The URL can be used to link to this page

Home My WebLink About2018-2849LOFf LER 1101 E 78d' Street, Bloomington, MN 55420 952 - 925 -6800 • Fax 952 - 925 -6601 MAINTENANCE AGREEMENT 2018 -2849 Company Customer # Company Customer # City of Columbia Heights C%!% See Schedule A Listing C�}i� Address Color Copies Allowed Address Color Overage Charge $ 0.042000 590 40th Ave, NE Quarterly Rate $ B &W Copies Allowed Address 2 B &W Overage Charge $ Address 2 Suite /Floor /Dept Color Copies Allowed Suite /Floor /Dept Color Overage Charge $ Finance Monthly Rate $ 732.99 B &W Copies Allowed city State Zip City State Zip Columbia Heights MN 55421 Color Overage Charge $ Contact Phone Contact Phone Joseph Kloiber 763- 706 -3627 Supplies Included: CONTRACT TERM: ❑ 1 Year ❑ 2 Year ❑ 3 Year ❑ 4 Year 5 Year Other: ❑ Annual Rate $ B &W Copies Allowed 597,960 B &W Overage Charge $ 0.005000 Color Copies Allowed 138,240 Color Overage Charge $ 0.042000 ❑ Quarterly Rate $ B &W Copies Allowed B &W Overage Charge $ Color Copies Allowed Color Overage Charge $ ❑� Monthly Rate $ 732.99 B &W Copies Allowed B &W Overage Charge $ Color Copies Allowed Color Overage Charge $ ❑ Addtl. Charge $ For Supplies Included: Yes ❑ No Black Toner 2 Color Toner❑ i K��untb;zJ,e,91,smn, �jor/ Staples Included: U Yes LJ No Meter Contact Phone Preferred Meter Method Fax Preferred Meter Method E- tl Address Preferred Meter Method �- s KEG 79� �� 3�3y - _ s Q—rinl Inc + nirtinne - RnQa hillari Monthly Anniial nvaranac Rate I ncked_ 11 x 17 is one rlick- Canon's are stable i cluslve. Please carefully review the Terms and Conditions on the second page and provide a customer signature. TERMS & CONDITIONS Maintenance Services During the term of this contract Loftier Companies, Inc will repair or replace according to the terms of this agreement any part of the equipment which becomes unserviceable due to normal usage (other than consumable supplies, i.e. toner, image units). All parts replaced will be furnished on an exchange basis and will be new, reconditioned, or used. All parts removed due to replacement will become the property of Loffler Companies, Inc. Maintenance services provided by Loffler Companies, Inc. under this agreement do not include the following: A. Repair of damage not caused by vendor, including without limitation, damage resulting from accident, transportation neglect or misuse, failure or fluctuation of electrical power, telephone equipment or communication lines failure, environmental conditions, or acts of God. B. Repairs made necessary because of service that was provided by persons other than vendor. C. Exit trays, copy cabinet, removable cassettes, or other breakable items that are not related to the mechanical or electrical operation of the equipment. D. Repairs and /or service calls resulting from attachments not purchased and /or approved by Loffler Business Systems. E. Network or IT triage related to IT infrastructure issues affecting the operation of the hardware device. Performance of Maintenance Services Maintenance services will be provided at the customer's place of business where the equipment is located during regular business hours (8:00 a.m. — 5:00 p.m.) Monday through Friday, except holidays. Charges The maintenance charges for all maintenance agreements, i.e. annually, quarterly, monthly, will be payable by the customer in advance with the overages billed in arrears. The relocation of equipment indicated on the face hereof may result in an increase of maintenance charges or the termination of this agreement. The client will provide timely meter readings at the end of each billing period in response to Loffler Companies fax/email requests or contacted by telephone. If meter reads are not received in a timely manner, Loffler Companies reserves the right to estimate the meter readings. The charges established in this agreement include payment for the maintenance of the equipment and consumable supplies including black and color toner and developer, if indicated on the reverse side. Paper and staples must be purchased separately by you. For the purpose of this agreement, an impression is defined as a one sided, 8.5 x 11 or smaller image on a single sheet of media. This agreement is based upon manufacturer stated yields: 6% coverage for black toner and 20% coverage for color toners. Toner usage /coverage beyond manufacturer stated yields can result in additional charges for toner at current market pricing. Toner provided under this agreement is the property of Lofter Co. Inc until consumed in covered equipment. Customer Obligations Customer agrees to provide a suitable place for use (including suitable electric service) as specified by the manufacturer. Customer to provide 360 degree service access to equipment. Customer will provide a key operator for the equipment and make available operators for instruction in use and care of the equipment. Limitations Loffler Companies, Inc. shall not be liable for failure to perform its obligations hereunder, and such failure to perform shall not constitute a breach of this agreement when repair of the equipment is required as a result of accident, misuse, use of supplies or accessories that do not meet manufacturer's standards, fire, flood, or other adverse conditions damaging the equipment at customer's premises. Loffler Companies, Inc. shall not be liable for delay or failure to perform under this agreement for causes beyond its reasonable control for the period of time that such causes are enduring. Additionally, Loffler Companies, Inc. shall not be responsible or liable for any circumstances occurring due to the failure of any equipment or accessories covered under this agreement. Term This agreement will become effective as of the effective date indicated on the reverse side and is a non - cancelable contract. This agreement will be automatically renewed at the prevailing rates at the time of expiration unless canceled in writing thirty (30) days prior to the expiration of the agreement. Maintenance agreement rates may be subject to an annual rate adjustment. Loffler Companies, Inc. may terminate this agreement upon written notice prior to any renewals. Entire Agreement/Applicable Law This agreement constitutes the entire agreement between Loffler Companies, Inc. and the customer and supersedes any previous agreements between Loffler Companies, Inc. and the customer with respect to services to the equipment. This agreement shall be interpreted and continued in accordance with the law of the State of Minnesota and the parties hereby consent to the personal jurisdiction of any state or federal court having appropriate subject matter jurisdiction located within the State of Minnesota. Non - Solicitation Client acknowledges and agrees that the employees of Loffler Companies, Inc. who perform the services are a valuable asset to Loffler Companies, Inc. and are difficult to replace. Accordingly, Client agrees that, for a period of one (1) year after the completion of said services, it will not, directly or indirectly, solicit, recruit, hire or otherwise employ any employee or agent of Loffler Companies, Inc. who performed such services. If Client violates this paragraph, Client will pay to Loffler Companies, Inc. damages equal to one hundred percent (100 %) of that individual's annual salary. For purposes of this Agreement only, an "individual's" annual salary shall mean the individual's annual salary with either Loffler Companies, Inc. or with Client, as of the date of Client's violation of this paragraph, whichever is greater. License Fees In the event that license fees are paid by Loffler, we will incorporate that charge into the billing rates to amortize the cost over a year's time. If Client cancels the contract prior to the end of the term, the Client will be charged with the remainder of the amount due for the license. Net Connect Maintenance services include Net Connect services, which provide support for printing, scanning, and connectivity of the multifunctional equipment. Customer Signature Z-1, Print Customer Name Cl J1 61- COL• ✓',�i Loftier Companies Representative "' Loffler Company Acceptance Date Loffler Companies Officer Approval Signature Tim a Date LO F LER APPLICATION NO AGREEMENT NO. Schedule "A" l�vS o,rx�iZ � This Schedule "A" is to be attached to and becomes part of the above - referenced Agreement by and between the undersigned and Loffler Companies, Inc. MAKE/MODEL/ACCESSORIES SERIAL NO. STARTING METER Top Valu Liquor - 4950 Central Ave NE Columbia Heights, MN Canon IR ADV C3525i Police - 825 41St Ave NE Columbia Heights MN Canon IR ADV C5550i City Hall - 590 401h Ave NE Columbia Heights MN Canon IR ADV C7565i Public Works 637 38th Ave NE Columbia Heights MN Canon IR ADV C5550i Finance - 590 40th Ave. NE Columbia Heights, MN Canon IR ADV C5540i All Canon Devices are Staple inclusive per State of MN Contract #84336 Exisiting Devices to be included on contract: ID# 51952 serial A5C1011015466 — fy.y /C/d %'irtlG�T.9 ID# 51954 serial A5C1011015468 ID# 51955 serial A5C1011015588 This Schedule "A" is hereby verified as correct by the undersigned Client, who ackrgowlerjges receipt of a copy. ,TI�M6-62/ CLIENT SIGNAMRE ' V TITLE DATE? 18647 Rev. CA"0111 State of Minnesota Contract Profile GENERAL INFORMATION AWARD PARAMETERS SPECIFICATIONS CUSA/Direct CSAP - Contract Model Contract Title State ❑f Minnesota Multifunction Device - Purchase, Rental Maintenance Contract Number 84336 Scope The Contract will be for Digital Black & White and Color Multifunction Devices (MFD) The Contract must be used by State agencies unless a specific exception is granted by the Eligible Users Acquisition Management Specialist or authorized delegate The Contract will be available to Cooperative Purchasing Venture (CPV) Members Extension Option up to 36 months Agreement Type (i.e. Single Source, Multiple Multiple Award, Mandatory, Non-Mandatory) Geographic Scope (if applicable) State of Minnesota PRODUCT R UIREMENTS, RESTRICTIONS AND EXCEPTIONS Digital Black & White and Color Multifunction Devices (MFD) Products- BW/ Color / Wide Format, Scanner, etc. ima eRUNNER ADVANCE products Software /Third Party Solutions (CAC, Contract Vendor is responsible to provide software updates /upgrades to Customer at no Accessibility, etc. additional cost Product Substitutions /Discontinuations I Updates when available ACQUISITION Acquisition Plan(s)- Purchase /Lease/ Rental /CPC Purchase & Rental Rental plans are to be available for 12, 36, 48 and 60 months Cost per copy (NOT included in the rental rate) Click Charge - a straight cost per copy charge Maintenance Plan(s) Low Base - base monthly fee and overage charges High Base - base monthly fee and overage charges Supplies include toner (black & color), developers, fuser oil, staples or any item required to Supplies- Toner/ Staples/ Paper make the machine run, with the exception of paper Contract Fee I Frequency 1 °/o to salesIquarleny " Contract Fee / Check or ACH /EFT payments Check Summary type invoicing and reports must be provided and available electronically. A sample Invoice /Billing Requirements invoice will be developed with the awarded Contract Vendor which must include specific state requirements Customers may have the option of quarterly billing if the Customer and the Contract Vendor Payment mutuali a ree ■R■ ER MANAGEMENT/ COMPLIANCE INSTRUCTIONS Customers will not be required to sign any additional Contract Vendor documents. Customer Purchase Order Requirements purchase orders will serve as the sole order document. Separate Rental (Lease) or acquisition documents are not permitted Purchase Methods Accepted (PO, Credit Card, PO to be accepted for Purchase and Rentals Electronic - CONTRACT ■ State may immediately terminate this Contract if it does not obtain funding from the Cancellation Terms Minnesota Legislature FINANCING Finance Partner (CUSA or CFS) CFS Customers that wish to terminate a rental plan due to reasons not defined in the Funding Rental Contract Early Termination Out clause may do so with thirty (30) days' notice Early termination charges may be assessed if an approved rental agreement is canceled prior to the end of the term. Funding out - no penalties Penalties Applicable Early termination - penalty charges may be assessed if an approved rental agreement is canceled prior to the end of the term 1/16/2018 Page 1 of 2 1/16/2018 Page 2 of 2 For rental equipment, at each 12-month increment during the rental period, the State, Upgrade /Downgrade Terms reserves the right to re- evaluate a Customer's equipment needs. The Customer is allowed to upgrade or downgrade the MFD at this time. CUSA Recourse Required (Yes /No) No Dealer Taking Recourse (Yes /No) Yes SERVICE PERFORMANCE • Delivery Orders shall be shipped FOB Destination, within 30 calendar days after receipt of an order Any cost saving methods for using the Multifunction Device (MFD) must be set up upon install Setup Energy Star savings settings, duplexing, multi -page printing, step approach for energy savings utilizing snooze /sleep modes, set up color devices to default to black/white, Following installation, the Contract Vendor shall provide training sessions for each MFD Training placement at no cost to the user's. Training is defined as online, webinar or in person and must be completed within two (2) working days of installation Response Time Four (4) working hours Meter collection is done monthly and contract holder must include an option to allow for Meter Collection electronic collection or input of meter readings by Customers Relocation of Equipment Relocation and Moves Over 50 Miles - Flat rate fee: $225.00 /Hour Short-Term rentals of new, used, refurbished or demo equipment may be put in place for a Demos /Loaners term not to exceed 12 months Service Performance (Uptime /Downtime) 95% uptime For any machine that does not meet an average 4 hours response /repair time Customer may require a reduction for all fixed maintenance and click charges must be credited against the invoice for the individual machine, for the month that the machine did not meet 95% Penalties or Credits for Failure to Perform uptime REPORT • Sales reports are to be submitted to Canon USA monthly by the 5th day after the end of the month in which such sales occurred detailing the total sales to State Agencies and CPV What reports /info are required and who is members. responsible? *A standard report format will be defined upon award *Other reporting requirements are listed on page 26 of the Special Terms and Conditions Document END OF REQUIREMENTS The Contract Vendor wiri send email notification of the pending end of term at ninety (90) Contractor Notification for Term Expiration days and again at sixty (60) days prior to the end of rental terms 1) Returning the machine to the Contract Vendor End of Rental Term options 2) Continue the placement, but with a lower mutually agreed upon monthly rental price or for an additional fixed period of time Who is Responsibility for Return Costs (if Dealer applicable) _ what are the Contract Return Charges None Cleansing the hard drive (overwrite /encryption) Hard Drive (Erase, Remove, Certification) Removal and surrender of hard drive to customer Provide certification that the hard drive has been cleansed PERTINENT CONTRACT Cooperative Purchasing Venture (CPV) Members - will have access to the contract Customers will evaluate the performance of equipment within the first 90 calendar days after installation. If the MFD performance is unacceptable or improperly sized by Contract Vendor for the volume specified, the Contract Vendor agrees to replace the MFD with another Contract MFD to meet the Customer's needs Equipment must be installed with a 90 day manufacturer's warranty Short-Term rentals of new, used, refurbished or demo equipment may be put in place for a term not to exceed 12 months Customers may trade -in a minimum of one device per placement of existing MFD they own at a price the Customer and the Contract Vendor mutually agree on If requested, Contract Vendor(s) must work with Customers to develop comprehensive print assessment plans to assist Customers in managing print behaviors RESOURCES MARKETING CUSA Developed Website TBD Customer Website (URL) TBD Customized Contract/Price Book TBD 1/16/2018 Page 2 of 2