on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit B. 2.6 Intentionally Deleted. 2.7 Payment of Taxes. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Contractor terminates this Agreement pursuant to Section 8, the City shall compensate the Contractor for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Contractor shall maintain adequate logs and timesheets to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Contractor is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. 2.10 Liquidated Damages. Failure of Contractor to respond to problems referred to it by City within the time limits established in Subsection 1.2 of this Agreement shall result in liquidated damages as set forth in Exhibit A. Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 3 of 15 7 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Contractor only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. Contractor shall make a written request to City to use facilities or equipment not otherwise listed herein. 3.1 Safety Requirements. In accordance with generally accepted construction practices and state law, Contractor shall be solely and completely responsible for conditions on the jobsite, including safety of all persons and property during performance of the work. This requirement shall apply continuously and not be limited to normal working hours. Contractor shall take all necessary precautions and provide all necessary safeguards to prevent personal injury and property damage. Contractor shall provide protection for all persons including, but not limited to, its employees and employees of its subcontractors; members of the public; and employees, agents, and representatives of the City and regulatory agencies that may be on or about the work. The services of the City in conducting review and inspection of Contractor's performance is not intended to include review of the adequacy of Contractor's work methods, equipment, bracing or scaffolding, or safety measures, in, on, or near any Contractor jobsite. All work and materials shall be in strict accordance with all applicable state, city, county, and federal rules, regulations and codes, with specific attention to the United States Department of Labor Occupational Health and Safety Administration (OSHA) requirements. Contractor shall be solely responsible for compliance with all city, county, and state explosive transport, storage, and blasting requirements and for any damages caused by such operations. Contractor is hereby informed that work on City property could be hazardous. Contractor shall carefully instruct all personnel working on City property that all conditions of the property are potentially hazardous work areas as to potential dangers and shall provide such necessary safety equipment and instructions as are necessary to prevent injury to personnel and damage to property. Special care shall be exercised relative to work underground. In addition to complying with all other safety regulations, Contractor shall abide by any and all other City requirements contained in any specifications, special conditions or manuals, which shall be made available by City upon request. Contractor shall provide and maintain all necessary safety equipment such as fences, barriers, signs, lights, walkways, guards, and fire prevention and fire -fighting equipment and shall take such other action as is required to fulfill its obligations under this section. It is the intent of the City to provide a safe working environment under normal conditions. CONTRACTOR IS ADVISED THAT CITY'S OPERATIONS AND PROPERTY ARE Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 4 of 15 8 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B INHERENTLY HAZARDOUS BECAUSE OF CONDITIONS SUCH AS CONFINED SPACES, POTENTIALLY EXPLOSIVE ATMOSPHERES, AND POSSIBLE EXPOSURE TO PATHOGENS. Contractor shall maintain all portions of the jobsite in a neat, clean, and sanitary condition at all times. If required by the City, toilets shall be furnished by Contractor where needed for use of its employees and their use shall be strictly enforced. Contractor shall not use the City's existing sanitary facilities, unless previously authorized by the City. Contractor shall keep adequate first aid facilities and supplies available and instruction in first aid for its employees shall be given. City reserves the right to require that Contractor bring onto the project or engage the services of a licensed safety engineer at any time during the term of this Agreement. If Contractor does not have a licensed safety engineer on staff, then City may require that Contractor engage a subcontractor or subconsultant as the project's safety engineer. Contractor shall bear all costs in connection with meeting the requirements of this section. Section 4. INSURANCE REQUIREMENTS. Before fully executing this Agreement, Contractor, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Contractor shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work. Contractor shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Contractor's bid. Contractor shall not allow any subcontractor to commence work on any subcontract until Contractor has obtained all insurance required herein for the subcontractor(s) and provided evidence to City that such insurance is in effect. VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED AND MADE PART OF THIS AGREEMENT PRIOR TO EXECUTION. Contractor shall maintain all required insurance listed herein for the duration of this Agreement. 4.1 Workers' Compensation. 4.1.1 General Requirements. Contractor shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Contractor. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than $1,000,000 per accident. In the alternative, Contractor may rely on a self- insurance program to meet these requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the California Labor Code shall be solely in the discretion of the Contract Administrator. Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 5of15 9 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the Contractor, its employees, agents, and subcontractors. 4.1.2 Submittal Requirements. To comply with Subsection 4.1, Contractor shall submit the following: a. Certificate of Workers' Compensation Insurance in the amounts specified in the section; and b. Waiver of Subrogation Endorsement as required by the section. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General Requirements. Contractor, at its own cost and expense, shall maintain commercial general liability insurance for the term of this Agreement in an amount not less than $2,000,000 and automobile liability insurance for the term of this Agreement in an amount not less than $2,000,000 per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including without limitation, blanket contractual liability and the use of owned and non -owned automobiles. 4.2.2 Minimum Scope of Coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering comprehensive General Liability on an "occurrence" basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001, Code 1 (any auto). No endorsement shall be attached limiting the coverage. 4.2.3 Additional Requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy: a. The Insurance shall cover on an occurrence or an accident basis, and not on a claims -made basis. b. City, its officers, officials, employees, and volunteers are to be covered as additional insureds as respects: liability arising out of work or operations performed by or on behalf of the Contractor; or automobiles owned, leased, hired, or borrowed by the Contractor. Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 6 of 15 10 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B c. Contractor hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Contractor agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation. d. For any claims related to this Agreement or the work hereunder, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 4.2.4 Submittal Requirements. To comply with Subsection 4.2, Contractor shall submit the following: a. Certificate of Liability Insurance in the amounts specified in the section; b. Additional Insured Endorsement as required by the section; c. Waiver of Subrogation Endorsement as required by the section; and d. Primary Insurance Endorsement as required by the section. 4.3 All Policies Requirements. 4.3.1 Acceptability of Insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.3.2 Verification of Coverage. Prior to beginning any work under this Agreement, Contractor shall furnish City with complete copies of all Certificates of Liability Insurance delivered to Contractor by the insurer, including complete copies of all endorsements attached to the policies. All copies of Certificates of Liability Insurance and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the City does not receive the required insurance documents prior to the Contractor beginning work, it shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete copies of all required insurance policies at any time. 4.3.3 Deductibles and Self -Insured Retentions. Contractor shall disclose to and obtain the written approval of City for the self -insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self -insured retentions as respects the City, its officers, employees, and volunteers; or the Contractor shall provide a financial guarantee Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 7of15 11 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4.3.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting" policy limit (i.e. limit that is eroded by the cost of defense). 4.3.5 Endorsement Requirements. Each insurance policy required by Section 4 shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days' prior written notice has been provided to the City. 4.3.6 Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4 Remedies. In addition to any other remedies City may have if Contractor fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Contractor's breach: ■ Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; • Order Contractor to stop work under this Agreement or withhold any payment that becomes due to Contractor hereunder, or both stop work and withhold any payment, until Contractor demonstrates compliance with the requirements hereof; and/or ■ Terminate this Agreement. Section 5. INDEMNIFICATION AND CONTRACTOR'S RESPONSIBILITIES. Contractor shall indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses, and costs (including without limitation, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature arising out of or in connection with Contractor's performance of the Services or its failure to comply with any of its obligations contained in this Agreement, except such Liability caused by the sole negligence or willful misconduct of City. The Contractor's obligation to defend and indemnify shall not be excused because of the Contractor's inability to evaluate Liability or because the Contractor evaluates Liability and determines that the Contractor is not liable to the claimant. The Contractor must respond within 30 days, to the tender of any claim for defense and indemnity by the City, unless this time has been extended by the City. If the Contractor fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any other remedy authorized by law, so much of the money due the Contractor under and by virtue of this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 8 of 15 12 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B disposition has been made of the claim or suit for damages, or until the Contractor accepts or rejects the tender of defense, whichever occurs first. Notwithstanding the forgoing, to the extent this Agreement is a "construction contract" as defined by California Civil Code Section 2782, as may be amended from time to time, such duties of Contractor to indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. STATUS OF CONTRACTOR. 6.1 Independent Contractor. At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of City. This Agreement shall not be construed as an agreement for employment. City shall have the right to control Contractor only insofar as the results of Contractor's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subsection 1.3; however, otherwise City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Contractor further acknowledges that Contractor performs Services outside the usual course of the City's business; and is customarily engaged in an independently established trade, occupation, or business of the same nature as the Contractor performs for the City, and has the option to perform such work for other entities. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. 6.2 Contractor Not an Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 9 of 15 13 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B 7.2 Compliance with Applicable Laws. Contractor and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Contractor and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Contractor represents and warrants to City that Contractor and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Contractor represents and warrants to City that Contractor and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Contractor and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate, on the basis of a person's race, sex, gender, religion (including religious dress and grooming practices), national origin, ancestry, physical or mental disability, medical condition (including cancer and genetic characteristics), marital status, age, sexual orientation, color, creed, pregnancy, genetic information, gender identity or expression, political affiliation or belief, military/veteran status, or any other classification protected by applicable local, state, or federal laws (each a "Protected Characteristic"), against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Contractor under this Agreement. Contractor shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Contractor. Contractor may cancel this Agreement upon 30 days' written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Contractor shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Contractor delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Contractor or prepared by or for Contractor or the City in connection with this Agreement. Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 10 of 15 14 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Contractor understands and agrees that, if City grants such an extension, City shall have no obligation to provide Contractor with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Contractor for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The Parties may amend this Agreement only by a writing signed by all the Parties. 8.4 Assignment and Subcontracting. City and Contractor recognize and agree that this Agreement contemplates personal performance by Contractor and is based upon a determination of Contractor's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Contractor. Contractor may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Contractor shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Contractor shall survive the termination of this Agreement. 8.6 Options upon Breach by Contractor. If Contractor materially breaches any of the terms of this Agreement, City's remedies shall include, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Contractor pursuant to this Agreement; 8.6.3 Retain a different contractor to complete the work described in Exhibit A not finished by Contractor; or 8.6.4 Charge Contractor the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Contractor pursuant to Section 2 if Contractor had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Contractor's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 11 of 15 15 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B Contractor prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Contractor hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Contractor agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both Parties. 9.2 Contractor's Books and Records. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment to the Contractor to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Subsection 9.2 of this Agreement requires Contractor to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of 3 years after final payment under the Agreement. Section 10. MISCELLANEOUS PROVISIONS. 10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the Parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severabilitv. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 12 of 15 16 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the Parties. 10.6 Conflict of Interest. Contractor may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Contractor in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Contractor shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Section 1090 et seq. Contractor hereby warrants that it is not now, nor has it been in the previous 12 months, an employee, agent, appointee, or official of the City. If Contractor was an employee, agent, appointee, or official of the City in the previous 12 months, Contractor warrants that it did not participate in any manner in the forming of this Agreement. Contractor understands that, if this Agreement is made in violation of California Government Code Section 1090 et seq., the entire Agreement is void and Contractor will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Contractor will be required to reimburse the City for any sums paid to the Contractor. Contractor understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of California Government Code Section 1090 et seq., and, if applicable, will be disqualified from holding public office in the State of California. 10.7 Solicitation. Contractor agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.8 Contract Administration. This Agreement shall be administered by the City Manager ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.9 Notices. Any written notice to Contractor shall be sent to: Shamrock Office Solutions Attn: Jason Badger 6908 Sierra Ct, Suite A Dublin, CA 94568 Any written notice to City shall be sent to: City of Dublin Attn: Steve Windsor 100 Civic Plaza Dublin, CA 94568 Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 13 of 15 17 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B 10.10 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A, B, land Cl represents the entire and integrated agreement between City and Contractor and supersedes all prior negotiations, representations, or agreements, either written or oral. Exhibit A Exhibit B Scope of Services Compensation Schedule & Reimbursable Expenses 10.11 Counterparts and Electronic Signatures. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts delivered and/or signatures executed by City -approved electronic or digital means shall have the same force and effect as the use of a manual signature. Both Parties desire this Agreement to be electronically signed in accordance with applicable federal and California law. Either Party may revoke its agreement to use electronic signatures at any time by giving notice to the other Party. 10.12 Certification per Iran Contracting Act of 2010. In the event that this contract is for one million dollars ($1,000,000.00) or more, by Contractor's signature below Contractor certifies that Contractor, and any parent entities, subsidiaries, successors or subunits of Contractor are not identified on a list created pursuant to subdivision (b) of Section 2203 of the California Public Contract Code as a person engaging in investment activities in Iran as described in subdivision (a) of Section 2202.5, or as a person described in subdivision (b) of Section 2202.5 of the California Public Contract Code, as applicable. SIGNATURES ON FOLLOWING PAGE Services Agreement between City of Dublin and Shamrock Office Solutions February 20, 2024 Page 14 of 15 18 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B The Parties have executed this Agreement as of the Effective Date. The persons whose signatures appear below certify that they are authorized to sign on behalf of the respective Party. CITY OF DUBLIN SHAMROCK OFFICE SOLUTIONS Linda Smith, City Manager Attest: Marsha Moore, City Clerk Approved as to Form: City Attorney 3070365.1 Services Agreement between City of Dublin and Shamrock Office Solutions ,-DocuSigned by: Vafo.. .13aI e -`s-972A9A6o9oF7451... Jason Badger, Director of Sales Contractor's DIR Registration Number (if applicable) February 20, 2024 Page 15 of 15 19 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B EXHIBIT A SCOPE OF SERVICES Shamrock will meet and exceed the requirements detailed under the maintenance portion of the RFP. Shamrocks' footprint makes us one of the largest managed print service providers in the nation. You will find more details in the technical proposal. In summary, the service agreement will include the following: Automatic Toner Replenishment • Preventative "Total Care Call" Service OEM Toner and Parts • Emergency Toner Requests Toner Recycling • Customized Qtr. Reviews & Billing Help Desk Triage • FM Audit Client Portal Service Calls Confirmed within 1 Hour • Training on Shamrock MPS, EQ, Software Maintenance and Repair Calls • 2-4 Hour Response Time Per our on -site assessment and analysis of the current fleet, Shamrock is recommending that 18 total devices are replaced due to age, end of life part and service support, and overall security risks. We have proposed a lease option for acquiring the 18 new devices. The 18 proposed new devices are all current, most up to date Ricoh or HP models and have been configured with all required accessories per our walkthrough with City representatives. Services Agreement between February 20, 2024 City of Dublin and Shamrock Office Solutions Exhibit A — Page 1 of 1 20 DocuSign Envelope ID: A9E5AEDD-7629-4884-9F66-48A945F3020B EXHIBIT B COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES New Total Fleet Average Usage / Costs B/W per Month: 31,262 Color per Month: 22,670 New B/W Cost per Page: $0.0087 New Color Cost per Page: $0.0595 New B/W Cost per Month: $271.98 New Color Cost per Month: $1,348.87 Total Annual Service Spend: $19,450.13 Replacement Hardware Costs: 60 Month Lease Option: $ 1,125.00 (per Month) Annual Lease Spend: $ 13,500.00 Combined Annual Cost Estimate: $32,950.13 (This estimate is contingent upon the number of leased printers and annual per page print costs) Services Agreement between February 20, 2024 City of Dublin and Shamrock Office Solutions Exhibit B — Page 1 of 1 21 Attachment 3 DUBLIN REQUEST FOR PROPOSALS MANAGED PRINT SERVICES City of Dublin Proposals must be received by: January 16, 2024 Steve Windsor, CISO 100 Civic Plaza City of Dublin, CA 94568 Proposals will be evaluated on the following: a) responsiveness to the Request for Proposal questions, b) experience of the firm, c) experience and qualifications of the assigned individuals and d) Satisfaction of previous clients. 22 et DUBLIN Request for Proposal For Information Technology Services Overview There are approximately 28 network printers and 16 copiers in the City fleet. At the award of this RFP, these printers will continue to be supported under the City MPS program listed. The City of Dublin invites qualified vendors to submit proposals for the delivery and implementation of a Managed Print Services (MPS) program for the City. To include supplies and services for repair and maintenance for all City of Dublin locations as described herein. In the future, the resulting agreement will establish a City vendor for networked printer support for all City of Dublin locations. Project Description: This RFP document intends to solicit proposals from qualified vendors for managing all aspects of the City of Dublin's owned network printer and copier fleet. Specific support requirements for printers and copiers are included in this RFP and will ensure a factory -trained service technician is provided to support the City's printer and copier fleet. As a result of this RFP initiative, the City fully intends to award one contract to a single vendor for printer and copier support and supplies as described herein. The City of Dublin — Information Technology Department (COD -IT) will award these contracted services to the vendor that provides the most qualified proposal, with the best value, that meets the criteria for our desired solution for a Managed Print Services program. The proposal should include a firm pricing plan for the duration of the contract, monthly centralized billing, equipment performance, meter reports, and the replacement of existing printers and copiers on a leased, pay -for -print basis as they become end of life and/or end of support. The proposal should also include full -service support by factory -trained service technicians, preventive maintenance (including kits), supplies (excluding paper), and service level guarantees. The preferred vendor will meet all the specifications of this proposal solicitation. The primary objectives of the Managed Print Services program, as reflected by the requirements of this RFP, are the following: • To provide MPS to all City facilities on campus and at remote locations. • To reduce City hardware, maintenance, and supply -related expenses related to printing services in the City. • To maintain or exceed current service levels provided to the City of Dublin users. • To be provided audit reports to enable the re -allocation of printer inventory. And analytical data in determining future printer replacements. • To redirect and allow IT resources to other priorities within the department and City. 23 Considerations: Please describe in detail how your company will provide training and troubleshooting support to the City IT staff for the printer and copier fleet. The description should include, but not be limited to: Provide training to adequately prepare City Information Technologies staff in the system's administration and management. To include "first -"level" response procedures for any maintenance, monitoring, and reporting tools. The vendor shall also include a general plan for providing backup technical personnel covering the City during vacations and sickness. Process and General Conditions 1. Proposers shall submit one electronic copy to: Steve Windsor Chief Information Security Officer 100 Civic Plaza Dublin, CA 94568 IS@dublin.ca.gov Electronic copies shall be submitted by emailed PDF. 2. Deadline for submitting the proposal is amended to January 16th at 4:00 PM to the IT Department email above at 100 Civic Plaza, Dublin, CA 94568. 3. The City will not pay for any costs incurred in preparation and submission of the proposals or in anticipation of a contract. The format of submittals is at the discretion of the Proposer. Each proposal shall be limited to a maximum of 30 pages using minimum 12 point font size. Schedule for RFP Process 9/15/2023 9/22/2023 1/16/2024 Request for Proposals emailed to consultants. Deadline to submit questions to City of Dublin Proposals are due no later than 4:00 PM on January 16th to the email address listed above (is@dublin.ca.gov). Late submittals will not be accepted. 3/5/2024 Consulting Services Agreement scheduled for approval by the Dublin City Council. (Tentative dates, subject to change) RFP Submittal Requirements 24 Please prepare and organize your Statement of Qualification based on the requirements provided below. Any other information you would like to include should be placed in a separated section at the back of your Statement of Qualification. Please note however that the RFQ submittal is limited to 30 pages maximum submitted in 12-point font. Page limit excludes a table of contents, tabbed dividers, and resumes for Consultant's team. Interested firms are requested to submit one electronic copy of their Proposal as follows: 1. Enclose a cover letter not to exceed one page, describing the firm's interest and commitment to perform work necessary to provide consulting services for a preliminary engineering study. The person authorized by the firm to negotiate a contract with the City of Dublin shall sign the cover letter. Please include this cover letter within document and not as a separate page. 2. State the qualifications and experience of the firm/individual(s). Please emphasize the specific qualifications and experience with engagements of similar scope and complexity. 3. Provide at least three references (names and current phone numbers) from recent work (previous five years) similar to the services outlined in this request for qualification. Please include a brief description of the work performed and the role your firm performed. 4. List key staff members, including identification of the Principal -in -Charge and Project Manager/primary point -of -contact. Include each team member's availability, including all existing committed hours, and the ability of being able to complete the project in time and budget. 5. Provide confirmation of your firm's ability to meet the City's Standard Consulting Agreement and insurance requirements. Exceptions to the Agreement and insurance requirements shall be specifically noted in the Proposal. Please provide copies of your Proposal to City offices no later than January 16th— by 4:00 p.m. The entire Proposal (excluding resumes) should be a maximum of 30 pages. Submittals should have the following header in the email as follows: City of Dublin, IT Dept Attention: Steve Windsor City of Dublin 100 Civic Plaza Dublin, California 94568 Standard Consulting Agreement: It is anticipated that the services covered by the Agreement resulting from this solicitation will be performed on a monthly base rate with an additional charge for print volume usage adjustment as specified in an included scope of work. The term of the agreement will begin 3/1/2024. A sample of the City's Standard Consulting Agreement (Agreement), including insurance requirements, is provided as Attachment A. 25 If the interested firm desires to take exception to the Agreement and/or insurance requirements, the interested firm shall clearly identify proposed changes to the Agreement and furnish the reason for these changes, which shall be included in the qualification. Exceptions will be taken into consideration in evaluating Proposals. Otherwise, the interested firm is to state in the proposal that the Agreement and insurance requirements are acceptable. Consideration for exceptions will not be considered if not included in the submitted proposal. Conflict of Interest Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin, or of a public body within Alameda County or member or delegate to the Congress of the United States, during his/her tenure or for one year thereafter, shall have any direct interest in the contracts or any direct or material benefit arising therefrom. Proposers must provide a list of any potential conflicts of interest in working for the City of Dublin. This must include, but is not limited to, a list of your firm's clients who are the following: Private clients located or operating within the City of Dublin limits, Dublin San Ramon Service District, US Army Camp Parks and/or the County of Alameda, and a brief description of work for these clients. Proposers must also identify any other clients (including public entities), that may pose a potential conflict of interest, as well as a brief description of work you provide to these clients. This list must include all potential conflicts of interest within the year prior to the release of this RFQ as well as current and future commitments to other projects. Principals and those performing work for City of Dublin may be required to submit a California Fair Political Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial conflicts of interest. For additional information, proposers should refer to the FPPC website at http://www.fppc.ca.gov/Form700.html. Equal Employment Opportunity Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical handicap, medical condition, or marital status either discriminate or permit discrimination against any employee or applicant for employment in any manner prohibited by Federal, State or local laws. In the event of Proposer non- compliance, the City of Dublin may cancel, terminate or suspend the Contract in whole or in part. Proposer may also be declared ineligible for further contracts with the City of Dublin. Proposer shall take affirmative action to ensure that applicants are employed, and that employees are treated during their employment, without regard to their race, religion, color, sex, or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Proposer and its sub -consultants shall post in conspicuous places, available to all employees and applicants for employment, a notice setting forth the following provisions [29 U.S.C. § 623, 42 U.S.C. § 2000, 42 U.S.C. § 6102, 42 U.S.C. § 12112, 42 U.S.C. § 12132, 49 U.S.C. § 5332, 29 CFR Part 1630, 41 CFR Parts 60 et seq.]. Governing Law 26 This RFP summarizes the applicable laws and governance; when in conflict applicable State/Federal guidelines shall apply. The contract and legal relations between the parties hereto shall be governed and construed in accordance with the laws of the State of California. Insurance Requirements The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin's requirements: General Liability Insurance Automobile Liability Insurance Professional Liability Insurance Workers' Compensation Insurance $1,000,000 $1,000,000 $1,000,000 $1,000,000 References Contractor must include three (3) references for which the company has provided services similar to those described in this RFP. Reference information shall include: Name, Address, Contact, Title, Phone Number, and Term of the Contract. Review and Selection Process The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by City Staff will evaluate proposals provided in response to this RFP. The subcommittee will use a forced ranking process (please see Attachment B, Forced Ranking Rating Sheet, for further detail). Informal interviews may be conducted by City staff, and may include more than one firm that has submitted a Proposal. Based on input from this review process, a recommendation will be made to the City Manager. The City Manager will make a recommendation to the City Council for award of contract services. The City reserves the right to award a contract to the firm(s) that the City feels best meets the requirements of the RFP. The City reserves the right to reject any and all Proposals prior to execution of the Agreement, with no penalty to the City. Selection of Consultant Submitted Proposals will be evaluated and scored using the following criteria: • Qualifications and specific experience of key project team members. • Quality and completeness of the proposal. • Experience with engagement of similar scope and complexity. • Satisfaction of previous clients. • Cost of providing the consultant services for this project. 27 Current Equipment CP3505 CP3505 HP LJ M451 DW LJ CP4025dn M601dn M276NW M712DN Pro 100 M175NW LJ C M551DN HP LJ P1606DN MP C4503 MP 6002sp CP 4525dn MP C4504 M604DN M604DN MP C307 LJ CP4025n MP 5055SP MP 501 SPF MP 501 SPF MP C307 SP C262SF SP C262SF SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP C360SFNw SP C360SFNw MP 3555SPDF MP 3555SPDF MP 3555SPDF IM C6000 Ricoh IM 550F Ricoh IM 550F IM C6000 IM 8000 IM C3000 Lexmark C2326 Lexmark C2326 ID # 4772 5117 6897 7919 7997 9056 9057 9068 9071 9073 9253 9255 9884 10241 10370 10371 10377 10477 12003 12005 12006 12007 12009 12010 12011 12012 12013 12014 12015 12016 12017 12162 12469 13091 13092 13093 13094 13504 13505 13515 14037 14517 14761 14762 Address 100 Civic Plaza 100 Civic Plaza 5709 Scarlett Ct 100 Civic Plaza 100 Civic Plaza 6361 Clark Ave 11600 Shannon Ave 7600 Amador Valley Blvd 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 6361 Clark Ave 4201 Central Pkwy 4201 Central Pkwy 4201 Central Pkwy 4201 Central Pkwy 100 Civic Plaza 5709 Scarlett Ct 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 7600 Amador Valley Blvd 100 Civic Plaza 7600 Amador Valley Blvd 6600 Donlon Way 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 7600 Amador Valley Blvd 100 Civic Plaza 6361 Clark Ave 6361 Clark Ave 100 Civic Plaza 100 Civic Plaza 11600 Shannon Ave 7600 Amador Valley Blvd 100 Civic Plaza Equipment recommended to be replaced in Blue Equipment recommended to be retired in Red Location 2nd floor. Marsha's Office Public Works Corporation Yard Accounting 2nd Floor CDD PD Evidence Office Public Works (Uses 11x17) Senior Center HR Manager Police Chief Finance Admin Police Admin Police front window Aquatic Center *11x17 Aquatic Center Aquatic Center Ticket 8-5pm PCS ADMIN Corporation Yard CDD Back Office PD Graphic Design Public Works HR-2nd floor Inspector Trailer Crime Prevention PD - EOC Area Senior Center *Shelved City Manager Senior Center Class B Heritage Center 1st Floor, SW corner City Clerk Records Room Public Works Senior Center Planning Center Police Services Police Admin MAIN COPY ROOM Shannon Center Senior Center PD Totals: Avg Blk / Mo. 1 177 0 47 181 24 0 0 25 0 563 5380 0 1231 103 39 936 595 2215 223 0 501 30 16 363 0 40 0 0 99 0 25 3146 1335 181 7546 1500 0 0 2954 278 1491 22 26 31,293 Avg Clr / Mo. 0 465 0 223 194 0 38 1050 0 1128 922 2192 1446 239 18 46 2104 6789 5042 980 7 26 22,909 28 Attachment A Standard Consulting Services Agreement (removed for 2/20/24 Staff Report) 29 Attachment 4 NOtt MI IIIIIII11 IIII/I111 I/III1111 %I%11IIIII - City of Dublin RFP Managed Print Services Shamrock Office Solutions Presented by Adam Hollar 30 SHAMROCK City of Dublin Steve Windsor January 9, 2024 Dear Steve, DUBLIN CALIFORNIA Shamrock appreciates the opportunity to respond to the City of Dublin RFP for Managed Print Services. As a premier managed print services company Shamrock can sell and service all major print manufacturers, allowing us to recommend the option that best fits your needs. After reviewing the data, performing the on -site assessment, and consulting with our manufacturers, the managed print team has decided to offer (4) Ricoh standalone Multi -Function Copiers, (15) HP Desktop Printers, as well as bundling all the existing devices under our Managed Print Program. More justification for utilizing these two manufacturers is presented in the executive summary. Shamrock would be the ideal partner for the City of Dublin: 1. Shamrock has extensive expertise and experience in the government sector including City of Roseville, Contra Costa County and CA Natural Resources Agency plus many more. 2. We build true partnerships with our clients and conduct Quarterly Executive Partnership Reviews. 3. The City of Dublin will have a dedicated Account Team you can rely on. 4. Shamrock provides custom invoices and can address all your invoice and reporting needs. 5. We are vendor neutral, capable of selling and servicing a wide variety of manufacturer's devices. 6. Unmatched centralized service, support, and maintenance for all your print devices, including our proprietary predictive analytics. Our technology can dispatch a service tech BEFORE a service call is needed! 7. For 12 years in a row, Shamrock has been one of fastest growing companies in the Inc. 5000. We appreciate the opportunity to continue our business partnership and look forward to explaining in detail how we can truly help the City of Dublin reach its goals now and in the future. Sincerely, Adam Hollar (Primary Contact) Senior Account Executive Email: ahollar@shamrockoffice.com Phone: 510.514.2006 1 31 SHAMROCK office solutions Executive Summary Differentiators Manufacturer Neutrality and Certifications DUBLIN CALIFORNIA To fulfill the needs of our elite clients with large fleets of document output devices, Shamrock partners with numerous business alliances and manufacturers to stay on the forefront of technology offerings. The manufacturers that we partner with have reputable products and notable longevity in this market. • HP Premier Partner • Ricoh Authorized Partner • Brother Authorized Partner • Canon Authorized Partner • Konica Minolta Authorized Partner • Lexmark Authorized Partner Our advanced standing with these partners — including product certifications for our service technicians from each partner — provides us with priority access to their product lines, resources, and early notifications of new products, device modifications, and firmware upgrades. What truly differentiates Shamrock from our competition is that our focus is on service and how we can optimize your current investment in technology, whereas other providers tend to focus on hardware first, services second. Since Shamrock is not owned by a specific manufacturer, we have the freedom to recommend a diverse collection of products based on comprehensive volume, required functionalities and departmental workflows. Print as a Service (PaaS) For the past 2 years Shamrock has invested in PaaS (Print as a service). PaaS is a service that encompasses all aspects of print including not only hardware offering but Solutions, Wide Format, Production Print, Managed Print Services, security, and specialty print such as label printing. Shamrock has all in-house employees who specialize in the different services listed above. As such, Shamrock can be a "one -stop -shop" to our clients allowing businesses to streamline and standardize their document related vendors to one. Service Shamrock will meet and exceed the requirements detailed under the maintenance portion of the RFP. Shamrocks' footprint makes us one of the largest managed print service providers in the nation. You will find more details in the technical proposal. In summary, the service agreement will include the following: • Automatic Toner Replenishment • OEM Toner and Parts • Toner Recycling • Help Desk Triage • Service Calls Confirmed within 1 Hour • Maintenance and Repair Calls 2 • Preventative "Total Care Call" Service • Emergency Toner Requests • Customized Qtr. Reviews & Billing • FM Audit Client Portal • Training on Shamrock MPS, EQ, Software • 2-4 Hour Response Time 32 SHAMROCK Quite solutions DUBLIN CALIFORNIA Company Overview Shamrock Office Solutions Serving the Bay Area for over 20 years, Shamrock is a locally operated company dedicated to providing technology solutions to thousands of local, regional, and national clients including education, legal, healthcare and retail industries. Shamrock features the best digital office equipment and document management software, with the most prompt, professional, courteous service in our industry. We have helped numerous clients streamline their output, processes, and managed print solutions. This means that you can be assured that the most effective solutions are fueled by the most relevant information throughout your enterprises to ensure beneficial decisions and outcomes. We focus on print and document management solutions with the capabilities to represent and support the industry's leading manufacturers such as Ricoh, HP, Konica Minolta, Canon Lexmark, and Brother, along with various software solutions. Our wide range of products (full line of copiers, faxes, printers, and scanners) and services allows Shamrock to be an asset to companies large and small. Shamrock's main goal is to ensure that our customers are 100% satisfied, and with the combination of our award -winning products and innovative service technology, this places Shamrock second to non in terms of customer satisfaction. Our dedicated Account Management Team will work directly with the City to improve the overall document processes currently being utilized, to maximize efficiency and provide the most effective processes throughout the different departments. It's through our Account Management Team's Document Workflow knowledge and Customer Support abilities that we're able to not only meet your current requirements, but also establish solutions that will vastly improve your current workflows. To illustrate our success, we have been recognized the last 12 years by Inc. 50015000 as one of the nation's fastest growing privately held organizations. What makes this worth mentioning is that each year this award is based on a three-year annual growth metric. If we were not providing true value to our clients year after year, we would not be able to sustain our growth and this success. FLE TECHNOLOGY GROUP 00� 12 TIME HONOREE HONOR ROLL 3 33 SHAMROCK solutions Geographic Scope We provide managed print solutions in every state of the U.S. including Hawaii and the territory of Puerto Rico. As a service -focused company, FTG places great emphasis on the technical support that we provide to our clients. Our national centralized headquarters manages all service, supply, and billing inquiries for all client locations. The centralized headquarters will also manage the dispatch of local technical engineers to the respective locations requesting service. DUBLIN CALIFORNIA Company Resources Shamrock is comprised of a powerful group of regional companies that together, provide our customers with the extended reach of a national service platform while still providing the local touches and flair that they have become known for. FleXPrint (0 El OFFICE SOLUTIONS C�Laser Options AFLO-TECH n FLEX TECHNOLOGY GROUP. Carcer Millennium N KIEo..GLnGTGRouP California Locations: Dublin (HQ) Sacramento Sales Sacramento Arcadia Chico Fairfield Fresno Sales Fresno Distribution Granite Bay Manteca procopy • FLIP; TEW N.LOGY GRIXIFonfeiy F.s.e,T.am.Gm,.�. FTC GREATER LASER TECHNOLOGIES F FL6CTECNNOLOGY OROU•Oc , ULTRE)C i..t.ornsmoLoGr coma* Pleasanton Sante Fe Springs Santa Rosa Sunnyvale Fremont Distribution Rocklin Distribution Monterey San Louis Obispo Bakersfield 4 _Action IMeGING GROUV FLBCTECHNOLOGY moor corm, r CenSe tury os HaiLawLOGY aRGuFue.mn CA RONICS SHAMROCK office solutions RHCTECHN01.061,0RW0..9. , 0 SOS N ®L,ECI,NGLOGY nnoksron,pen, 34 SHAMROCK office solutions DUBLIN CALIFORNIA Dedicated Resources As a Managed Print Services company, every member of our organization has years of experience in the managed print environment. Every Shamrock client is assigned an Account Executive and an Executive Sponsor who are jointly responsible for all aspects of the client's relationship. This team will be tasked with supporting activities throughout your organization. During implementation, contacts and lines of communication will be established to enable the appropriate personnel to contact members of this team. The City's primary contact will be Adam Hollar, Account Manager and Michael Catapano, Managed Print Specialist for your Shamrock relationship. Jason Badger, VP Sales will be your Executive Sponsor. During implementation, contacts and lines of communication will be established to enable the appropriate personnel to contact members of this team. On a quarterly basis, one or more of these individuals will meet with the appropriate management personnel at the location determined by the City to conduct an Executive Partnership Review. It is important to note that quarterly reviews are not simply a sales strategy, but a strategy and feedback meeting to adjust your fleet management as needed. The account management team is composed of direct Shamrock employees and will provide a single point of contact that will be responsible for design, implementation, and ongoing support of all facets of a resulting agreement. All questions and inquiries, other than regular maintenance requests, should be directed to one of these individuals who will then work as a team to apply the best Shamrock resources for an effective response. Jason Badger, VP of Sales ibadger@shamrockoffice.com, 408-309-0945 Adam Hollar, Sr. Account Executive ahollar@shamrockoffice.com, 510-514-2006 Daron Bryant, Director of Managed Print Services brvantd@caltronics.net, 916-361-5315 Daron has been one of Shamrock's top representatives for several years and was promoted to Director of MPS back in July. His expertise in managed print services and his understanding of enterprise level accounts will make Daron a valuable asset to the City of Dublin. Michael Catapano, Managed Print Specialist catapanom@caltronics.net, 916-717-4735 Mike has been with Shamrock almost 10 years and is the MPS specialist serving clients in northern California and beyond. Mike consults with his clients on how to make their current fleet more efficient and works with them to find ways to reduce costs. He also helps manage MPS accounts to maintain a managed structure of the print fleet. 1 35 -4('k SHAMROCK DUBLIN CALIFORNIA Barry Crider, Chief Operations Operator criderb@caltronics.net, 916-417-7904 Barry has been with Shamrock for over 30 years, and in addition to his work at Shamrock he also served as the head of the Konica Minolta Service Committee for 10+ years. Barry was appointed to lead Konica Minoltas Service board while working for an independent dealer speaks to the expertise Barry and his large team of service technicians possess. This vast amount of experience Barry and his team brings to the California area enables us to create client service solutions tailored to their needs. Corey Jacobsen Director of Service iacobsoncPcaltronics.net, 916-340-5412 As the Director of Technical Services, Corey motivates his team to provide exceptional client service for all client technology issues. Using proactive solutions and a hands-on approach, he has led his team to great success and growth — in turn helping to fuel the tremendous growth of the company at large. Corey brings more than two decades of technology and client service experience to his current position at Shamrock and has been involved with numerous aspects of the industry during that time. This experience, combined with a strong work ethic and ability to motivate and manage his teams, has garnered numerous promotions throughout his career and internal recognition from Shamrock. Eryn Klein, Implementation Manager kleinePcaltronics.net, 916-622-5639 Eryn manages our entire team of dedicated project managers and is here to ensure our client implementations are accurate and on schedule. Her responsibilities include new equipment installations, existing asset moves, and coordination of related implementation activities. Eryn works closely with our Client Integration Team to ensure a smooth implementation. Christina VanDorpe, Help Desk and FMA Supervisor lukec@caltronics.net, 800-366-3345 Christina works with the entire Shamrock team to ensure that our FM Audit software performs within our clients' environment. Christina is responsible for working with our clients to address any technical issues that may arise with FM Audit. Richard Bryant, Trainer bryantr@caltronics.net, 916-709-9925 Rich will be one of the trainers assigned to the City upon award. Richard is a valued team member due to his knowledge of the products that we maintain and sell at Shamrock. Rich has also had plenty of experience dealing with large installations like Ramos Oil Company. 2 36 SHAMROCK Company Expertise Shamrock was founded on the business model of partnering with larger organizations to provide them with managed print solutions. Shamrocks' award -winning program has allowed us to become the leading provider of full - service office technology within the U.S. marketplace. What really sets Shamrock apart is our founding business principle of providing strategic management of our clients' existing document output environments rather than services as an afterthought or support only for new hardware sales. • Shamrock provides an Account Management Team to each client, which enables open communications for improved vendor relationships, contract management, and change control. • Shamrock manages all service/supply requests, inventory management, and billing from our centralized headquarters to maintain consistent first-class support. • Shamrock provides a Client Implementation Team with Project Specialists who focus on transition and implementations for new clients and have done thousands of implementations with our proven processes. • Shamrock' dedicated Account Management Team continually assesses the processes and workflows in place to strategically recommend cost reduction opportunities and inventory optimization. • Shamrock provides customized reporting based on individual client needs. We employ in-house developers to work directly with the City to ensure the most efficient reports and invoices are created. • Shamrock does not approach client engagements with hardware replacement in mind — unless asked — but rather attempts to leverage current technology investments and develops a long-term technology refreshment strategy. • Shamrock has developed proprietary technologies and support infrastructures including CRM, ERP, predictive analytics systems, automated supplies replenishment and management, and client helpdesk integrations around Managed Print Solutions, allowing us to create and provide customized reporting and an online MPS Client Portal based on individual client needs. DUBLIN CALIFORNIA Multiple Awards Most Outstanding Managed Print Services Program Partnership Commitment FTG Collaborative Partnership & Analysis ACCOUNT TE UUAI-TERL' ANALYSIS PROACTIVE APPROACH BUSINESS OBJECTIVE ALIGNMENT DAILY DIRECT ACCESS MEASURED RESULTS EXECUTIVE ACCOUNTABILITY CONSISTENT RELIABILITY TRANSPARENCY i Manufacturer Neutral RICOH D Lexmark Wr 01..ZEBRA KONICA MINOLTA brother Canon Dell Lancer Rosetta Epson Lenovo Samsung Fujitsu NEC Savin IBM Oatamax Sharp Intermac ace Star Kodak OKI Toshiba Lanier Panasonic Unisys and more... 4- Ongoing Optimization Complete Vlelblllty Heal -time date reporting Balanced Deployment Equipment rotetione Inventory Management lineage tee Zeiss Shamrock has significant experience with clients who are as large or larger than the City of Dublin in size and we understand how document technology works in large, multi -location environments. Shamrock provides a unique opportunity for the City to build on your current assets. With over 1,000 employees and thousands of elite partners dedicated to Managed Print Solutions, we leverage this important differentiator to propose a comprehensive coverage model with complete visibility for your entire enterprise. 3 37 SHAMROCK o[tice sohutiOfs DUBLIN CALIFORNIA Support And Maintenance Structure As a service first company, Shamrock places great emphasis on the technical support that we provide to our clients. Shamrock will support Clients with a national infrastructure. Shamrock national centralized headquarters will manage all service, supply, and billing inquiries for all locations. The centralized headquarters will also manage the dispatch of local technical engineers to the respective locations requesting service. Service Level Agreements (SLA) Typical Service Level Agreements consist of an average 4-hour response time from time of call to time of onsite technician in major metro areas, next business day in remote areas, and can be customized for the City. Every Shamrock service call will be acknowledged within one (1) business hour from time of receipt. Shamrock' technicians strive to repair the device on the first visit; although each service call varies, we make every effort to provide a resolution within eight (8) business hours. Resolution Time Unlike many providers in this space, Shamrock monitors and tracks all calls based on resolution time rather than solely on response time. Our technicians make every effort to repair an asset on the first visit. Shamrock' certified helpdesk technicians ask questions to determine if parts are needed at the onset of the onsite service call to ensure downtime is not incurred due to missing parts. Service and Support Shamrock service department consists of the following individuals: • Field Printer Technicians — Responsible for all aspects of repairs, troubleshooting, and preventative maintenance on laser printers. • Field Multifunction Technicians — Responsible for all aspects of repairs, troubleshooting, and preventative maintenance on multifunctional equipment. • Field Service Managers — Responsible for in -the -field service equipment escalations as well as overseeing service technician performance. • Certified Helpdesk Engineers — Responsible for triage of service requests to gather additional information in order to (1) resolve issues over the phone or (2) obtain a comprehensive understanding of potential part(s) needed for repair and order accordingly. Our Helpdesk currently can triage 34% of the incoming calls, providing a quick -fix verses sending out a technician. • Service Dispatchers — Responsible for dispatching appropriate technician based on territory, type of device, and schedules. • Service Management — Responsible for overseeing all aspects of the service department, providing proper training and certifications, and supervising technician performance metrics. Shamrock has the ability and infrastructure in place to provide services to locations Nationally. All requests for maintenance and support will be centralized at our national headquarters to maintain account integrity and streamline the end user experience. 4 38 SHAMROCK DUBLIN CALIFORNIA Shamrock offers live helpdesk and dispatch support from 8:00 AM EST to 5:00 PM PST, Monday through Friday except for US Statutory Holidays. Service request acknowledgments occur within one hour from time of submission. Service technician response time, from time of request to time of onsite arrival, is next business day, but on many occasions, within large metro area locations, we will average a four-hour response time. Shamrock guarantees an average 4-hour response time for the City of Dublin's locations. Our response time is calculated from time of request to time of technician's on -site arrival. Service requests can be submitted by: • Phone at 925-875-0480 • Email at service@Shamrockoffice.com • Web Portal at Shamrock website at https://www.Shamrockoffice.com Shamrock technicians strive to repair the device on the first visit; although each service call varies, we make every effort to provide a resolution within eight hours for both urban and suburban locations. • Shamrock Service Performance is measured by numerous elements including first call efficiency, callbacks, incomplete calls, customer downtime, and customer resolution time. First call efficiency is based on completing the service call on the first trip without an additional callback for a recurring issue on the same unit. • Shamrock utilizes several E-Tools as they pertain to our customers and partners: o Our service management application was built from the ground up with the ability to monitor and measure our technicians' and partners' effectiveness — this technology enables two-way communications allowing technicians to view client device histories in real-time and updating them on the fly. This includes the ability to view parts inventories and/or order parts on -site to reduce time to repair. o elnfo is a customer web portal we built and used to exchange real-time information with Shamrock customers. With this tool, customers can better manage their relationship with Shamrock. Customers can log in to a dedicated and secure website where they can perform the following activities pertaining to service: initiate service requests, view pending/scheduled/dispatched calls, search previous call history. This tool does not require any additional software or hardware to access. • Shamrock technology provides real-time accessibility to parts availability while at a client location. Service technicians can view part inventories and order parts onsite to reduce equipment downtime. Parts inventories are located at Shamrock warehouses across the country, in technician's vehicles, and at our partner sites for fast shipping directly to our customers. Due to the vast locations and premier partnerships in place, Shamrock does not often experience backordered items. If a part is on backorder, Shamrock will immediately notify the customer and provide an estimated time of availability. 5 39 SHAMROCK Call Center - Telephone Support DUBLIN CALIFORNIA Shamrock offers live helpdesk and dispatch support from 8:00 A.M., Eastern Standard Time to 5:00 P.M., Pacific Standard Time, Monday through Friday except for US Statutory Holidays. Service request acknowledgments occur within one (1) hour from time of submission. Troubleshooting Before and During Support Calls Shamrock has Certified Helpdesk Engineers who are responsible for triage of service requests to gather additional information in order to (1) resolve issues over the phone or (2) obtain a comprehensive understanding of potential part(s) needed for repair and order accordingly. Our helpdesk is currently able to triage 34% of the incoming calls, providing a quick -fix verses sending out a technician. Upon receipt of notification, Shamrock service call process is as follows: Shamrock Service can be notified by phone, email, or our web portal. The information provided to Shamrock gets input into our system and generates a service "ticket." 1. Our system automatically creates a Shamrock Work Order and captures the Incident Number. 2. This information is automatically routed to the Shamrock Service Technician who is responsible for that equipment. The Shamrock technician in turn has all the necessary information about that piece of equipment. 3. Our helpdesk provides phone triage. If that does not solve the issue, we move to Step 5. 4. Our Service Technician then proceeds to the onsite location. 5. Shamrock Service Technician provides the onsite resolution. 6. Upon service resolution, the Shamrock Technician notifies the customer per agreed upon procedure with their resolution remarks and closes the service "ticket". 7. Shamrock Service Technician also updates our internal system and closes our service "ticket". Escalation Process All active service calls are monitored at our centralized headquarters with alerts and notifications built into our service dispatch and client management systems to identify both service sequences and devices not meeting our predefined performance levels. When a notification is triggered by the system, the following escalation process is followed: 1. Shamrock Field Service Manager (FSM) and Director of Service are immediately notified of the situation. 2. Problem is researched internally, and the Field Service Manager/On-site Manager follows up with customer to discuss proposed plan of action and follows through with plan once agreed upon. 6 40 4:1119 SHAMROCK DUBLIN CALIFORNIA • If a customer is not satisfied by the proposed plan, the Shamrock FSM will notify the director for further escalation. • The Client Relationship Manager will follow up with the customer and ensure problem resolution. Additionally, the Client Relationship Manager assigned to the City will be a single point of escalation for any service or toner related issues or questions. Client Relationship Managers work directly with Shamrock internal resources and the Senior Account Executive to ensure a positive resolution. The Client Relationship Manager is also responsible for ensuring awareness and satisfaction in all escalations. Preventative Maintenance When the Service technicians perform a service call, they will not only identify the current problem but will also evaluate, inspect, and clean the machine to prevent any future service calls from occurring. This process is called "The Complete Call." By following The Complete Call check list, Shamrock is performing preventative maintenance on the machine. Our customers come to find their machines are cleaner, more productive, reliable and have an increase in up time. Fees and Cost The services detailed below are included in the maintenance rates listed above: • OEM Toner and Associated Shipping Costs • Toner Recycling and Shipping Costs • Maintenance and Repair Calls • OEM Parts and Associated Shipping Costs • Dedicated Account Management Team and Executive Sponsor • FM Audit Software Tracking Devices and Volumes • Emergency Toner Requests • Warranty Repairs • Customized Reporting • Training on Shamrock Program and Hardware Implemented • Continual Proactive Maintenance of Fleet • Customized/Transparent Billing • Asset Management • Measurable Sustainability • Quarterly Executive Reviews Implementation Roadmap Based on our significant experience implementing large managed print service programs within complex environments, we utilize our Implementation Tracker. The Implementation Tracker is 7 41 SHAMROCK DUBLIN CALIFORNIA shared between the Shamrock Project Manager, Shamrock Account Management Team, and the appropriate Client's personnel to ensure a seamless transition. Planning and Coordination As soon as possible after the award of an agreement, the Account Management Team will meet with the appropriate key personnel to discuss and agree on an implementation plan. • Define the feedback process and timeline. • Establish any movement or removal of existing assets. • Establish training processes as necessary. • Define additional reporting requirements. • Define web reporting requirements and individuals with access. • Map and tag existing fleet. In the planning and implementation phase, we will be focusing more on timeliness and meeting key milestones: • Planning and implementation meeting scheduled and completed. • Client signoffs and agreement provided in a timely manner. • Initial site assessments scheduled and completed on schedule. • Device data is clean, accurate and entered into our CRM and ERP systems. • Necessary documents and contracts are complete and submitted. • Delivery of new devices and/or parts are timely and accurate. Training Prior to installation, Shamrock will send an Equipment Training Request to each location for clients to review and return so we can optimize our onsite training. The request asks when the training should take place —the day after installation or arranged for different day(s). Shamrock's goal is to ensure 100% comfort and ease of use on the client's complete fleet of equipment. Shamrock's elite status with most manufacturers in this space permits us to provide key training and training tools to our clients. Warranty All equipment shall be guaranteed and warranted for the entire period of the Contract. Shamrock will be prepared to exchange all equipment that proves defective during the Contract. Equipment shall be replaced if the number of service calls exceeds those recommended in the machine's preventive maintenance schedule: • All equipment shall conform to generally applicable standards in the industry, shall be new and free from all defects in material, packaging, and workmanship. Shamrock will, without charge to the Client, correct any defects and make any additions, modifications, or adjustments to any of the equipment as may be necessary to keep the equipment in operating order in accordance with specifications at all times during the applicable warranty period. Unless otherwise agreed by the parties in writing, this warranty shall apply in the case of leased equipment, during the entire term of the lease. 8 42 SHAMROCK o tice solutions DUBLIN CALIFORNIA • Shamrock will warrant all material, products and labor provided under the contract, in addition to any manufacturers' warranties that may also apply. Shamrock, as the contracting party, shall be considered primarily responsible for the warranty service, parts, and labor applicable to the material and products provided by Shamrock irrespective. Warranty work, services, parts, and labor will all be performed by Shamrock and will meet the client's schedules and deadlines. All warranty service, parts, and labor will be covered by Shamrock. Vulnerability Assessment and Reporting Shamrock's comprehensive vulnerability reporting service entails scanning the environment utilizing SNMP and Firmware data analysis. We furnish detailed security impact scores endorsed by the National Institute of Standards and Technology (NIST), employing the Common Vulnerability Scoring System (CVSS). In addition to identification, our service extends to providing meticulous recommendations for resolving any identified security issues. Firmware Assessment Results z_ • Not evaluated (model not 1111 -11recognized) • Vulnerable (End of Support) • End of Support — Vulnerable (Upgradeable) • Out-of-date (no know vulnerabilities) 9 16 30 43 SHAMROCK office solutions DUBLIN CALIFORNIA Project Scope and Recommended Equipment Replacements Per our on -site assessment and concise analysis of the current fleet, Shamrock is recommending that 18 total devices are replaced due to age, end of life part and service support, and overall security risks. We have proposed both a lease and a purchase option for acquiring the 18 new devices. We have also proposed a new service agreement solution to support both the new fleet, and the current devices that are not slated for replacement (one comprehensive service agreement — independent of the purchase or lease option). This new service agreement will deliver significant annual cost savings to the City, as well as ensure full comprehensive service support and security. Shamrock has no preference on the City's choice between leasing or purchasing the new devices; the service cost/savings are the same, regardless. The service savings are driven by the significantly lower cost of ownership of these new devices, which allows us to offset the higher cost of operation of the remaining older devices in the fleet. Interestingly, the total annual service savings are approximately $5,000 greater than the annual cost of the lease option; should the City choose the lease option, this would enable the acquisition of 18 new devices, with $0 capital investment and still proving an annual savings on operating expenses. Please see below for our list of recommended equipment updates and corresponding purchase, lease and service costs, as well as a thorough breakdown of the existing fleet and costs. The 18 proposed new devices are all current, most up to date Ricoh or HP models and have been configured with all required accessories per our walkthrough with City representatives. Device configuration lists are attached to this RFP submission (see Appendix A). 10 44 SHAMROCK Current Equipment CP3505 CP3505 HP LJ M451 DW LJ CP4025dn M601dn M276NW M712DN Pro 100 M175NW LJ C M551DN HP LJ P1606DN CP 4525dn M604DN M604DN LJ CP4025n MP C307 SP C262SF SP C262SF SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP 377SFNwX SP C360SFNw ID # 4772 5117 6897 7919 7997 9056 9057 9068 9071 9073 9884 10370 10371 10477 12007 12009 12010 12011 12012 12013 12014 12015 12016 12017 12162 Address 100 Civic Plaza 100 Civic Plaza 5709 Scarlett Ct 100 Civic Plaza 100 Civic Plaza 6361 Clark Ave 11600 Shannon Ave 7600 Amador Valley Blvd 100 Civic Plaza 100 Civic Plaza 6361 Clark Ave 4201 Central Pkwy 4201 Central Pkwy 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 7600 Amador Valley Blvd 100 Civic Plaza 7600 Amador Valley Blvd 6600 Donlon Way SP C360SFNw 12469 100 Civic Plaza Lexmark C2326 14761 7600 Amador Valley Blvd Lexmark C2326 14762 100 Civic Plaza Equipment recommended to be replaced in Blue Equipment recommended to be retired in Red Location 2nd floor. Marsha's Office Public Works `Not Located Corporation Yard Accounting 2nd Floor CDD PD Evidence Office Public Works (Uses 11x17) Senior Center `Unplugged HR Manager Police Chief Police front window Aquatic Center 8-5pm PCS ADMIN Graphic Design Public Works HR-2nd floor Inspector Trailer *Shelved Crime Prevention PD - EOC Area Senior Center *Shelved City Manager Senior Center Class B Heritage Center 1st Floor, SW corner Senior Center PD Existing Printer Contract: B/W Billed Quarterly @ .01 per page: Color Billed Quarterly @ .09 per page: Current Equipment MP C4504 MP C307 MP 5055SP MP 501SPF MP 501 SPF MP 3555SPDF MP 3555SPDF MP 3555SPDF IM C6000 Ricoh IM 550F Ricoh IM 550F IM C6000 IM 8000 MP C4503 IM C3000 MP 6002sp ID # 10241 10377 12003 12005 12006 13091 13092 13093 13094 13504 13505 13515 14037 9253 14517 9255 Address 4201 Central Pkwy 4201 Central Pkwy 5709 Scarlett Ct 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 7600 Amador Valley Blvd 100 Civic Plaza 6361 Clark Ave 6361 Clark Ave 100 Civic Plaza 100 Civic Plaza 100 Civic Plaza 11600 Shannon Ave 100 Civic Plaza Equipment recommended to be replaced in Blue Equipment recommended to be retired in Red Totals: Location Aquatic Center *11x17 Aquatic Center Ticket Corporation Yard CDD Back Office PD *Shelved City Clerk Records Room Public Works Senior Center Planning Center Police Services *Shelved Police Admin MAIN COPY ROOM Finance Admin Shannon Center Police Admin 11 Totals: Avg Blk / Mo. 1 177 0 47 181 24 0 0 25 0 0 103 39 595 501 30 16 363 0 40 0 0 99 0 25 3146 22 26 5,460 DUBLIN CALIFORNIA Avg Clr / Mo. 0 465 0 223 194 0 38 0 2192 1446 239 18 46 2104 7 26 6,998 $ 54.60 (avg cost/month) $ 629.82 (avg cost/month) Avg Blk / Mo. Avg Clr / Mo. 1231 1128 936 922 2215 223 0 1335 181 7546 1500 6789 0 0 2954 5042 278 563 1050 1491 980 5380 25,833 15,911 45 SHAMROCK e Existing Copier Contract: Copier Service & Supply Agreement: (Monthly Base Payment) (Includes 420,000 B/W & 102,000 Color Semi -Annually) DUBLIN CALIFORNIA $ 2,486.04 (avg cost/month) Current Combined Printer and Copier Contract Spend: $ 3,170.46 (avg cost/month) Combined Printer and Copier Average Monthly Volume: 12 $ 38,045.52 (avg annual spend) Black: Color: 31,293 22,909 46 SHAMROCK Revised Equipment CP3505 HP E45028dn HP LJ M451DW HP E45028dn M601dn HP E42540f HP E47528f M712DN Pro 100 M175NW HP E45028dn HP E40040dn HP X55745dn M604DN M604DN HP E47528dn HP X55745dn HP E47528f SP C262SF HP E47528f HP E42540f SP 377SFNwX HP E42540f SP 377SFNwX SP 377SFNwX HP E40040dn SP 377SFNwX SP C360SFNw SP C360SFNw Lexmark C2326 Lexmark C2326 IM C4510 IM 5000 MP 501 SPF MP 3555SPDF MP 3555SPDF MP 3555SPDF IM C6000 Ricoh IM 550F Ricoh IM 550F IM C6000 IM 8000 IM C4510 IM C3000 IM C6010 18 New Devices ID # 4772 Replace 5117 6897 Replace 7919 7997 Replace 12005 Replace 9056 9057 9068 Replace 9071 Replace 9073 Replace 9884 10370 10371 Replace 10377 Replace 10477 Replace 12007 12009 Replace 12010 Replace 12011 12012 Replace 12013 12014 12015 Replace 12016 12017 12162 12469 14761 14762 Replace 10241 Replace 12003 12006 13091 13092 13093 13094 13504 13505 13515 14037 Replace 9253 14517 Replace 9255 Location 2nd floor. Marsha's Office Public Works? Corporation Yard Accounting 2nd Floor CDD CDD Back Office PD Evidence Office Public Works (Uses 11x17) Senior Center *Unplugged HR Manager Police Chief Police front window Aquatic Center Aquatic Center Aquatic Center Ticket PCS ADMIN Graphic Design Public Works HR-2nd floor Inspector Trailer Shelved Crime Prevention PD - EOC Area Senior Center *Back Up City Manager Senior Center Class B Heritage Center 1st Floor, SW corner Senior Center PD Aquatic Center *11x17 Corporation Yard PD *Shelved City Clerk Records Room Public Works Senior Center Planning Center Police Services *Back Up Police Admin MAIN COPY ROOM Finance Admin Shannon Center Police Admin 13 Totals: DUBLIN CALIFORNIA Avg Blk / Mo. Avg CIr / Mo. 177 0 47 181 223 24 0 25 0 0 103 39 936 595 501 16 363 40 0 0 99 25 3146 22 26 1231 2215 1335 181 7546 1500 0 465 0 223 194 38 0 922 2192 1446 18 46 2104 7 26 1128 6789 2954 5042 278 563 1050 1491 980 5380 31,262 22,670 47 SHAMROCK office s-lutin New Total Fleet Average Usage / Costs DUBLIN CALIFORNIA B/W per Month: 31,262 Color per Month: 22,670 New B/W Cost per Page: $0.0087 New Color Cost per Page: $0.0595 New B/W Cost per Month: $271.98 New Color Cost per Month: $1,348.87 Total Annual Service Spend: $19,450.13 Annual Service Savings: $18,595.39 Replacement Hardware Costs: 60 Month Lease Option: $ 1,125.00 (per Month) Annual Lease Spend: $ 13,500.00 Total Annual Savings if Leased: $5,095.39 Purchase Option: $ 47,495.00 Amortized 5 Year Cost: $ 9,499.00 Amortized Annual Savings if Purchased: $9,096.39 (each of the next 5 years) 14 48 SHAMROCK ottice solutions DUBLIN CALIFORNIA Insurance Confirmation Shamrock Confirms our ability to meet the City's Standard Consulting Agreement and insurance requirements. Shamrock has no exceptions to the Agreement and insurance requirements. References The City of Dublin has first-hand knowledge and experience of Shamrock's service capabilities gained over the course of our decade -plus long partnership. We have also provided below additional references of similar customers. Contra Costa County Cynthia Shehorn CPPB - Asset Management — Lead 925-957-2495 cindv.shehorn@pw.cccountv.us Project details: 400+ copiers/627 printers/PaperCut (Secure Print)/Managed Print Services/Toner Bundle California Natural Resources Association Angel Romero, Jr. Chief of IT Governance and Enterprise Project Management 916-717-3124 Angel.M.Romero(a@water.ca.gov Project details: 100+ MFPs/PaperCut (Secure Print)/Managed Print Services/Xmedius Cloud Fax/Digital Store Front City of Woodland Elle Murphy Budget/Training/Facilities 530-661-7832 elle.murphv@citvofwoodland.org Project details: 23 Copiers/50+ Printers/Managed Print Services/Wide Format Services/toner Bundle Appendix A See below for proposed device configurations. 15 49 Ricoh Online System Configurator Tool Choose a Model • Select Options • Save, Print or Email Created By: Aquatic Center Your Configured RICOH IM C4510 A e A *Note: The image is a photo realistic illustration of your selected configuration. DIMENSIONS WIDTH DEPTH HEIGHT 23.10in 27.60in 47.60in (587mm) (701mm) (1,209mm) Actual dimensions may vary. These are approximate only. POWER CONSUMPTION (MAIN UNIT) 120V-127V, 60Hz Additional power requirements may apply. Please read each option's description copy to see if additional power sources are needed. RICOH imagine. change. Your Chosen Options • IM C4510 • Paper Feed Unit PB3320 • PostScript3 Unit Type M52 • Fax Option Type M52 • Print Cartridge Black IM C6010 • Print Cartridge Yellow IM C6010 • Print Cartridge Magenta IM C6010 • Print Cartridge Cyan IM C6010 • Waste Toner Bottle IM C6000 50 Ricoh Online System Configurator Tool Choose a Model • Select Options • Save, Print or Email Created By: Corporation Yard Your Configured RICOH IM 5000 r © Ram 0 LACOi; sioM IF *Note: The image is a photo realistic illustration of your selected configuration. DIMENSIONS WIDTH DEPTH HEIGHT 23.70in 26.70in 47.90in (587mm) (678mm) (1,217mm) Actual dimensions may vary. These are approximate only. POWER CONSUMPTION (MAIN UNIT) 120V-127V, 60Hz Additional power requirements may apply. Please read each option's description copy to see if additional power sources are needed. RICOH imagine. change. Your Chosen Options • IM 5000 • Cabinet Type F • PostScript3 Unit Type M45 • Fax Option Type M45 • Print Cartridge MP 6054 • Waste Toner Bottle IM 6000 51 Ricoh Online System Configurator Tool Choose a Model • Select Options • Save, Print or Email Created By: Finance Admin Your Configured RICOH IM C4510 *Note: The image is a photo realistic illustration of your selected configuration. DIMENSIONS WIDTH DEPTH HEIGHT 45.70in 27.60in 47.60in (1,161mm) (701mm) (1,209mm) Actual dimensions may vary. These are approximate only. POWER CONSUMPTION (MAIN UNIT) 120V-127V, 60Hz Additional power requirements may apply. Please read each option's description copy to see if additional power sources are needed. RICOH imagine. change. Your Chosen Options • IM C4510 • Paper Feed Unit PB3320 • Finisher SR3320 (1,000 sheet) • Bridge Unit BU3100 • Punch Unit PU3080 NA • PostScript3 Unit Type M52 • Fax Option Type M52 • Print Cartridge Black IM C6010 • Print Cartridge Yellow IM C6010 • Print Cartridge Magenta IM C6010 • Print Cartridge Cyan IM C6010 • Waste Toner Bottle IM C6000 52 Ricoh Online System Configurator Tool Choose a Model • Select Options • Save, Print or Email Created By: Police Admin Your Configured RICOH IM C6010 *Note: The image is a photo realistic illustration of your selected configuration. DIMENSIONS WIDTH DEPTH HEIGHT 45.70in 27.60in 47.60in (1,161mm) (701mm) (1,209mm) Actual dimensions may vary. These are approximate only. POWER CONSUMPTION (MAIN UNIT) 120V-127V, 60Hz Additional power requirements may apply. Please read each option's description copy to see if additional power sources are needed. RICOH imagine. change. Your Chosen Options • IM C6010 • Paper Feed Unit PB3320 • Finisher SR3320 (1,000 sheet) • Bridge Unit BU3100 • PostScript3 Unit Type M52 • Print Cartridge Black IM C6010 • Print Cartridge Yellow IM C6010 • Print Cartridge Magenta IM C6010 • Print Cartridge Cyan IM C6010 • Waste Toner Bottle IM C6000 53 Device : HP Color LaserJet Mngd E45023dn Printer (30.A35A) Technical Specs Dimensions Width : 413.6 mm (16.28 inches) Depth : 472 mm (18.58 inches) Height : 304.4 mm (11.98 inches) Unboxed : 18.9 Kg (41.67 Ibs) Boxed : 21.6 Kg (47.62 Ibs) Main Unit Details Specification Value Mono and color ppm Recommended Monthly Page Volume Tray capacity Memory size in GB 277 27 1.500 to 7.500 300 1.25 54 0 Device : HP Color LaserJet Enterprise X55745dn (6QP97A) Technical Specs Dimensions Width : 500 mm (19,69 inches) Depth : 460 mm (18.11 inches) Height :415 mm (16.34 inches) Unboxed : 31.12 Kg (68.61 Ibs) Boxed : 34.24 Kg (75.49 Ibs) Main Unit Details Specification Value Mono and color ppm Recommended Monthly Page Volume Tray capacity Keyboard OCR Stapler Stacker 45i 45 Up to 15,000 650 No keyboard No OCR No Stapler 55 Device : HP LaserJet Managed MFP E42540f Printer (3PZ75A) 0 Technical Specs Dimensions Width : 420 mm (16.54 inches) Depth : 390 mm (15.35 inches) Height : 323 mm (12.72 inches) Unboxed : 13.01 Kg (28.68 Ibs) Boxed : 14.7 Kg (32.41 Ibs) Main Unit Details Specification Value Mono and color ppm Recommended Monthly Page Volume Tray capacity simplexIduplex ipm ADF sheet capacity Memory size in GB 38/ 0 1.500 to 7,500 350 35i 20 50 2 56 .1611/4=16 1�r u�.txs*yrnR+rc,uo,. Device : HP LaserJet Managed E4004Odn Printer (3PZ35A) Technical Specs Dimensions Width : 381 mrn (15 inches) Depth : 357 mm (14.06 inches) Height : 220 mm (8.66 inches) Unboxed : 8.5 Kg (18.74 Ibs) Boxed : 11.37 Kg (25.07 Ibs) Main Unit Details Mono and color ppm 30/ 0 Recommended Monthly Page Volume 1,500 to 7,500 Tray capacity 350 Memory size in GB 1 57 MIE Lr Device : HP Color LaserJet Mngd MFP E47528f Prntr (3QA75A) Technical Specs Dimensions Width : 415.4 mm (16.35 inches) Depth : 472 nim (18,58 inches) Height : 399.8 mm (15.74 inches) LJnboxed : 23.2 Kg (51.15 Ibs) Boxed : 26.32 Kg (58.03 Ibs) Main Unit Details Specification Value Mono and color ppm Recommended Monthly Page Volume Tray capacity simplexlduplex ipm ADF sheet capacity Memory size in GB 27i 27 1,500 to 7,500 300 35/ 20 50 2 58