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- - RFP Determination Book Reprographics Ser - 6/19/2012
RFP DETERMINATION BOOK FOR REPROGRAPHICS SERVICES ..ice V17 r+ T' A T�7gf Office of the CEO CITY OF COSTA MESA REPROGRAPHICS SERVICES Index 1. Project Chronology 2. RFP Notice 3. RFP 4. Questions & Answers 5. Vendor List 6. Proposals 7. Evaluation Documents 8. Reference checks 9. Proposal Evaluation Scores 10. Interview Evaluation Scores 11. Interview Materials 12. Research PROJECT CHRONOLOGY This section is a list of the significant events from the time of developing the service profile to providing this RFP Determination Book. Project Chronology for Reprographics 3-16-11 Sent research material to Central Services from Huntington Beach. 4-7-11 Sent research material to Central Services from Anaheim 6-13-11 Started working on rough draft of Reprographics RFP 9-28-11 First Contracting Committee council Policy 100-6 meeting 12-22-11 Released & Posted the RFP for Reprographics with a due date of 1-25-12 1-3-12 Posted amendment #1 to correct some dates 1-12-12 Posted amendment #2 that deleted some verbiage on page 6 & 11. 1-17-12 Posted questions and answers on the city's web page. 1-30-12 Got notifications, from legal, of proposal were received. 2-27-12 Distribution of proposals and instruction to evaluation panel. 3-15-12 Sent out reference checks 3-21-12 Evaluation Team Meeting 4-5-12 Interviews with short list 5-24-12 Sent out final scores for proposal and interview to the evaluation panel RFP NOTICE This is a requirement under the Costa Mesa Municipal Code, Title 2- Administration, Chapter V. Finance, Article 2 Purchasing, Section 2-166 Procedure for purchases exceeding fifty thousand dollars (a) (1) City of Costa Mesa Reprographics 12/16/2011 4:OOPM NOTICE IS HEREBY GIVEN that sealed proposals shall be received by the City of Costa Mesa to wit: The City of Costa Mesa/ Jones & Mayer, City Attorney's Office, 3777 N. Harbor Blvd, Fullerton, California 92835, on or before the hour of 4:00 p.m. on Wednesday, January 25, 2012. It shall be the responsibility of the offeror to deliver his proposal to Jones & Mayer, Kimberly Hall Barlow, City Attorney's Office, 3777 N. Harbor Blvd., Fullerton, CA 92835 Proposal shall be returned to the attention of the City Attorney Office Kimberly Hall Barlow at the specific address above, within said time limit, in a sealed envelope identified on the outside with the Offeror's Business Name, Proposal Identify—RFP for Reprographics and the due date. There will be no public opening �J � costa.6awdo esa The Request for Proposal may be downloaded from the website at http://www.ii.costa-mesa.(a.us/departments/ CMPurchasing.htm. If you have addition question, please con- tact Richard Amadril, via e-mail at: rick.amadril@costamesaca.gov City of Costa Mesa 77 Fair Drive, P.O. Box 1200 Costa Mesa, CA 92628-1200 Phone: 714-754-5227 Fax: 714-754-5040 E-mail: rick.amadril@costamesaca.gov Request for Proposal provides information on the service(s) level, improvements, key elements for this particular solicitation, overview and the solicitation protocol. This will also show any amendments' that were posted in the back of this RFP. REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES Costa Mesa Office of the CEO CITY OF COSTA MESA Released on December 22, 2001 REPROGRAPHICS REQUEST FOR PROPOSAL (RFP) Dear Proposers: 2 The City of Costa Mesa (hereinafter referred to as the "City") is requesting proposals from a qualified public entity or private firm, to establish a contract for Reprographics Services. The term is expected to be for three (3) years with two (2) one-year options to renew. Longer initial and extended terms will be considered depending upon the Proposer's submission regarding use of City facilities and equipment. 1. BACKGROUND On March 1, 2011, the City Council agreed to move forward with a comprehensive review and analysis of outsourcing 18 City services, one of which is Reprographics Services, as outlined in the Outsourcing of City Services Council Agenda Report, dated February 24, 2011. The City of Costa Mesa is a general law city, which operates under the council/manager form of government with a General Fund budget of over $94 million and a total of over $107 million of fiscal year 2010-2011. The City of Costa Mesa, incorporated in 1953, has an estimated population of 116,479 and has a land area of 16.8 square miles. It is located in the southern coastal area of Orange County, California, and is bordered by the cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley and Irvine. The City is a "full service city" and provides a wide range of services. These services include: police and fire protection; animal control; emergency medical aid; building safety regulation and inspection; street lighting; land use planning and zoning; housing and community development; maintenance and improvement of streets and related structures; traffic safety maintenance and improvement; and full range of recreational and cultural programs. The City of Costa Mesa is home of the Segerstrom Center for the Arts, Orange County Fairgrounds, South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest commercial activity center in the City. The volume of sales generated by South Coast Plaza, secures its place as the highest volume regional shopping center in the nation. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 22, 2011 Deadline for Written Questions January 9, 2012 Responses to Questions Posted on Web January 17, 2012 3 Proposals are Due January 25, 2012 Interview (if held) February 7, 2012 Approval of Contract TBD All dates are subject to change at the discretion of the City 3. SCOPE OF WORK The reprographic needs of the City are diverse and time sensitive. Some examples of documents requiring high volume copying include promotional flyers, billing and legal notices, City forms, Public Works bid packages, City Council agendas, staff reports, training materials, Planning Commission documents, and various public information materials including budget and financial documents. Copy jobs vary in quantity from a few dozen to a few thousand copies per job. The size and types of paper, document preparation and finishing requirements vary by document. Some requests may be submitted electronically to the printer, while others may be provided in hard copy on USB storage device or CD rom. It is anticipated that bidders, in most cases, will offer pricing based on production at their own facility, therefore this request for bid requests net pricing for copies, with an option for the copy vendor to provide pickup and delivery services to City Hall or other City facilities.. Standard turn -around time is to be twenty-four (24) hours or less, with options for four (4) hour, and while -you -wait expedited services when required. The City is also accepting bid proposals for in house document services. Interested bidders are invited to include in house print and copy services and the city will accept bids responses for the requested services to be provided utilizing the city's existing equipment. A list of equipment currently utilized by the city has been provided on Appendix G. If this is the case, please specify on the pricing schedule (Appendix D) that the figures indicated are for in- house facility management.' Offset print projects typically will have a longer turnaround time. Most print projects need to be completed within three (3) business days depending on the complexity of the project. If any special services are involved, numbering, perforating or foil stamping for example the project may take longer, and therefore a five (5) day turnaround for more complex print projects is acceptable. The following is a description of the current level of photocopying and other print shop services used by the City. PHOTOCOPY Approximately 150-200 requests for black and white copy jobs and 100-150 color copying jobs are currently processed monthly, during the hours of 8 AM to 5 PM, Monday through Friday. We also process between 50-75 requests for high speed scanning per month. There is no guaranteed or implied commitment that this volume of work will remain consistent, rather this is an example of the current workload. El The following table shows the number of black and white copies produced by the Copy Center for the previous four calendar years: 2007 2008 2009 2010 2,400.000 1,900.000 1,450.000 1,110.000 The following table shows the number of color copies produced by the Copy Center for the previous four calendar years: 2007 2008 2009 2010 190,000 213,000 145,500 182,500 The historical breakdown of photocopy requests is as follows: • Paper Size: 85% Letter: 2% Legal: 13% l lx 17 • Paper weight: 80% 201b bond: 10% Cover 5% Other • Paper Color: 60% White: 20% Pastel: 20% Bright colors • Typical number of originals per job: 40-100 • Typical number of copies per original: 35-50 • Jobs requiring collating, punching and/or stapling 70% • Jobs requiring tabs inserted less than 10% • Jobs requiring binding 60% • Jobs submitted electronically 40% • Average turnaround time requested Same day The successful bidder will be required to provide all labor, equipment and materials necessary to copy and collate City documents such as those described above, on an as- needed, on -demand basis. In addition to copying the original documents, the following services may be required for these jobs: • 3 -hole punching • Cutting 5 • Stapling • Collating • 2 -sided copying • Padding • Folding • Saddle stitching • Binding (Spiral/Coil and Tape) • Cleanup of Originals • Consultation with City staff to optimize the cost of their project • Scanning / Document imaging SCOPE OF SERVICES: PRINT SHOP Printing services are defined as those services which are normally a part of an in house print shop and may include but not be limited to the following services: • Tabbing • Inserting • Laminating • Cutting • Drilling • Scoring • Numbering • Offset Printing 1-4 spot colors • Collating • Saddle stitching • Die cutting • Perforating • Mounting • Folding The City's print shop currently utilizes two offset printing presses, one single color press used primarily to produce envelopes, and another two color press that is used to produce carbonless forms and spot color work. See Appendix G for listing of current equipment owned by the City. Print projects range from single color flyers to temporary oversize laminated banners to mounted full color posters,2-color postcards, 4 -color process letterhead, envelopes, and business cards, full color recruitment brochures, budget materials, carbonless forms, full color brochures for special events, 24 page periodical newsletters, and public information educational tri folded full color handouts. M The following table shows the number of impressions printed on offset presses in the print shop, for the previous four calendar years. Approximately 70% of the impressions are printed using black ink with the rest being single and multiple color inks: 2007 2008 2009 2010 2,210.000 1,942.000 1,590.000 1,236.000 Print shop annually produces approximately: • 25,000 : 4 -color process City Letterhead • 40,000 : Single color envelopes • 25,000 : 2- color envelopes • 20,000 : 4 color process Business Cards Master 4 -color shells are produced first, then specific dept information is added, on an as - needed basis. A large portion of the impressions are printed in black ink using carbonless forms. There is no guaranteed or implied commitment that this volume of work will remain consistent, rather it is an example of the current workload. Recycled paper is desirable but not mandatory as long as the price is competitive, the brightness is 92 or greater, and the overall quality of the printed product is acceptable. Successful bidders will be expected to adequately stock all printing and bindery materials commonly used by the City in order to ensure timely delivery of jobs to be produced on demand. Please refer to the sample job bid sheet on Attachment G and provide pricing information for the print projects listed. See Appendix 1 for a spreadsheet of 2009 and 2010 Print Shop Requests. The print request logs provided are intended to provide frequency and volume of work performed by the print and graphics division staff. They are not intended to provide technical specifications for each individual project. They are provided to give an insight into the variety of services provided and volume of work produced. See Appendixt 2 for volume charts which indicate number of color copies produced from 2004- 2010, Black & White copies produced from 2001-2010, Print shop impressions from 2001-2010 and a volume chart that combines all three, Black & white, Color and Print shop impressions in total. Please note that while the volume charts show a steady decline in volume for copies and impressions produced, those declines have not resulted in a significant decline in the number of requests for service. Instead, the changing numbers are a result of improved technology and different applications with regard to the movement of information throughout the City and when communicating with the public. Scanning, online forms, web based applications, plotter printing and mounting, social media networking are some examples of the changes we have experienced to our menu of services which has offset the decline in number of actual copies or prints produced. SCANNING The division has seen a significant increase in scan requests in the past year. In the 12 months preceding issuance of this RFP, staff has scanned over 50,000 sheets which are not reflected in the volume totals provided. Division staff (and any contract provider) would be expected to take over all scanning, other than oversize maps and plans in 2012. Scanning should be bid as a per sheet price or on an hourly basis or both. ELECTRONIC SUBMISSION OF JOBS The City utilizes primarily windows based programs and would like the successful bidders to be able to receive files for copying in the following software formats: Microsoft Word, Excel, PowerPoint, Publisher and Visio; Adobe Photoshop, Illustrator and Acrobat, Corel Draw, CAD and GIS software, and plotting capabilities are also required. OWNERSHIP OF DOCUMENTS All City documents stored at or reproduced by the vendor shall remain the property of the City, and shall be returned to the City upon request or upon conclusion of the contract term. VENDOR QUALIFICATIONS Bidders must have adequate staffing, equipment and expertise to provide the types and quality of services required in the time frame requested. The City reserves the right to visit and inspect the bidder's facilities at a mutually agreed upon time to ascertain that the bidder has the necessary resources to provide the necessary services. Bidders proposed location for the production of copies and print services should be within reasonable travel time of City Hall. In order to conserve the time of City staff, vendors are requested to offer the option of pickup and delivery services to City Hall. Travel time of City staff, and the cost of pickup and delivery will be a consideration in evaluating the bids received. SPECIFICATIONS AND SERVICE PERFORMANCE STANDARDS 1. Services to be provided Monday through Friday, 8 AM to 5 PM, except City Holidays 2. Turnaround time for printing or copying jobs must be 24 hours (1 business day) or less for all jobs, with some time -sensitive jobs requiring an immediate turn -around. Failure to provide promised delivery times may be cause for termination of the contract. 3. The successful bidder shall have the ability to receive, edit and enhance print jobs electronically from the City in formats such as MS Office and Adobe applications and make minor formatting changes and/or corrections before printing. 4. The successful bidder shall have the ability to offer pickup and delivery service to end users requiring it for free or for a fixed delivery fee. 5. All copies produced must be of commercially accepted quality, for instance: properly aligned, no fading or smearing, correct contrast and color, and packaged in a manner to protect the documents from damage in transit. Supplier mistakes or copies of unacceptable quality will be corrected immediately at no cost to the City of Costa Mesa. 6. The successful bidder will provide individual invoices for each job, showing sufficient detail to verify unit costs are in accordance with contract prices. Upon mutual agreement, invoices may be consolidated into monthly department billings and/or paid by credit card. Per City policy invoices are paid within 45 days of receipt of the invoice. 7. In the event the customer requires a proof for their job, the proof is to be signed and authorized by City Of Costa Mesa personnel. The requirement for a proof may be dependent upon size of job and complexity of job to be determined by City personnel. If a proof is required, City personnel will indicate name and department of person responsible for proof. 8. The successful bidder must have (or must obtain) a City of Costa Mesa business license, prior to the commencement of the contract. CITY'S RESPONSIBILITIES The City staff will provide all relevant job information on the vendor's job ticket forms, and provide the graphics and text (in hardcopy or electronic format) for their reprographic and print requests. City of Costa Mesa personnel may e-mail, fax or hand deliver any such forms unless the job is being picked up by the vendor, in which case the job ticket form will be included with the relevant materials to be picked up. 4. PROPOSAL FORMAT GUIDELINES Interested entities or contractors are to provide the City of Costa Mesa with a thorough proposal using the following guidelines: Proposal should be typed and should contain no more than 20 typed pages using a 12 -point font size, including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this RFP and possible contract, may be rejected. The following proposal sections are to be included in the Proposer's response: W • Vendor Application Form and Cover Letter Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach this form to the cover letter. A cover letter, not to exceed three pages in length, should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the contractor's office located nearest to Costa Mesa, California and the office from which the project will be managed. • Background and Proiect Summary Section The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP. • Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: 1. An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments. 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. 5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired. 6. Firms, public entities and individuals wishing to be considered shall include in their submissions the steps they will, if selected, implement and adhere to for the 10 recruitment, hiring and retention of former employees of the City who have been or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. 7. Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City. 8. Proposers may propose to perform some or all of the services identified in this Request for Proposals. The City will consider partial proposals and may award contracts for some or all of the services identified and may award more than one contract. If your Proposal is for only some of the services identified, please clearly identify which services you propose to provide. • Staffing Provide a list of Lead Personnel who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual.' Include a resume for each designated individual. Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the City for approval before they begin work. • Qualifications The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. A summary of your firm's or entity's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. 1 Hourly rates for the proposed personnel shall be set forth on Appendix D. 11 For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number, and e-mail address. Any public entity which submits a proposal should describe in detail how it currently performs services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. Attached in Attachment 1 are sample job specifications for typical print shop/copy services. All proposers are required to provide hard copies of samples of each of the same type of print job as are included in Attachment 1. • Financial Capacity Provide the Proposer's latest audited financial statement or other pertinent information such as internal unaudited financial statements and financial references to allow the City to reasonably formulate a determination about the financial capacity of the Proposer. Describe any administrative proceedings, claims, lawsuits, or other exposures pending against the Proposer. • Fee Proposal All Proposers are required to use the form in Appendix D to be submitted with their proposal. Pricing instructions should be clearly defined t ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission. • Disclosure Please disclose any and all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Any past or current business relationship may not necessarily disqualify the firm from consideration. • Sample Agreement The firm selected by the City will be required to execute an Agreement for Services (Agreement) with the City. The form of the Agreement is enclosed as Appendix B, but may 12 be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these must be submitted for consideration with the proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement. See Section 13, below. • Checklist of Forms to Accompany Proposal As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals (1) Vendor Application Form (2) Ex Parte Communications Certificate (2) Price Proposal Form (3) Disclosure of Government Positions (4) Disqualifications Questionnaire 5. PROCESS FOR SUBMITTING PROPOSALS • Content of Proposal The proposal must be submitted using the format as indicated in the proposal format guidelines. • Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. • Number of Proposals Submit one original, Five (5) hard copies plus one disk copy of your proposal in sufficient detail to allow for thorough evaluation and comparative analysis. In the event of a conflict between the original and any hard copy or disk copy, the original shall control. • Submission of Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on November 2, 2011 to the address below. Proposals will not be accepted after this deadline. Faxed or e-mailed proposals will not be accepted. Kimberly Hall Barlow 13 Jones & Mayer Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Reprographics Services • Inquiries Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick.amadril@costamesaca.gov The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. The City will endeavor to answer all written questions timely received no later than November 17, 2011. The City reserves the right not to answer all questions. From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. • Conditions for Proposal Acceptance This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City may waive any irregularity in any proposal. All proposals will become the property of the City of Costa Mesa, USA. If any proprietary information is contained in the proposal, it should be clearly identified. 6. EVALUATION CRITERIA The City's evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the City's Municipal Code (Code). In accordance with the Code, the lowest responsible bidder will be determined based on evaluation of qualitative factors in addition to price. At all times during the evaluation process, the following criteria will be used. Sub -criteria are not necessarily listed in order of importance. Additional sub criteria that logically fit within a particular evaluation criteria may also be considered even if not specified below. I. Qualifications of Entity and Key Personnel -------25% 14 Includes ability to provide the requested scope of services, the Proposer's financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. 2. Approach to Providing the Requested Scope of Services -------10% Includes an understanding of the RFP and of the project's scope of services, knowledge of applicable laws and regulations related to the scope of services. 3. Price Proposal -----50% Price Proposals will be evaluated on the basis of the Total Estimated Annual Price submitted in Appendix D. 4. Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. ----15% 7. EVALUATION OF PROPOSALS AND SELECTION PROCESS In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating proposals. An Evaluation/Selection Committee (Committee), which may include members of the City's staff and possibly one or more outside experts, will screen and review all proposals according to the weighted criteria set forth above. While price is one basic factor for award, it is not the sole consideration. A. Responsiveness Screening Proposals will first be screened to ensure responsiveness to the RFP. The City may reject as non-responsive any proposal that does not include the documents required to be submitted by this RFP. At any time during the evaluation process, the City reserves the right to request clarifications or additional information from any or all Proposers regarding their proposals. B. Initial Proposal Review The Committee will initially review and score all responsive written proposals based upon the Evaluation Criteria set forth above. The Committee may also contact Proposer's references. Proposals that receive the highest evaluation scores may be invited to the next stage of the evaluation process. The City may reject any proposal in which a Proposer's approach, qualifications, or price is not considered acceptable by the City. An unacceptable proposal is one that would have to be substantially rewritten to make it acceptable. The City may conclude the evaluation process at this point and recommend award to the lowest responsible bidder. Alternatively, the City may elect to negotiate directly with one or more Proposers to obtain the best result for the City prior to making a recommendation or selection. 15 C. Interviews, Reference Checks, Revised Proposals, Discussions Following the initial screening and review of proposals, the Proposers included in this stage of the evaluation process may be invited to participate in an oral interview. Interviews, if held, are tentatively scheduled for February 7, 2012 and will be conducted at City of Costa Mesa City Hall, 77 Fair Drive, Costa Mesa, CA 92626. This date is subject to change. The individual(s) from Proposer's firm or entity that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview. The oral interview may, but is not required to, use a written question/answer format for the purpose of clarifying the intent of any portions of the proposal. In addition to conducting an oral interview, the City may during this stage of the evaluation process also contact and evaluate the Proposer's references, contact any Proposer to clarify any response or request revised or additional information, contact any current users of a Proposer's services, solicit information from any available source concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process. Following conclusion of this stage of the evaluation process, the Committee will again rank all Proposers according to the evaluation criteria set forth above. The Committee may conclude the evaluation process at this point, and make a recommendation for award, or it may request Best and Final Offers from Proposers. The City may accept the proposal or negotiate the terms and conditions of the agreement with the highest ranked firm, which shall be determined to be the lowest responsible bidder. The City may recommend award without Best and Final Offers, so Proposers should include their best proposal with their initial submission. Recommendation for award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully within a time period determined by the City, the City may terminate negotiations and commence negotiations with the next highest scoring Proposer or withdraw the RFP. 8. PROTEST PROCEDURES Failure to comply with the rules set forth herein may result in rejection of the protest. Protests based upon restrictive specifications or alleged improprieties in the proposal procedure which are apparent or reasonably should have been discovered prior to receipt of proposals shall be filed in writing with the RFP Facilitator at least 10 calendar days prior to the deadline for receipt of proposals. The protest must clearly specify in writing the grounds and evidence on which the protest is based. Protests based upon alleged improprieties that are not apparent or which could not reasonably have been discovered prior to submission date of the proposals, such as disputes over the staff recommendation for contract award, shall be submitted in writing to the RFP Facilitator, within forty-eight hours from receipt of the notice from the City advising of staff's recommendation for 16 award of contract. The protest must clearly specify in writing the grounds and evidence on which the protest is based. The RFP Facilitator will respond to the protest in writing at least three days prior to the meeting at which staff's recommendation to the City Council will be considered. Should Proposer decide to appeal the response of the RFP Facilitator, and pursue its protest at the Council meeting, it will notify the RFP Facilitator of its intention at least two days prior to the scheduled meeting. 9. CONFIDENTIALITY The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government records. Therefore, unless information is exempt from disclosure by law, the content of any request for explanation, exception, or substitution, response to this RFP, protest, or any other written communication between the City and Proposer, shall be available to the public. The City intends to release all public portions of the proposals following the evaluation process at such time as a recommendation is made to the City Council. If Proposer believes any communication contains trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer's competitive position if disclosed, the Proposer shall request that the City withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. Proposer may not designate its entire proposal as confidential nor designate its Price Proposal as confidential. Submission of a proposal shall indicate that, if Proposer requests that the City withhold from disclosure information identified as confidential, and the City complies with the Proposer's request, Proposer shall assume all responsibility for any challenges resulting from the non- disclosure, indemnify and hold harmless the City from and against all damages (including but not limited to attorney's fees that may be awarded to the party requesting the Proposer information), and pay any and all costs and expenses related to the withholding of Proposer information. Proposer shall not make a claim, sue, or maintain any legal action against the City or its directors, officers, employees, or agents concerning the disclosure, or withholding from disclosure, of any Proposer information. If Proposer does not request that the City withhold from disclosure information identified as confidential, the City shall have no obligation to withhold the information from disclosure and may release the information sought without any liability to the City. 10. EX PARTE COMMUNICATIONS Proposers and Proposers' representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers' representatives should not communicate outside the procedures set forth in this RFP with an officer, employee or agent of the City, including any member of the evaluation panel, with the exception of the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their representatives are not prohibited, however, from making oral statements or presentations in public to one or more representatives of the City during a public meeting. 17 A "Proposer" or "Proposer's representative" includes all of the Proposer's employees, officers, directors, consultants and agents, any subcontractors or suppliers listed in the Proposer's proposal, and any individual or entity who has been requested by the Proposer to contact the City on the Proposer's behalf. Proposers shall include the Ex Parte Communications form (Appendix C) with their proposals certifying that they have not had or directed prohibited communications as described in this section. 11. CONFLICT OF INTEREST The Proposer warrants and represents that it presently has no interest and agrees that it will not acquire any interest which would present a conflict of interest under California Government Code sections 1090 et seq., or sections 87100 et seq., during the performance of services under any Agreement awarded. The Proposer further covenants that it will not knowingly employ any person having such an interest in the performance of any Agreement awarded. Violation of this provision may result in any Agreement awarded being deemed void and unenforceable. 12. DISCLOSURE OF GOVERNMENTAL POSITION In order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City, the City requires that all Proposers disclose in their proposals any positions that they hold as directors, officers, or employees of any governmental entity. Additional disclosure may be required prior to contract award or during the term of the contract. Each Proposer shall disclose whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months using the attached "Disclosure of Government Positions Form." (See Appendix F.) 13 CONDITIONS TO AGREEMENT, IF ANY. The selected Proposer will execute an Agreement for Services with the City describing the Scope of Services to be performed, the schedule for completion of the services, compensation, and other pertinent provisions. The contract shall follow the sample form of Agreement provided as Appendix B to this RFP, which may be modified by City. All Proposers are directed to particularly review the indemnification and insurance requirements set forth in the sample Agreement. The terms of the agreement, including insurance requirements have been mandated by the City and can be modified only if extraordinary circumstances exist. Submittal of a proposal shall be deemed acceptance of all the terms set forth in this RFP and the sample Agreement for Services unless the Proposer includes with its proposal, in writing, any conditions or exceptions requested by the Proposer to the proposed Agreement. In accordance with the Municipal Code, the City may consider the scope and number of conditions in evaluation proposals and determining the lowest responsible bidder. 14. DISQUALIFICATION QUESTIONNAIRE Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of a violation of law or safety regulation and if so, to explain the circumstances. A proposal may be rejected on the basis of a Proposer, any officer or employee of such Proposer, having been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local project because of a violation of law or a safety regulation. See Appendix E. 15. STANDARD TERMS AND CONDITIONS Amendments The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. Cost for Preparing Proposal The cost for developing the proposal is the sole responsibility of the Proposer. All proposals submitted become the property of the City. Insurance Requirements City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified within Appendix B. 19 i 5`Opa°caren�a�' TYPE OF APPLICANT REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM ❑ NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: E -Mail Address: Phone: Contact Person for Proposals: Title: Business Telephone: Is your business: (check one) ❑ NON PROFIT CORPORATION Is your business: (check one) ❑ CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP Fax: E -Mail Address: Business Fax: ❑ FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION 20 21 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 22 23 PROFESSIONAL SERVICES AGREEMENT CITY OF COSTA MESA THIS AGREEMENT is made and entered into this _ day of , 2011 ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal corporation ("City"), and consultant, a California corporation ("Consultant"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, Consultant represents that it has that degree of specialized expertise necessary to practice and perform the services herein contemplated; and C. WHEREAS, City and Consultant desire to contract for specific services in connection with the project described below (the "Project") and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and D. WHEREAS, no official or employee of City has a financial interest, within the provisions of California Government Code, Sections 1090-1092, in the subject matter of this Agreement. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows: 1.0. SERVICES PROVIDED BY CONSULTANT 1.1. Scope of Services. Consultant shall provide the professional services described in Consultant's Proposal (the "Proposal"). A copy of said Proposal is attached hereto as Exhibit "A" and incorporated herein by this reference. 1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. It is understood that in the exercise of every aspect of its role, within the scope of work, consultant will be representing the City, and all of its actions, communications, or other work, during its employment, under this contract is under the direction of the City. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant's performance of this Agreement. 1.3. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws including, 24 but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers' compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys' fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant's performance under this Agreement. 1.4. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code, Section 1735. 1.5 Non -Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement. 1.6. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION AND BILLING 2.1. Compensation. [TBD] 2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Proposal unless the City or the Project Manager for this Project, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. 2.3. Method of Billing. Consultant may submit invoices to City's affected supervisor for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultants' services which have been completed to City's sole satisfaction. City shall pay Consultant's invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the authorized change order, where applicable, on all invoices. 25 2.4. Records and Audits. Records of Consultant's services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times for a period of three (3) years from the Effective Date. 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit "D," attached hereto and incorporated herein by this reference. The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement. 3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three year, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. At the end of the term period, the City may determine, in its sole discretion, to exercise an option to renew the contract for up to two periods of one (1) year each. The City shall give notice to Consultant of its intention to exercise such option at least 30 days prior to expiration of the base, or option, term. 4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. 4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, inmate intake reports and logs shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 26 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (b) Automobile liability for owned vehicles, hired, and non -owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (c) Workers' compensation insurance as required by the State of California. Consultant agrees to waive, and to obtain endorsements from its workers' compensation insurer waiving, subrogation rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. (d) Professional errors and omissions ("E&O") liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder. 5.2. Endorsements. The comprehensive general liability insurance policy shall contain or be endorsed to contain the following provisions: (a) Additional insureds: "The City of Costa Mesa and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the coverage reduced, until thirty (30) days after written notice is given to City." (c) Other insurance: "Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the insurance provided by 27 this policy." 5.3 If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention. 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property. 6.0. GENERAL PROVISIONS 6.1. Entire Agreement: This Agreement constitutes the entire Agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement. 6.2. Representatives. The City Manager or his designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement. Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement. 6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement. Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City. 6.4. Notices: Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, W. facsimile or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail. IF TO CONSULTANT: Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 Attn: IF TO CITY: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace PolicX. Consultant shall provide a drug-free workplace by complying with all provisions set forth in City's Council Policy 100-5, attached hereto as Exhibit "B" and incorporated herein by reference. Consultant's failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City. 6.6. Attorneys' Fees: In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. 6.7. Governing Law: This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California. 6.8. Assignment: Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this 29 Agreement. Regardless of City's consent, no subletting or assignment shall release Consultant of Consultant's obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement. 6.9. Indemnification and Hold Harmless: To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect, hold harmless, indemnify, and defend the City and its elected and appointed officials, officers, and employees (all the foregoing, hereinafter collectively, "Indemnitees") from and against all claims, suits, demands, damages, losses, expenses, and liabilities of any kind whatsoever (all the foregoing, hereinafter collectively "Claims") including, without limitation, attorneys' fees, arising out of, resulting from, relating to, or claimed to have arisen out of, resulted from or related to the engagement of Consultant or the performance of this Agreement by the Consultant (including its subcontractors and suppliers) It is expressly intended by the parties that Consultant's indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for personal injuries, wrongful death, mental or emotional distress, loss of consortium, damage to or loss of use of real, personal or intangible property of any kind, loss of income, loss of earning capacity, and business, financial, commercial or pecuniary losses of any kind whatsoever, and attorneys fees, and costs and expenses of any kind whatsoever. Consultant's indemnity and defense obligations shall cover the acts or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, demands, damages, losses, expenses, and liabilities arising from allegations of violations of any federal, State, or local law or regulation, and from allegations of violations of Consultant's or its subcontractor's personnel practices or from any allegation of an injury to an employee of the Consultant or subcontractor performing work or labor necessary to carry out the provisions of this Contract. The indemnification obligations in this Section shall not be construed to negate, abridge or otherwise reduce any other obligation of indemnity the Consultant may have with respect to the City which may otherwise exist. If any judgment is rendered against the City or any of the other individuals enumerated above in any such action, the Consultant shall, at its expense, satisfy and discharge the same. This indemnification shall survive termination or expiration of this Agreement. 6.10. Independent Contractor: Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall secure, at his expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for 30 Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 6.11 PERS Eli ig bility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or 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 the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant 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. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits. 6.12. Ownership of Documents: All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from City's use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City. 6.13. Confidentiality: Any City materials to which the Consultant has access, information that reasonably might be construed as private or containing personal identifiable information, or materials prepared by the Consultant during the course of this Agreement (collectively referred to as "confidential information") shall be held in confidence by the Consultant, who shall exercise all reasonable precautions to prevent the disclosure of confidential information to anyone except the officers, employees and agents of the Consultant as necessary to accomplish the rendition of services set forth in this Agreement. Consultant shall not release any reports, information, private or promotional information or materials, whether deemed confidential or not, to any third party without the approval of the City. 31 6.14. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City's representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction. 6.15. Prohibited Employment: Consultant will not employ any regular employee of City while this Agreement is in effect. 6.16. Order of Precedence: In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of the Proposal, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the Proposal. 6.17. Costs: Each parry shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 6.18. No Third Party Beneficiary Rights: This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. 6.19 Headings: Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 6.20. Construction: The parties have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 6.21. Amendments: Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement. 6.22. Waiver: The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative 32 of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 6.23. Severability: If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party is materially impaired, which determination as made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations. 6.24. Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. 6.25. Corporate Authority: The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. CITY OF COSTA MESA, A municipal corporation Date: City Manager of Costa Mesa CONSULTANT Date: Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: Date: City Attorney APPROVED AS TO INSURANCE: Date: Risk Management 33 APPROVED AS TO CONTENT: Date: Project Manager 34 35 EXHIBIT A CONSULTANT'S PROPOSAL 36 1*:41111.118-? CITY COUNCIL POLICY 100-5 37 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 1 of 3 BACKGROUND Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will provide drug- free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this Act. The City Council has expressed its support of the national effort to eradicate drug abuse through the creation of a Substance Abuse Committee, institution of a City-wide D.A.R.E. program in all local schools and other activities in support of a drug-free community. This policy is intended to extend that effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs in the workplace. PURPOSE It is the purpose of this Policy to: 1. Clearly state the City of Costa Mesa's commitment to a drug-free society. 2. Set forth guidelines to ensure that public, private, and nonprofit organizations receiving funds from the City of Costa Mesa share the commitment to a drug-free workplace. P(1T .TC''V The City Manager, under direction by the City Council, shall take the necessary steps to see that the following provisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the disbursement of funds. 1. Contractor or Sub -grantee hereby certifies that it will provide a drug-free workplace by: a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in Contractor's and/or sub -grantee's workplace, specifically the job site or location included in this contract, and specifying the actions that will be taken against the employees for violation of such prohibition; b. Establishing a Drug -Free Awareness Program to inform employees about: 1. The dangers of drug abuse in the workplace; W. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 2 of 3 2. Contractor's and/or sub -grantee's policy of maintaining a drug-free workplace; 3. Any available drug counseling, rehabilitation and employee assistance programs; and 4. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; c. Making it a requirement that each employee to be engaged in the performance of the contract be given a copy of the statement required by subparagraph A; d. Notifying the employee in the statement required by subparagraph 1 A that, as a condition of employment under the contract, the employee will: 1. Abide by the terms of the statement; and 2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction; e. Notifying the City of Costa Mesa within ten (10) days after receiving notice under subparagraph 1 D 2 from an employee or otherwise receiving the actual notice of such conviction; f. Taking one of the following actions within thirty (30) days of receiving notice under subparagraph 1 D 2 with respect to an employee who is so convicted: 1. Taking appropriate personnel action against such an employee, up to and including termination; or 2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health agency, law enforcement, or other appropriate agency; 3. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive. 39 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 3 of 3 g. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive 2. Contractor and/or sub -grantee shall be deemed to be in violation of this Policy if the City of Costa Mesa determines that: a. Contractor and/or sub -grantee has made a false certification under paragraph 1 above; b. Contractor and/or sub -grantee has violated the certification by failing to carry out the requirements of subparagraphs 1 A through 1 G above; c. Such number of employees of Contractor and/or sub -grantee have been convicted of violations of criminal drug statutes for violations occurring in the workplace as to indicate that the contractor and/or sub -grantee has failed to make a good faith effort to provide a drug-free workplace. 3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to the provisions of 2 A, B, and C, a suspension, termination or debarment proceeding subject to applicable Federal, State, and local laws shall be conducted. Upon issuance of any final decision under this section requiring debarment of a contractor and/or sub -grantee, the contractor and/or sub -grantee shall be ineligible for award of any contract, agreement or grant from the City of Costa Mesa for a period specified in the decision, not to exceed five (5) years. Upon issuance of any final decision recommending against debarment of the contractor and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law. CERTIFICATES OF INSURANCE 41 42 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Reprographics Services RFP at any time after November 2, 2011. K' I certify that Proposer or Proposer's representatives have communicated after November 2, 2011 with a City Councilmember concerning the Reprographics Services RFP. A copy of all such communications is attached to this form for public distribution. 43 Cost Pricing Proposal Form Item Num SectionItem Code Description Unit of Measure Quantity 1 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1 $ 2 8 1/2 X 11, Black Print NCR 2 part - one sided EA 500 $ 3 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1000 $ 4 8 1/2 X 11, Black Print NCR 2 part - one sided EA 2500 $ 5 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1 $ 6 8 1/2 X 11, Black Print NCR 2 part - two sided EA 500 $ 7 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1000 $ 8 8 1/2 X 11, Black Print NCR 2 part - two sided EA 2500 $ 9 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1 $ 10 8 1/2 X 11, Black Print NCR 3 part - one sided EA 500 $ 11 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1000 $ 12 8 1/2 X 11, Black Print NCR 3 part - one sided EA 2500 $ 13 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1 $ 14 8 1/2 X 11, Black Print NCR 3 part - two sided EA 500 $ 15 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1000 $ 16 8 1/2 X 11, Black Print NCR 3 part - two sided EA 2500 $ 17 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1 $ 18 8 1/2 X 11, Black Print NCR 4 part - one sided EA 500 $ 19 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1000 $ 20 8 1/2 X 11, Black Print NCR 4 part - one sided EA 2500 $ 21 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1 $ 22 8 1/2 X 11, Black Print NCR 4 part - two sided EA 500 $ 23 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1000 $ Cost 45 24 8 1/2 X 11, Black Print NCR 4 part - two sided EA 2500 $ 25 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1 $ 26 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 500 $ 27 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1000 $ 28 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 2500 $ 29 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EjA 1 $ 30 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 500 $ 31 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 1000 $ 32 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 2500 $ 33 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1 $ 34 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 500 $ 35 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1000 $ 36 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 2500 $ 37 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1 $ 38 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 500 $ 39 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1000 $ 40 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 2500 $ 41 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1 $ 42 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 500 $ 43 Quick Copy, White, Black Print, Paper 20# 8 1/2 x l l - 1 sided EA 1000 $ 44 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 2500 $ 45 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1 $ 46 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 500 $ m 47 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1000 $ 48 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 2500 $ 49 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1 $ 50 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 500 $ 51 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1000 $ 52 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 2500 $ 53 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1 $ 54 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 500 $ 55 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1000 $ 56 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 2500 $ 57 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1 $ 58 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 500 $ 59 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1000 $ 60 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 2500 $ 61 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1 $ 62 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 500 $ 63 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1000 $ 64 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 2500 $ 65 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1 $ 66 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 500 $ 67 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1000 $ 68 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 2500 $ 69 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1 $ 70 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 500 $ 47 71 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1000 $ 72 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 2500 $ 73 Hourly Rates Revise an existing document Hourly 1 $ 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 75 Binding, 8 1/2 x 11 Coil EA 500 $ 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 77 Binding, 8 1/2 x 11 Comb EA 500 $ 78 Binding, 8 1/2 x 11 Comb EA 1000 $ 79 Binding, 8 1/2 x 11 Comb EA 2500 $ 80 Binding, 8 1/2 x 11 Tape EA 500 $ 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 82 Binding, 8 1/2 x 11 Coil EA 1000 $ 83 Binding, 8 1/2 x 11 Tape EA 2500 $ 84 Binding, 8 1/2 x 11 Wire EA 500 $ 85 Binding, 8 1/2 x 11 Wire EA 1000 $ 86 Binding, 8 1/2 x 11 Wire EA 2500 $ 87 Binding, 8 1/2 x 11 Velo EA 500 $ 88 Binding, 8 1/2 x 11 Velo EA 1000 $ 89 Binding, 8 1/2 x 11 Velo EA 2500 $ 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 $ 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 $ 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 $ 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 $ 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 $ 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 $ 96 Folding 24# paper, single sheet, tri -fold EA 500 $ 97 Folding 24# paper, single sheet, tri -fold EA 1000 $ 98 Folding 24# paper, single sheet, tri -fold EA 2500 $ 99 Folding 80# paper, single sheet, tri -fold EA 500 $ 100 Folding 80# paper, single sheet, tri -fold EA 1000 $ 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ 102 Inserting into Envelopes Inserting EA 500 $ 103 Inserting into Envelopes Inserting EA 1000 $ 104 Inserting into Envelopes Inserting EA 2500 $ 105 Mailing Prep for Bulk Mailer Preparation EA 500 $ 106 Mailing Prep for Bulk Mailer Preparation EA 1000 $ 107 Mailing Prep for Bulk Mailer Preparation EA 2500 $ 108 Door Hangers size 4.25 x 11 Black Ink EA 1 $ 109 Door Hangers size 4.25 x 11 Black Ink EA 500 $ 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 $ 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 $ 112 Door Hangers size 4.25 x 11 4 color EA 1 $ 113 Door Hangers size 4.25 x 11 4 color EA 500 $ 114 Door Hangers size 4.25 x 11 115 Door Hangers size 4.25 x 11 116 Map Copy, Black Ink, Paper 20# 117 Map Copy, Black Ink, Paper 20# 118 Map Copy, Black Ink, Paper 20# 1 $ 119 Map Copy, Black Ink, Paper 20# 1 $ 4 color EA 1000 $ 4 color EA 2500 $ 24 x 36 size EA 1 $ 36 x 40 size EA 1 $ Laminate Mount on foam board 24 x36 EA Laminate and Mount on foam board 36x40 EA 120 Freight /Transportation Charges Freight Charges if applicable EA 1 $ Total $ 50 Pricing Schedule for Deliveries/Pick-Up Cost to run scheduled delivery to/from Costa Mesa City Hall once per work day Daily charge (if any) Cost to run scheduled delivery to/from Costa Mesa City Hall twice per work day Daily charge (if any) Pick up or delivery to Costa Mesa City Hall on demand One way trip/job Pick up and delivery to Costa Mesa City Hall on demand Round trip cost/job Pick up or delivery to delivery to other city facilities (within CM city limits) One way trip Expediting charge for 4 hour delivery, if any Per job Expediting charge for 1 hour (or while you wait delivery), if any Per job Overtime costs to run jobs after regular hours (to be billed in 15 minute increments) Per hour Please attach additional pricelist for other services you may offer, such as wide format printing and plotting, blueprint reproductions, banners and posters, etc. 51 52 DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 53 54 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." 55 Appendix G GRAPHICS, PRINT AND COPYING SERVICES EQUIPMENT LIST The existing equipment utilized to perform these services is listed below for the information of bidders; however, it is not meant to imply that the same equipment must be utilized by an outside vendor. ■ One (1) OCE VP2110 (Black and White copier/scanner only) ■ One (1) OCE 3165 (Black and White Copier) ■ One (1) Ricoh CM 3500 (Color Copier/Scanner) ■ One (1) HP Design Jet 1050 (Color Plotter) ■ One (1) AB Dick 375 (Single Color Offset print Press) ■ One (1) AB Dick 9850 (Single Color w/T-head offset printing Press) ■ One (1) Challenge Commercial Cutter ■ One (1) Bourg Collator ■ One (1) Martin Yale right angle folder ■ Two (2) Laminators (one oversize plotter laminator and one roll laminator) ■ One (1) Challenge 3 spindle drilling machine ■ One (1) Bookbinding Die punch (spiral, wire bind) ■ One (1) Tape bind machine (perfect bind) Recycled paper is desirable (but not mandatory) as long as the price is competitive, the brightness is 92 or greater, and the overall quality of the printed product is acceptable. * REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES W M ��Mm costa.mesa. OFFICE OF THE CEO CITY OF COSTA MESA Released on December 22, 2011 The referenced document has been modified as per the attached Amendment No. I Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(dci.costa-mesa.ca.us. • Submission of Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on January 25, 2#442012 to the address below. Proposals will not be accepted after this deadline. Faired or e-mailed proposals will not be accepted. Kimberly Hall Barlow Jones & Mayer Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Reprographics Services • Inquiries Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick.amadril@costamesaca.gov The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. The City will endeavor to answer all written questions timely received no later than @N -@m- V ,-,... ' ;, -2 -0 " January 9, 2012. The City reserves the right not to answer all questions. From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Signature Date Company Name Typed Name and Title Address REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES Costa Mesa OFFICE OF THE CEO CITY OF COSTA MESA Released on December 22, 2011 The referenced document has been modified as per the attached Amendment No. 2 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(&ci.costa-mesa.ca.us. ON PAGE 6 OF THE RFP — DISREGARD THE STRIKEOUT AREA The following table shows the number of impressions printed on offset presses in the print shop, for the previous four calendar years. Approximately 70% of the impressions are printed using black ink with the rest being single and multiple color inks: 2007 2008 2009 2010 2,210.000 1,942.000 1,590.000 1,236.000 Print shop annually produces approximately: • 25,000 : 4 -color process City Letterhead • 40,000 : Single color envelopes • 25,000 : 2- color envelopes • 20,000 : 4 color process Business Cards Master 4 -color shells are produced first, then specific dept information is added, on an as - needed basis. A large portion of the impressions are printed in black ink using carbonless forms. There is no guaranteed or implied commitment that this volume of work will remain consistent, rather it is an example of the current workload. Recycled paper is desirable but not mandatory as long as the price is competitive, the brightness is 92 or greater, and the overall quality of the printed product is acceptable. Successful bidders will be expected to adequately stock all printing and bindery materials commonly used by the City in order to ensure timely delivery of jobs to be produced on demand. Please r-efer- to the sample job bid sheet on Attaehment G and provide pr-ieing infafmation for- the FOjeetS listed.- sssr�ees�s�r.�ess�rs�e�:Erssrssee����� ... .. Please note that while the volume charts show a steady decline in volume for copies and impressions produced, those declines have not resulted in a significant decline in the number of requests for service. Instead, the changing numbers are a result of improved technology and different applications with regard to the movement of information throughout the City and when communicating with the public. Scanning, online forms, web based applications, plotter printing and mounting, social media networking are some examples of the changes we have experienced to our menu of services which has offset the decline in number of actual copies or prints produced. ON PAGE 11 OF THE RFP — DISREGARD STRIKEOUT AREA For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number, and e-mail address. Any public entity which submits a proposal should describe in detail how it currently performs services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment Signature Date Company Name QUESTIONS &ANSWERS In each RFP is a schedule of events. One of those events allows the potential proposers to ask questions regarding the RFP and the scope of service(s) with a deadline. After all the questions are in — it is the City's responsibility to provide answers to all questions. The questions and answers are posted on the City's website for all proposers to view. RFP for Reprographics Questions and Answers 1.) Will vendors have the opportunity to tour the current facility and view samples of the current work prior to submitting bid responses? There is no tour scheduled at this time, samples of current work can be found in the Graphic design RFP (link to sample jobs) section 2.) Is the City opposed to their work being run at another City's facility? Do you perceive this as an area for conflict of interest? Not sure at this time 3.) Are their any departments that will require special handling of secure material (for example Board Agendas or Police Department). What level of security is required? No Special handling 4.) Can you clarify that the volumes provided in your tables are stating total annual volumes or average monthly volumes per year. Annual volumes 5.) Who carries the budget for reprographics today? Is it the general city budget or departments? If the City is subsidizing departments to use Copy center, will this subsidy be reduced in future years? Information can be found in the City's annual budget document on our website http://www.ci.costa-mesa.ca.us/budget/FY1 1-1 2-Adopted-Budget.pdf 6.) What type of workflow if any is used in the print center? Ex. Oce Prisma, Micropress Fiery Central Fiery processor on the color copier but no workflow software used at this point 7.) Is there a Web to Print solution being used to submit jobs now? Yes, we have created an in-house online eprint request system 8.) Offset Presses: Does city file annual licenses/permits for Volatile Organic Compounds VOC's emissions now? Yes RFP for Reprographics Questions and Answers 9.) Does the City currently vend any other work out? for example: Foil Stamping of certificates? Yes, for numbering, perforating and foil stamping the jobs are sent to an outside vendor 10.) NCR, Do all parts print the same, and are they standard color paper. White, Canary, Pink, Goldenrod Approx. 90 % of all NCR requests run on standard precollated colors but we do have a number of requests that require NCR Tag and mixed colors that require manual assembly. 11.) Card Stock. Do the jobs have a bleed? The majority of cardstock jobs don't require bleeds if they do we try to create them to fit within a standard sheet and create the bleed during trimming 12.) Color Copies. Do the copies have a bleed, and is the 80# a text weight or cover The majority of color copy requests don't require bleeds, 80# is referring to the Standard Cover stock weight, we only use 70, 80 or 100 # text on 2/sided projects with heavy coverage. 13.) Binding. How many pages per book? It varies anywhere between 25 and 200 pages, the majority of the documents that require binding are between 25- 50 pages. 14.) Envelopes. Is the personalized address your return address or individually addressed to your customer. Yes, this refers to return address information printed for each specific department, some require blue ink, some black and a few of them print with both blue and black ink return information. Individual address information is usually mail merged onto labels separately. 15.) Folding. Is the sheet size 8.5x11 and is the 80# text or cover weight The majority of folding is for standard 8.5x11 20# paper but there also a need for Folding 11x17 while the majority of folding is for standard weight paper, the ability to fold 80# cover stock is also necessary, it might be helpful to list pricing for folding both standard and cover stock. 16.) Inserting in Envelopes. What would we be inserting, and how many pieces RFP for Reprographics Questions and Answers Typically single sheet letters printed on 20# standard paper, tri folded into standard #10 Envelopes Majority of requests vary from 200-- 1500 pieces 17.) Mail Prep. Are we individually addressing, or inserting into window envelope, CASS certifying, NCOA, and taking to the Post Office Mail prep portion of the pricing sheet refers to presorting of Citywide bulk mailings into carrier routes and processing through bulk mail office. The Inserting charges are listed as a separate item. We don't have any CASS certifying and bar-coding capabilities at this time. 18.) Door Hangers. Do they bleed Door Hangers are usually printed two up on 110# index or 67# Vellum Bristol cardstock with standard door hangers punched at the top, finished size is usually 4.24 x11 and usually printed one or two sided but no bleeds. 19.) When submitting the costs on the pricing form are you looking for a TOTAL cost for each of the quantities? or are you wanting a cost per FORM/PIECE for those quantities? Total cost for each quantity 20.) On Items 90 — 95 on the pricing form. Please define "Personalized Address". Is this variable data? Printed return address only not referring to individual variable data addressing 21.) Please provide details on your mailers item 105-107. How many pages and what size? Anywhere from 1000 to 40,000 piece city wide mailing, we need to get an idea of the hourly rates for sorting and delivering a bulk mailing to the processing center 22.) Is there a return envelope? If so is it pre printed? No pre printed return envelopes involved with the majority of mail pieces 23.) How is the variable data for the mailers supplied? Variable data, if used is usually supplied in an excel spreadsheet then converted into a word template. RFP for Reprographics Questions and Answers 24.) Do you have a postage permit? and which Post Office is it for? Yes, we have a postage permit our bulk mail business entry unit is located at the Susan street branch and the cities PO box for receiving is located at the Baker street branch, both in Costa Mesa 25.) Can the bidder utilize the existing City equipment in attachment 1 and perform both the Reprographics and Graphic Services on site utilizing the current City premises. How much space is currently available to utilize for this function. Is there a cost to use this space? Yes, please refer to Methodology Section 7 26.) Will the contractor have the option to offer employment to the existing staff? Please refer to Methodology Section 6 27.) How many current Reprographic employees are there? How many current Graphic design employees are there? 2 Reprographics employees and 2 graphic Design employees 28.) What are the hours of operation? 8:00 am 5:OOpm Monday Friday 29.) What is the age and condition of the equipment in attachment 1? Is the equipment owned or under a current lease? If leased, what are the terms and pricing of the current lease? Are these under any existing service agreement which must be maintained through an existing contract? All equipment is owned by the City apart from the color copier which is on a month to month rental, maintenance contracts are maintained for most pieces of equipment RFP for Reprographics Questions and Answers 30.) What is the total monthly volume of black/white impressions and what is the monthly total volume of color impressions. What percentage of this volume is currently produced on the offset equipment and what percentage is produced on the OCE equipment? Monthly volume averages 250,000 impressions, the split between offset printing and copying is about 50/50. We average 15,000 color copies per month. 31.) What are the monthly volumes of finishing produced in the center? With oversize plotting, laminating, mounting, book binding, folding, inserting, trimming and other types of finishing it's very difficult to quantify, 75 — 150 requests per month? VENDOR LIST This is a requirement under the Costa Mesa Municipal Code, Title 2- Administration, Chapter V. Finance, Article 2 Purchasing, and Section 2-166 Procedure for purchases exceeding fifty thousand dollars (a) (2). In addition, the City places solicitation on two e - procurement websites. Reprographics and Graphic Design Vendor List Company Name Contact Name Sir Speedy Printing American Reprographics No Rush Charge Reprographics, Inc. SABP Reprographics Hover Printing & Lithography, Inc. Mekong Printing Neb-Cal Pringting Sapphire Printing Group Seaside Graphics & Printing Southwest Offset Printing Trend Offset Printing Services, inc. Variable Image Printing Choice Lithographics Didgital Graphics Centre A Costa Mesa Blueprint/Mouse Graphics Rodgers & McDonald Graphics A. H. Graphics, Ltd. AV Graphics, LLC dba Signs by Tomrrow Red Graphics, LLC Winter Graphics PROPOSALS This section contains all proposals received by the City of Costa Mesa that are related to this RFP. January 25, 2012 Proposal for Reprographic Services For The City of Costa Mesa Costa Mesa C2 eprographicsTM 3180 Pullman Street Costa Mesa, CA 92626 20 i 5`Opa°caren�a�' TYPE OF APPLICANT REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM ❑ NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: E -Mail Address: Phone: Fax: Contact Person for Proposals: Title: E -Mail Address: Business Telephone: Business Fax: Is your business: (check one) ❑ NON PROFIT CORPORATION ❑ FOR PROFIT CORPORATION Is your business: (check one) ❑ CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION 21 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: C2'Reprographics- TheOne fr Cobr... — em�+avw January 25, 2012 Jones and Mayer Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 Re: Reprographics Services Attention: Kimberly Hall Barlow Enclosed you will find our response to the Request for Proposal for Reprographics Services. C2 appreciates the opportunity to present our company's qualifications, methodology, capabilities and why other public institutions within Orange County have selected C2 Reprographics to manage and produce their print and reprographics services. The proposal price, itemized in the Fee Proposal section, will be valid for a period of one year. The C2 location nearest to Costa Mesa is our largest production facility and Corporate Office located at 3180 Pullman, Costa Mesa Ca. 92626. The phone number for this location is 714 545- 2743. This is the location from which the project will be managed. As you review the response you will become acquainted with our company values, friendly and highly skilled staff and the state of the art business processes that attract many large public and private entities to C2. Currently, we provide some reprographics supplies and services on a manual purchase order basis to the City and are somewhat familiar with various department needs. C2 has reviewed all aspects of this Request for Proposal thoroughly and concludes the scope of work is well within our core capability. We acknowledge this very specifically in our response in the project summary and are confident the breadth of our products and services offerings in fact can add value to the City as additional opportunity for cost savings are uncovered through further research. Within the Methodology Section, we describe a detailed approach to implementation, client satisfaction and a schedule of events. This approach is derived from previous and direct 1 experience with projects nearly identical to that described in the RFP. C2 recognizes the implications of introducing significant change within an organization. Our approach is collaborative, realistic and proven. The approach makes no assumptions; instead C2 systematically and in concert with City staff co -facilitates a process of bonding, rapport and transparency of needs. C2 builds processes to capture data and execute in the manner expected by City staff. The approach captures sufficient data early to create client specific systems to maintain trust during the awarded contract period. The same data is used to recommend practical and on-going recommendations for efficiency. We recognize a project such as this requires consideration of existing staff and assets and we affirm our intention to accommodate both from a sensible and pragmatic approach. C2 also recognizes there are many options for products and services within the industry we represent. The distinguishing factor for our rapid success is vision, consistency and execution. Our people are selected for their alignment to our principles and values first and foremost. They are well led, well trained and fully supported to deliver client needs. This client driven culture is the foundation of our success and qualifications. Finally, the City will read how the client driven culture is interwoven within the four (4) primary qualifications; Quality of staff, professional and entrepreneurial leadership, scale and capacity and relative proven experience. We welcome the opportunity to have you speak with our staff, our customers and invite representatives to arrange a visit of our Costa Mesa facilities. In closing, I speak on behalf of all staff at C2 Reprographics; we would be honored to partner with the City of Costa Mesa. Feel free to contact me directly should you have any questions regarding the contents of this response. Sincerely, Chief Operations Officer C2 Reprographics Corporate Office Anaheim Office Inland Empire Irvine Office Los Angeles Office Torrance Office Sorrento Valley Office 3180 Pullman Street 4051 E. La Palma, Suite F 1920 S. Rochester Ave., Ste 104 14 Goddard 1829 S- Main Street 2221 W. 190th St., Unit A 4920 Carroll Canyon Rd Costa Mesa, CA 92626 Anaheim, CA 92807 Ontario, CA 91761 Irvine, CA 92618 Las Angeles, CA 90015 Torrance, CA 90504 San Diego, CA 92121 866 63� 8329 714.279.3088 909.418.6825 949.768-8066 213.741-9560 310.327.3776 858.535.0607 2 Background and Project Summary C2 Reprographics is a full service reprographics firm who currently is a vendor in good standing with the City of Costa Mesa. Since 2008, C2 has continues to provided various reprographics services from reproduction of plan sets, miscellaneous forms and mounting of exhibits. In March of 2011, the City extended a contract for blueprint supplies and services. This successful interaction illustrates, C2 is familiar with service expectations and some of the routine needs of the City. By providing reprographic services to other cities and agencies, C2 has a clear understanding of the diverse and time sensitive reprographic needs of cities similar to that of Costa Mesa. The core of C2's reprographic business is to provide reprographics successfully in the public sectors of our local economy. For example, Section three (3), Scope of Work, contained in this RFP, is descriptive of examples of documents requiring high volume copying many with time sensitive completion times such as City Council agendas and staff reports. C2 currently and for some time has successfully produced very similar documents on a large scale for the City of Anaheim (see Qualifications page 2). In reviewing all aspects of the Scope of Work for this RFP, C2 acknowledges the varying demand for small and large run projects, the standard turn -around time of 24 hours or less, and options for while you wait and quick turn needs. In all aspects C2 affirms its ability to meet or exceed the stated requirement. In reference to in house document services, C2 has the ability to provide personnel and manage the facilities, however past experience with opportunities such as in this case, may not meet the overall savings component of the City's objective. C2 can provide all required reproduction of print and copy needs as outlined in the Scope of Work contained within this RFP. This can be accomplished with a lower cost to the City while freeing up underutilized equipment and valuable square footage. Careful review of the documents, specifications and quantity of items ordered (historical breakdown) as described in the Photocopying section, confirms these items and their quantities are well within our core capability and can be successfully produced and delivered on an as needed, on demand basis. All documents, specifications and processes described for print shop, can be successfully produced either as our core or in some cases by our contracted trade partner. C2 understands the City has needs for the scanning of documents. Scanning documents is a core and frequently requested service; at C2 our staff will take a consultative approach to optimize the cost savings to the City on all scanning requests. The process of electronic submission of jobs is clearly within C2's ability and all of the required software programs referenced including plotting capabilities are available and routinely used at C2. C2 recognizes all documents are the property of the City and will return any item upon the City's request or at the conclusion of the contract term. In conclusion, C2 understands the conditions outlined in the Scope of Work specific to adequate staffing, equipment and expertise to provide the types and quality of work in the time frame requested. C2 welcomes representatives from the City to visit our primary production facility. This 23,000 square foot facility is located within the city limits of Costa Mesa, at 3180 Pullman. This is 2.5 miles (6 minutes) south east of City Hall. C2 also understands and will meet or exceed each of the eight (8) points listed under the specifications of performance and service standards. Finally, C2 recognizes City personnel's time and value to the City. C2 will always create a condition to optimize this value with time efficient order submission methods, friendly efficient service, high quality production and speed to delivery. 4 Methodology Section The approach C2 will deploy contains three key elements: Research - verify and clarify issues, assumptions, statements and perspectives related to this RFP for the purpose of validating the implementation plan. Collaborate — Involve all who are qualified, willing and who have a stake in the successful implementation of a cost effective program. Document—record the data obtained in the research to drive precise design of the implementation and provide specific information to facilitate delivery of any and all unique expectations to drive optimum client satisfaction. This approach has proven to affirm stated needs and expectations, identify suggestions for improved service or cost efficiencies, and most importantly provide a road map for both the City and C2 to create a true partnership at the beginning of this important endeavor. 1). Implementation Plan A). Research • Various meetings with department document users, internal and external stake holders and staff integral to the success of the implementation process. • To record specific needs, preferences and recommendations of these stakeholders for use in C2's contract operations manual specific to the City of Costa Mesa. • To identify unique needs, additional and unique controls. • Covers both using departments needs of the City and that of supporting departments such as purchasing and accounting. • Facilitates opportunity for C2 to illustrate how the City of Costa Mesa Operations Manual is created. This is a key control tool for delivery of client satisfaction. (see below) • Creates early rapport, mutual understanding of roles and demonstrates competency leading to trust. The purpose of these collaborative meetings is to just get it right before one request is made and one order fulfilled; C2 simply does not want to make any assumptions. C2's collaborative research team consists of the Client Liaison, production manager and executive sponsor. These are scheduled meetings mutually agreed to by the City representative and the C2 Client Liaison. Best if the collaborative research meetings are conducted immediately after award notice, however prior to the start date of contact. B). Client Specific Operations Manual • The City of Costa Mesa Operations Manual is a confidential document for the purpose of providing an internal resource as an additional tool for C2 to provide control over client satisfaction. • Outlines for the C2 team any and all specific requirements and preferences to meet or exceed the expectations of the City and specific stakeholders as appropriate. • Responsible owner to disseminate and update this tool is C2 team leader, the Client Liaison. The client specific operations manual is the primary outcome of the collaborative research meetings. This is an additional tool for control of client satisfaction. The content, requirements and steps govern both behavior and production processes. This manual supersedes C2's standard operations procedures manual referenced below. Q. Orientation Meeting This is a general session meeting with the City staff, primary users, stake holders and C2 team. The primary purpose is to formally roll out the new outsourcing program and thoroughly communication objectives and new processes. 2). Client Satisfaction A). City of Costa Mesa Operations Manual • Detailed account of needs, preferences and contract obligations to the City of Costa Mesa. • Step by step guide instructions for client interaction, order processing and fulfillment. • Includes specific steps for unique needs including packaging, delivery and billing. • Supersedes all other operational standards for C2. 6 B). C2 Quality Control Process C2 uses a three check process to manage quality. These distinct steps are: Q1. 1St Quality Process Check • Review of work order instructions. • Verification of the availability of all raw materials required. • All electronic files reviewed for print ready status. • Creation of one complete 1st article for proofing. • Sign off by Client Liaison or customer only. The client liaison drives and owns the outcome for each order; therefore owns and values the Q1 step. This 1St article is proofed by the client if possible, if not the Client Liaison approves prior to order advancing through production process. Q2 2n6 Quality Process Check • Each production staff is involved at their production process. • Twenty percent (20%) of production pulled to verify accurate to 1St article proof. • Process is supervised by production manager. • Sign off by production manager with production staff. The 1St article proof moves with the job order throughout production process serving as the control model for production staff to match. Q3.3 rd Quality Process Check • Finished production is checked, minimum of twenty per cent (20%) randomly. • Work order is verified for final check on packaging, delivery or ship instruction and billing information. • This final quality check is performed by client liaison or production manager only. • Sign off by Client Liaison or Production Manager. This final step serves to capture the order request as a whole deliverable, product, packaging and billing. 7 C). Feed Back from Users and Stakeholders • Soliciting direct feedback to users informally and during the course of providing fulfillment to requested orders. This is part of our culture at C2 and is a primary responsibility of the Client Liaison. Soliciting direct feedback formally during visitation or meeting with key stakeholders and assigned lead from the City. • Quarterly formal review to verify objectives and client service expectations are being obtained. At C2 each of our clients are considered our boss. With this in mind, our client centric culture welcomes feedback early and often. C2 considers it an honor to serve all of its clients and in a manner that helps them be successful. 3). Project Schedule The following outline is a schedule of steps for implementation for this project. All steps can be accomplished within a 2 week time frame. For efficiency purposes C2 has used the time period just prior to issuance of contract to meet with purchasing staff and begin planning the implementation steps with key city personnel. Notice of intent to Award Contract (City) — Should this be part of the City's process, C2 would then reach out and request permission to schedule a collaborative Pre - Planning Meeting with key City staff. Pre -Planning Meeting with City representatives (IE: purchasing) —Purpose of this meeting is to review in detail the proposed implementation plan, protocol for all communication and review City objectives. Deliverables include dates for implementing the plan specifically time frame for conducting Research Meetings, the Orientation Meeting and launch date. Other deliverables include identification of key users, stakeholders and the development of a communication plan. Estimated duration is 2 hours. The task requested of the City, is to identify the City leader responsible for implementation of this transition and satisfaction of the City's users and stakeholders. This individual will work hand in hand co -facilitating some of the subsequent activities. This meeting marks the beginning of our collaboration process. Award of Contract (City) - Should C2 be awarded contract, information is incorporated in building the City of Costa Mesa Operations Manual. Conduct Collaborative Research Meetings - Purpose is to thoroughly understand the needs and preferences of key users and stakeholders. The number of meetings required vary and are dependent upon the City's recommendation of who to interview. The duration of each meeting is 15 minutes to an hour depending upon the need. Build City of Costa Mesa Specific Operations Manual — this task is owned by C2 staff and is estimated to take 16-24 working hours to compile after the C2 team meets with the users and stakeholders during the research meetings. The only task C2 asks of the City is to support the effort by encouraging the users to share likes, dislikes and preferences as they communicate needs. The benefit to the City is early recognition of additional expectations plus early identifications where C2 can assist in design or efficiency for the City. Schedule and Plan Orientation Meeting (Rollout, Meet and Greet, Q&A)) - Although C2 does not rely on this event solely for communication of transition and implementation, this meeting is still a key for successful launch. These meetings facilitate both the City's vision for successful transition and an opportunity to experience the competency and collaboration the City and C2 have already created prior to this meeting. The duration of the meeting usually is approximately 1 % hours and depending upon the venue best facilitates open discussion with maximum of 30 to 50 attendees. Both the City and C2 have function roles in presenting purpose, vision and the execution of implementation plan to provide cost savings to the City without compromising on service or convenience. The open Question and Answer segment provides an invitation for establishing rapport, building trust and the initial steps required for success. Outcomes of the meeting are interested users desiring to meet for follow up meeting with the Key Account Representative or Client Liaison. The City's task here is to designate staff or stakeholder to assist in the development of agenda, coordination of the venue, communication and sponsorship of the meeting. Tour of C2 Production Facility (Optional but Recommended) — C2 encourages this tour because our staff invests itself personally in the ownership of delivering client satisfaction. Suggest key stakeholders or key document users who are influential in assisting the issue of successful change regarding any issue be invited. The duration is usually 1-2 hours dependent the level of interest. Samples of the City's needs can be presented, close observation of our production staff working on projects, seeing the machines and equipment and meeting our staff are all key ingredients for removing the unknown aspects of change. The C2 staff enjoys these visits; the clients do also and comment the visit is an invaluable activity from a ROI standpoint. Request to the City on this task is to invite and coordinate this activity. M Co -Lead Orientation Meeting — The co -leadership of this meeting sets the tone and expectations for successful roll out and therefore transition. Typically, the City's purpose for the RFP, the decision process, criteria for vendor selection and how the objectives are manifested are lead by the City personnel. C2 working with this individual coordinates its part of the presentation to reflect the objectives and concern for meeting objectives with empathy, professionalism and experience of identical and practical nature any City employee can relate to. The task requested here to the City is the assignment of a ranking City leader who owns the City's successful implementation of this project to work with our team to co -facilitate and co -lead the meeting. Suggested time involvement one or two sessions for planning each 1-2 hours depending upon issues identified. Transition Plan — C2's experience has been the implementation plan is also the transition plan up to the conclusion of the Orientation Meeting. From this point, C2 takes the lead by contacting users with the established protocol established for communication agreed to during the Pre -Planning Meeting. C2's experience with identical transitions is these users tend to not communicate their discomfort, concerns and needs as openly or until they have a need to place an order. Recognizing this, C2 initiates contact routinely and frequently until every known user and stakeholder has experienced the transition from in house to C2 outsource ordering. Each experience is recognized and documented by either the Key Account Representative or the Client Liaison. Follow Up Visits — This on-going process is owned by the C2 team. Both Client Liaison and Key Account Manager will meet with each user on a regular basis to obtain feedback specific to the ease and service level they receive from C2. Quarterly Project Review —This is a routine review of all aspects of this project as a check in for measuring the effectiveness in meeting the City's objectives on a current and forward looking basis. Recommended City attendees for this meeting are the City's lead for this project (see tasks below) and other invited stakeholders. For C2, the Executive Sponsor, Client Liaison, Key Account Manager and Production Manager. 4. Tasks Required of City Staff A). Assign a member of the City staff to own all aspects of implementation from the City's perspective. This individual should be of significant responsibility and authority to co -facilitate the Implementation plan and transition until its completion. This individual will work with its counterpart at C2 to guarantee all aspects of the City's objectives are met. This individual's role will include co - planning and co -facilitating Orientation meeting. Also, fielding questions from the City users and stakeholders then routinely making the information available to their counterpart at C2. Co -developing the communication plan and monitoring its 10 execution, is from C2 past experience, a key element in the introduction of this change. B). A general request to make available information by encouraging all key users and stakeholders to comfortably communicate their needs, preferences and issues relative to print and copy so our team can begin to create solutions to their needs. 5. Recommendations for Efficiency C2 provides the following general recommendations: • Electronic order submission whenever possible to increase speed of process and save City staff valuable time. • One central C2 e-mail address (specific to the City of Costa Mesa) for all staff to submit orders to C2 production team, convenient and efficient way to capture and track electronic ordering and user's requests. • Secure FTP site for large electronic files. • Pre -scheduled pick-up and delivery route, saves staff time from calling to arrange pick-up. • The City to support or encourage its users of document to work closely with C2 Key Account Representative and Client Liaison providing document consultation to City staff. By understanding the use of various forms and printed requests, these two C2 professionals can modify design for lower manufacturing costs. In some cases, by understanding how the document flow and distribution occurs, consolidation and other recommendations can achieve additional savings. 6. Plan for Recruitment of City Staff Subject to Displacement C2 welcomes any City of Costa Mesa staff member either potentially or actually displaced to apply for a position on C2 production team. Every reasonable and appropriate effort will be made to accommodate any and all qualified applicants. 7. Treatment of City Owned Facilities and Equipment In cases similar to the one described in this RFP, complete outsourcing of all print and copy documents was achieved without comprising speed, quality and yet achieved significant cost savings to the client. In doing so, C2 created the opportunity for its clients to assist in the disposal, liquidation and in some cases the acquisition of unnecessary assets. This created opportunity to utilize existing facility space for other high value purposes. C2 is very open and willing to assist in this capacity for the City of Costa Mesa. 11 8. Consideration of Services Identified in this Request C2 Reprographics is a full service reprographics and digital print provider serving large public and private entities. C2 proposes to provide all of the services and products described within the Request for Proposal. 12 The C2 Team to Service Citv of Costa Mesa The knowledge, years of experience and quality of character of each C2 staff member is key to client satisfaction. The following team enjoys working with people and will guarantee the City will be pleased with their results: , Key Account Representative:- is a confident, focused, highly organized, detail oriented, personable and very professional leader. - has a long history in customer management, is a nine (9) year veteran of C2 Reprographics and manages projects of identical size and scope of work described in this RFP. _ primary responsibility is to support the overall service needs for the City of Costa Mesa. Career History: • 19 years Branch Manager and Business Development, EI Dorado Bank, San Clemente, Ca. • 5 years Business Development Manager, Kinko's, Newport Beach, Ca. • 9 years Key Account Representative, C2 Reprographics, Costa Mesa, Ca. —, Client Liaison: - is an nineteen (19) year veteran of the reprographics industry. - has significant experience currently managing projects of the size and scope of work identical to that described in this RFP. As Client Liaison,- functions as the dedicated one source contact for all departments of the City. _ consultative skills are ideal for assisting the City staff with placement of orders, consulting to reduce costs, managing tight turn time requests or just providing answers regarding any aspect of the City's print and copy business. =is to meet with City personnel by appointment for consultation or assistance. Finally, _ role provides a direct link for every order from point of order entry, through our production to final Q3 process.- will be the primary face and the owner of the City's client satisfaction. Career History: • 13 years, estimator and Client Liaison, Consolidated Reprographics, Costa Mesa, Ca. • 7 years, Client Liaison, C2 Reprographics, lead Costa Mesa, Ca. 13 ,Director of Operations/Production Manager: E is a nineteen (19) year veteran of the reprographics industry. His role is to lead the team to execute flawlessly on each request. His servant minded leadership style enhances our culture of self managed leaders who back their staff with the resources required to produce projects as expected and before time requested. Career History: • 19 years production operator, Production Supervisor and Production Manager, OCB Reprographics, Costa Mesa, Ca. • 2 years Production Manager, C2 Reprographics, Costa Mesa, Ca. -, Assistant Production Manager: Working with the Client Liaison and production team,= is lead and owns the responsibility for timely delivery and accurate fulfillment of each order received by the City.= provides much of the key hands on inspection of our Q1 through Q3 quality control process and is cognitive of the needs of each project in production as well as personally owning the outcome of each order. Career History: • 29 years, production operator, Production Supervisor, Hub location Production Manager, Consolidated Reprographics, Costa Mesa, Ca. • 4 years, Assistant Production Manager, C2 Reprographics, Costa Mesa, Ca. -, Billing Manager: = is the key factor in our reputation for easy to understand and accurate billing to our clients. _ seven (7) years of experience with C2 providing impeccable client service and billing to special accounts makes this assignment to the City's account a natural fit. = will personally invoice the orders for the City of Costa Mesa and is the single point of contact for billing. Career History: • 3 years, Customer Service Representative, Stater Bros. Markets, Huntington Beach, CA. • 3 years, Billing Supervisor, Consolidated Reprographics, • 7 years, Billing Manager, C2 Reprographics, Costa Mesa Ca. Executive Sponsor: = is responsible for the day to day operations and for client satisfaction companywide. His ability to visualize client needs and bring all aspects of production with client expectations is key to our success at many levels. Career History: B.S. Business and Marketing, Cal Poly Pomona. Over 35 years in the print and digital print industry. Most recently 14 years with Kinko's, then FedEx Kinko's. With C2 Reprographics since 2007, currently 14 Qualifications Company Description and Background —, President and CEO, and—, Executive Vice President, are the founders of C2 Reprographics. Together, the team along with 106 dedicated and talented employees has grown C2 into the largest privately owned reprographics firm in Southern California with production offices in Orange, Los Angeles, San Diego County and Inland Empire. The company's first location in Orange County opened its doors in February of 2002. C2 was initiated to provide greater opportunity to the commercial reprographic markets. In the mid 1990's, ARC (American Reprographics Company) began acquiring and consolidating locally owned reprographics firms throughout Southern California. While ARC was focused on building shareholder value, C2 was focused on creating "premier" customer service for its clients in a family yet professional atmosphere. C2 provides "Premier" reprographic services to traditional commercial business to business, public entities and to the AEC (Architects, Engineers and Contractors) markets. C2's corporate headquarters and largest production facility is located at 3180 Pullman, Costa Mesa California. This location is over 23,000 square feet and contains the latest state of the art digital printing equipment available. The capacity for quick turn production regardless of the volume requested is unmatched in the Reprographics industry. Qualifications of C2: There are four (4) components of C2's qualifications that significantly differentiate C2 from other reprographic companies. These are: 1). Skill, Tenure and Quality of Staff — C2's staff is comprised of industry professional's who have sought a client centric environment. C2's pre -dominate criteria for selection of any skilled employee is principle based and one of leadership orientation. 15 2). Professional Entrepreneurial Leadership — C2's founders have a clear vision of what is most important in business; to make a profit you lead everyone to actualize the principle of the client is the focus. C2's client focused culture mandates managers and executive leadership to support the employee closest to the client. The result, our clients receive answers to their questions quickly, their billing is accurate, their jobs produced as expected and on time. Their interaction with staff is friendly and expectations are met. The C2 staff understands C2 is winning in the marketplace because of their efforts and behaviors and their belief, you the client is what maters most. 3). Scale and Capacity of Equipment — C2's fleet of state of the art digital print equipment is configured for high speed, high quality and quick turn demands. The continuous investment in the latest Xerox, Oce and HP equipment provides improved quality and workflow solutions to our production staff translating into their ability to simply say yes to quick turn requests without any concern. 4). Current Experience with Projects of Similar Size and Scope as is Outlined in this RFP Existing Contract for City Wide Reprographics for City of Anaheim: C2 provides under contract to the City of Anaheim print and reprographics for all departments. The contract was a result of the City of Anaheim's need to reduce the overall costs of their reprographics through 100% outsourcing. Through a similar RFP process, C2 Reprographics provided significant cost savings, facilitated disposition of equipment, transitioned the City from using in-house reprographics center and accomplishing this with minimum disruption to city staff. The original two year contract has recently been extended into 3 one year extensions. Some highlights C2 currently provides to the City of Anaheim: • Pre -scheduled pick ups- twice daily at nine (9) locations plus the City Hall Complex. • On demand pick ups — urgent needs are met without hesitation for quick turn. • Multiple ordering methods — custom pre-printed work orders, electronic order processing and convenient methods conforming to staff requests. • On-site consultation - both the Client Liaison and the Key Account Representative frequent department users to assist in design and order processing as needed. • Design consistency — in coordination with the City's initiatives; Le. use of City Seal on printed documents. 16 • City Council Packets — a large complex and frequently tight turn around request with complete satisfaction. • Plan Archival and Plan Room maintenance — Public Works Department • Facilitate City bid projects —job walks and plan room order processing to third party users. • Plan printing and distribution services — distribute to third party from C2 library. • Support all city departments with daily requests — from very small and frequent requests, to large volume special requests. • Participation in City Events — Le. Mayor's Prayer Breakfast, Chamber Commerce Events As C2 demonstrated its proficiency to deliver friendly, competent and professional service, the City saved additional costs as inquiries for additional needs not originally on the RFP surfaced. C2 accommodated requests in coordination with purchasing so as to incorporate and document the savings under one uniformed extension of contract. C2 earned the respect and trust of the City users by demonstrating its passion of caring and consistently meeting the needs of each City employee. This assertion is significant, easily verifiable and is a substantial qualification. Qualifications of Key Staff: — Key Account Representative - performs this function very successfully for C2's most valued client's including the City of Anaheim. Acting as the client advocate,_ function is to visit all key City personnel, stakeholders and anyone who needs additional attention in the process of procuring or placing orders.- solicits feedback and conveys needs, concerns and successes to the entire team. works closely with the Client Liaison and Executive team by updating key information. =is always available, is known for her follow up, care and attention to specific needs.= is a key reason the City of Anaheim recently renewed its contract with C2. — Client Liaison The Client Liaison position is centric to C2 delivering successfully and creating a bond of trust for every key account. =is successful in understanding the needs of document users. He performs this task in a dedicated manner for several large accounts requesting frequent, small and large, complex and often urgent requests. The best example most closely representing that of this RFP is the City of Anaheim.- knows intimately the contract requirements, the user preferences, the billing details, the order specifications and the precise history of each transaction. This attention to detail and depth of experience is felt by each City user creating immediate trust that is affirmed with each 17 successful order. =is the coach, the quarterback and the referee for each transaction before it is delivered.- is another reason C2 is successful with large complex projects such as the City of Anaheim and others listed in our reference list. — —Assistant Production Manager - is hands on with all of our production requests from large or complex requests. - personally supervises or in some instances personally drives the process to ensure expert execution. Namely, projects from the City of Anaheim, BP Arco, Grubb & Ellis, Kaiser Permanente and Santa Ana Unified School District to just name a few.= works effortlessly and in concert with =the Client Liaison on all projects of this type including the daily requests by the City of Anaheim. — — Production Manager, VP of Operations experience is unparalleled with respect to large complex and of the type detailed in this RFP.E is on the production floor working side by side with his staff and with= _ ensuring the quality control process, delivery requests and any special direction of the Client Liaison is met. Printer's Litho (sub contractor) —This trade partner is located in Costa Mesa California and a favorite of C2 because of their attention to detail and expert care with our clients, First American Title and Kaiser Permanente. C2 has Printer's Litho shares their client philosophy simply, the client is the boss! In summary, C2 has provided successful delivery of projects in similar scope during the course of its nearly 10 years in business. Projects involving the scope of work detailed in this RFP in clued those generated by on going close relationship with BP Arco, Grubb and Ellis etc. .....and most notably and nearly identical is that of our contract with the City of Anaheim. This contract originated with an initial contract for the public works department. A second contract with a much wider scope and volume included accommodation of all of the City's reprographic needs via complete outsourcing to C2. This successful The following is a partial list of current clients, and brief description of contract and contact information. 18 References: City of Anaheim - Master Agreement/contract for Reprographic Services, plan archival and plan room maintenance, printing and distribution services, support of all City departments. 2 year contract renewed for three 1 year extensions beginning in 11/2011. Contact: City of Costa Mesa - Purchase order number CITY 999-1214 for Blueprint Supplies and Services from April 2009 through March 2011. Contract was renewed for an additional year in March of 2011. Contact: City of Irvine — Reprographics printing and related services, printing of small and large format color and plans. Open contract for printing and related services. Open contract for printing and related services. Contact: Coast Community College District - New Construction, expansion and modernization projects. Utilizing PlanWell, print and manage distribution to Architects, General Contractors, Subcontractors and the District. Open contract for printing services. Contact: — Santa Ana Unified School District — Modernization projects. Upload plans and specifications through PlanWell Enterprise, print and distribution to General and subcontractors. Contact: � BP Arco — Printing and distribution for the Western United States division. Marketing and retail communications printing and fulfillment for US Mail distribution to over 1200 locations throughout Contact — Kaiser Permanente — Printing, digital archival and hosting of plan room, construction document management and maintenance, signage and equipment maintenance & supplies services, Proposals and marketing collateral for senior management. Open contract for printing and related services support. 19 Cost Pricing Proposal Form Item Num SectionItem Code Description Unit of Measure Quantity 1 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1 $ 2 8 1/2 X 11, Black Print NCR 2 part - one sided EA 500 $ 3 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1000 $ 4 8 1/2 X 11, Black Print NCR 2 part - one sided EA 2500 $ 5 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1 $ 6 8 1/2 X 11, Black Print NCR 2 part - two sided EA 500 $ 7 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1000 $ 8 8 1/2 X 11, Black Print NCR 2 part - two sided EA 2500 $ 9 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1 $ 10 8 1/2 X 11, Black Print NCR 3 part - one sided EA 500 $ 11 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1000 $ 12 8 1/2 X 11, Black Print NCR 3 part - one sided EA 2500 $ 13 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1 $ 14 8 1/2 X 11, Black Print NCR 3 part - two sided EA 500 $ 15 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1000 $ 16 8 1/2 X 11, Black Print NCR 3 part - two sided EA 2500 $ 17 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1 $ 18 8 1/2 X 11, Black Print NCR 4 part - one sided EA 500 $ 19 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1000 $ 20 8 1/2 X 11, Black Print NCR 4 part - one sided EA 2500 $ 21 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1 $ 22 8 1/2 X 11, Black Print NCR 4 part - two sided EA 500 $ 23 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1000 $ Cost 45 24 8 1/2 X 11, Black Print NCR 4 part - two sided EA 2500 $ 25 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1 $ 26 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 500 $ 27 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1000 $ 28 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 2500 $ 29 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EjA 1 $ 30 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 500 $ 31 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 1000 $ 32 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 2500 $ 33 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1 $ 34 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 500 $ 35 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1000 $ 36 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 2500 $ 37 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1 $ 38 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 500 $ 39 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1000 $ 40 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 2500 $ 41 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1 $ 42 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 500 $ 43 Quick Copy, White, Black Print, Paper 20# 8 1/2 x l l - 1 sided EA 1000 $ 44 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 2500 $ 45 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1 $ 46 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 500 $ m 47 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1000 $ 48 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 2500 $ 49 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1 $ 50 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 500 $ 51 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1000 $ 52 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 2500 $ 53 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1 $ 54 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 500 $ 55 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1000 $ 56 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 2500 $ 57 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1 $ 58 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 500 $ 59 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1000 $ 60 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 2500 $ 61 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1 $ 62 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 500 $ 63 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1000 $ 64 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 2500 $ 65 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1 $ 66 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 500 $ 67 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1000 $ 68 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 2500 $ 69 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1 $ 70 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 500 $ 47 71 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1000 $ 72 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 2500 $ 73 Hourly Rates Revise an existing document Hourly 1 $ 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 75 Binding, 8 1/2 x 11 Coil EA 500 $ 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 77 Binding, 8 1/2 x 11 Comb EA 500 $ 78 Binding, 8 1/2 x 11 Comb EA 1000 $ 79 Binding, 8 1/2 x 11 Comb EA 2500 $ 80 Binding, 8 1/2 x 11 Tape EA 500 $ 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 82 Binding, 8 1/2 x 11 Coil EA 1000 $ 83 Binding, 8 1/2 x 11 Tape EA 2500 $ 84 Binding, 8 1/2 x 11 Wire EA 500 $ 85 Binding, 8 1/2 x 11 Wire EA 1000 $ 86 Binding, 8 1/2 x 11 Wire EA 2500 $ 87 Binding, 8 1/2 x 11 Velo EA 500 $ 88 Binding, 8 1/2 x 11 Velo EA 1000 $ 89 Binding, 8 1/2 x 11 Velo EA 2500 $ 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 $ 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 $ 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 $ 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 $ 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 $ 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 $ 96 Folding 24# paper, single sheet, tri -fold EA 500 $ 97 Folding 24# paper, single sheet, tri -fold EA 1000 $ 98 Folding 24# paper, single sheet, tri -fold EA 2500 $ 99 Folding 80# paper, single sheet, tri -fold EA 500 $ 100 Folding 80# paper, single sheet, tri -fold EA 1000 $ 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ 102 Inserting into Envelopes Inserting EA 500 $ 103 Inserting into Envelopes Inserting EA 1000 $ 104 Inserting into Envelopes Inserting EA 2500 $ 105 Mailing Prep for Bulk Mailer Preparation EA 500 $ 106 Mailing Prep for Bulk Mailer Preparation EA 1000 $ 107 Mailing Prep for Bulk Mailer Preparation EA 2500 $ 108 Door Hangers size 4.25 x 11 Black Ink EA 1 $ 109 Door Hangers size 4.25 x 11 Black Ink EA 500 $ 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 $ 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 $ 112 Door Hangers size 4.25 x 11 4 color EA 1 $ 113 Door Hangers size 4.25 x 11 4 color EA 500 $ 114 Door Hangers size 4.25 x 11 115 Door Hangers size 4.25 x 11 116 Map Copy, Black Ink, Paper 20# 117 Map Copy, Black Ink, Paper 20# 118 Map Copy, Black Ink, Paper 20# 1 $ 119 Map Copy, Black Ink, Paper 20# 1 $ 4 color EA 1000 $ 4 color EA 2500 $ 24 x 36 size EA 1 $ 36 x 40 size EA 1 $ Laminate Mount on foam board 24 x36 EA Laminate and Mount on foam board 36x40 EA 120 Freight /Transportation Charges Freight Charges if applicable EA 1 $ Total $ 50 Pricing Schedule for Deliveries/Pick-Up Cost to run scheduled delivery to/from Costa Mesa City Hall once per work day Daily charge (if any) Cost to run scheduled delivery to/from Costa Mesa City Hall twice per work day Daily charge (if any) Pick up or delivery to Costa Mesa City Hall on demand One way trip/job Pick up and delivery to Costa Mesa City Hall on demand Round trip cost/job Pick up or delivery to delivery to other city facilities (within CM city limits) One way trip Expediting charge for 4 hour delivery, if any Per job Expediting charge for 1 hour (or while you wait delivery), if any Per job Overtime costs to run jobs after regular hours (to be billed in 15 minute increments) Per hour Please attach additional pricelist for other services you may offer, such as wide format printing and plotting, blueprint reproductions, banners and posters, etc. 54 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." Sample Agreement C2 authorized representatives have reviewed the sample agreement contained within this RFP and understand and agree to its content without exception or conditions. 19 22 41 42 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. 1 certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Reprographics Services RFP at any time after November 2, 2011. N' I certify that Proposer or Proposer's representatives have communicated after November 2, 2011 with a City Councilmember concerning the Reprographics Services RFP. A copy of all such communications is attached to this form for public distribution. 43 51 52 DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 53 m I Proposal to The City of Costa Mesa for Reprographics Services January 23, 2012 Confidential and Proprietary Information 1'"'-' ' OfficeMax® © 2012 OMX, Inc. WORK WITH US" OfficeMax Proposal to the City of Costa Mesa OfficeMax RFP for Reprographic Services V20 i{K ,%irH .,s fable of Contents ProposalRequirements....................................................................................................... 1 Background and Project Summary.................................................................................. 1 MethodologySection..................................................................................................... 3 Staffing.......................................................................................................................11 Qualifications..............................................................................................................12 FinancialCapacity........................................................................................................16 FeeProposal...............................................................................................................17 Disclosure...................................................................................................................18 SampleAgreement......................................................................................................18 Checklist of Forms to Accompany Proposal.....................................................................18 Appendix A — Vendor Application Form.............................................................................. 19 Professional Services Agreement....................................................................................... 21 Exhibit B — City Council Policy 100-5 Drug Free Workplace ................................................... 22 Exhibit C — Certificates of Insurance.................................................................................. 23 Appendix C — Ex Parte Communications Certificate.............................................................. 24 Appendix D — Pricing Proposal Form.................................................................................. 25 Appendix E — Disqualification Questionnaire....................................................................... 26 Appendix F — Disclosure of Government Positions............................................................... 27 Attachments OfficeMax 2010 Annual Report of Form 10-K OfficeMax Fee Proposal on Appendix D OfficeMax Standard Service Agreement OfficeMax Certificate of Insurance Samples LEGAL NOTE: Notwithstanding OfficeMax Incorporated's ("OfficeMax") response to this Request for Proposal, OfficeMax expects to negotiate in good faith the terms and conditions of an agreement including any changes to the RFP prior to the award of the contract. In the event that OfficeMax and Customer engage in any further discussion which results in either a binding agreement being executed between the parties, or any time OfficeMax provides products or services to Customer absent a fully executed agreement, the terms and conditions contained in the Request for Proposal, shall not at any time, unless otherwise noted in a fully executed agreement between the parties, be considered binding upon OfficeMax. OfficeMax Proposal to the City of Costa Mesa �• RFP for Reprographic Services WORK WITH U5 - Proposal Requirements Background and Project Summary The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to the Scope of Work of this RFP. By partnering with a provider who has the expertise with print and document management services, the City of Costa Mesa can improve the quality of information provided to its associates, increase the efficiencies of your printing process and realize significant cost savings. Our proposal will illustrate our comprehensive solution and capabilities that are consistent with your cost, quality and service requirements for a key supplier. We understand the need to increase efficiencies and lower costs. With reductions in labor and budgets, lack of consistent print quality and managing down costs, the City of Costa Mesa requires a partner who has the experience and power to provide full service print and document management services. OfficeMax is that provider. We have helped thousands of customers reduce costs and streamline their print programs to ensure a better grasp of their expenditures. As many of our customers have found, the value we provide goes well beyond the ability to efficiently apply toner to paper. It is in the supervising of the entire process of document management through ordering, production and distribution, billing, and reporting, that OfficeMax ImPress excels. By managing the entire print process, we are able to affect the costs in areas beyond print, where approximately 85% of the cost is truly hidden. These hidden costs are found in: DISTRIBUTION — By printing closer to the point of consumption, delivery in days can sometimes become hours and, in the process, eliminate the costs associated with that delivery. We are a distribution company, not a shipping company, so we are here to save you in every aspect of the process. WASTE — We turn the tables on waste by allowing you to order only what you need it, when you need it. This eliminates waste and obsolescence. Order your materials just days in advance of when you need it, when content is the most current and the count is most accurate. This can reduce waste by over 20%. OBSOLESCENCE — The Print on Demand print model provides for zero print inventory and production at the time of need. No material can become outdated before being put to use saving, on average, 10-20% of overall costs. To eliminate these costs, OfficeMax ImPress can provide the City of Costa Mesa with various cost saving print models: Near Site Facilities Management, Print on Demand and Distribute & Print. OfficeMax Proposal to the City of Costa Mesa Officemax- RFP for Reprographic Services WORK 4MiTH 05 Near Site Model An area where OfficeMax ImPress has seen significant growth has been with our Near -Site Facilities Management Model. This model is the most popular solution to deploy because of its significant capabilities to service all operations within a company's geographic footprint. Following a full needs analysis, OfficeMax ImPress works to establish the minimum level of equipment needed to service both the immediate needs of the customer, as well as distributive, and longer run production. Our customers have been able to manage quick turnaround needs and utilize designated production locations for high volume and longer turn time jobs, which has enabled them to be more competitive than traditional models. With larger projects, running simultaneously at multiple sites and on multiple machines, our customers have seen increased turnaround times. By utilizing a variable cost model, our near site approach tackles the costs associated with equipment, space and additional fixed costs required to operate an onsite print and copy shop. This also provides the freedom for a company's associates to benefit from expanded options for print and binding capabilities. OfficeMax ImPress is able to achieve this by standardizing its equipment and services while providing the highest level of production staff training. Our customers see an immediate reduction in costs by disposing of current print hardware and freeing up space. Over time, additional cost savings become even more apparent with the elimination of penalties as consumption needs change. The result is a program that more effectively liberates people, space and resources than any other typical facilities management program. Throughout our solution, our customers are seeing the following near term and long term benefits. Tactical Near Term Benefits Strategic Long Term Benefits Reduce & Control Costs Improve Business Focus Gain insights into tracking and forecasting to Focus on core business and value adding measure consumption. activities. Reallocate Capital Funds Leverage Competencies Liquidate or shift property and avoid needless Control process, technology and workforce investments in technology. across or anization. Redistribute Workforce Accelerate Re -Engineering Reduce full/part time workforce expenses. Integrate document science as part of information management strategy. Redevelop Skill Sets Share Risks Access internal skills sets and technology not Avoid investments in technology that quickly utilized. becomes outdated. Manage Spend Liberate Resources Focus on core business and value adding Free up resources used for document design, activities. production and distribution. 2 OfficeMax Proposal to the City of Costa Mesa 0,p Officemax- RFP for Reprographic Services WORK 4MiTH 05 OfficeMax ImPress solutions have shown to lower fixed costs from 10-30% and more effectively manage our customers' print spend. Coupled with access to current technology and lower document production and workflow costs, OfficeMax ImPress has become the solution of choice for many of our corporate contract customers. With the superior account management and service across an entire organization, our model proves to be flexible and scalable and can be tailored to meet the City of Costa Mesa's specific needs. Print on Demand OfficeMax ImPress is founded on a Print on Demand philosophy, to increase efficiency, service, quality and savings. Print on Demand is a print, production, and technology strategy designed to address document applications and print programs that create waste. The underlying need for any organization to utilize a Print on Demand strategy is to decrease the amount of obsolescence attributed to specific document applications. Print on Demand increases a customer's go to market strategy by instantly placing a digital file into production. OfficeMax ImPress is one of only two fully connected digital nationwide networks. This network allows us to provide local service to customers with multiple sites. Our core competency is a full service Print on Demand solution combining high volume printing and finishing. We offer an online document repository and subject matter expertise in managing key, mission critical applications. OfficeMax ImPress provides digital print solutions, inclusive of black & white and color printing for nearly every size project. OfficeMax ImPress Print on Demand... • ...Allows materials to be created on demand instead of being stored in inventory. Documents are updated as needed and obsolescence is eliminated. As updates occur, there are no longer unused materials to discard. • ...Creates a 15-25% cost savings opportunity by controlling waste and obsolescence. This is primarily delivered through subject matter expertise in migrating traditional print to Print on Demand applications. ...Increases speed time to market, while significantly reducing the cost of transit, ensures quality and confidentiality. • ...Offers a Distribute and Print solution. With our digitally connected locations, information is produced where it is used, thus controlling shipping and distribution costs. Methodology Section Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: 1. An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 3 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services Officemax- WORK VVITH 05 In order to truly validate cost savings and develop an accurate solution for the City of Costa Mesa, OfficeMax requires time to assess your current print environment. This process creates very detailed findings which incorporate all costs associated with print; not just machines and paper. Our analysis will provide a financial model from which to base specific recommendations that will allow OfficeMax the ability to: • Develop a compliance driven program to rein in maverick spend and allow the City of Costa Mesa to manage print dollar more effectively; • Streamline production which will create increased efficiencies and faster turn times; • Design online repository of materials which are shared across the organization to maintain brand consistency and obsolescence; and • Create better tracking of projects and spend occurring within departments, allowing the City of Costa Mesa the ability to more effectively budget and review historical data. Our assessment process will uncover areas which effect print spend that are not normally seen. As one example, our assessment will take into account the resources allotted to develop projects which could be shared across the organization, which once streamlined, could increase productivity by maintaining an online repository of documents which can be customized and OfficeMax ImPress"m Assessment Process ordered as needed byProgram Build& Measure&Post Pre-.reploymentActivities F Implementation various departments. U -- - Data Collection -Analysis of first month metrics Another example is Process Analysis Establish IT Infrastructure Survey Customer - Confirm Target Requirements - Present Target Print Program -Ei-Monthly Round Tables identifying Document Profile&Lifecycle Finalize Pricing Process adjustments Project & Event Calendar Complete DocMan (e-commerce) .Additional Recommendations measurable costs and -Billing Roadmap Establish marketing calendar cost savings based on - SOW�SLA - C hange Management reviews of costs . Solution Architecture Communication and Education -Establish Resources - Finalize Target Ops Manual associated with Project Plan Establish Recording Metrics Begin Ordering maintenance, r771Program Launch under/overage &Implementation requirements, space, electricity, and insurance. Through a comprehensive assessment, OfficeMax can help the City of Costa Mesa turn challenges into opportunities. Our five step process, led by a team of experts, will review equipment and turn time requirements based on need; meet with internal departments to understand current media, output requirements and distribution needs; and what is being outsourced and costs associated to determine if there is a better, more cost effective approach. The OfficeMax ImPress Implementation Plan involves 5 steps: • Analysis & Pre -Planning • Program Design Z OfficeMax Proposal to the City of Costa Mesa 'E` , f ficeM • RFP for Reprographic Services WORK WITH U5' • Program Build & Pre -Deployment Activities • Program Launch & Implementation • Measurement & Post Implementation 2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. Analyzing and Pre -Planning During the first stage of the assessment, OfficeMax ImPress will be able to supply the City of Costa Mesa with a snapshot of its current processes as well as recommendations to improve or reengineer its current program. OfficeMax ImPress will review areas within the City of Costa Mesa organization to capture the appropriate information to present cost savings findings. Areas of review may include: Onsite Print Center • Staffing — Working hours, compensation, employee classification, primary and secondary job duties and non -print related duties / responsibilities • Current Operational Capabilities — List of production and finishing equipment, monthly production equipment lease invoices past 12 months, equipment contracts, initial costs and date of purchase of equipment owned, maintenance / service charges not included in monthly lease, supporting technology and software solutions and prepress capabilities. • Workflow Management — Job logs / MIS reporting, order and document management process, delivery and tracking process and chargeback and invoicing requirements. • Supplies — Monthly supply costs, current supply inventory, monthly usage and identification of specialized or custom items. • Distribution — Detail of packages sent via overnight, percentage total work shipped to other locations, and contracted carrier rates for ground and express shipments. • Other — Mail -merge capabilities / requirements and mainframe data feed LCDS requirements. Department/ Division Review • Communications — Current media and methods utilized to advertise capabilities. • Order/ Production Management — Decision matrix utilized to identify best production method, utilization of onsite/near-site centers and workgroup printers, order management process for onsite/near-site centers and outsourced production, tracking and reporting requirements, identification of power users, current turn - 5 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services f is times and packaging requirements, and production and finishing equipment available. • Document Management — Existing document management systems, version / revision control process Document lifecycle and organizational value and existing naming conventions. • Quality Control — Quality control procedures, minimum accepted standards, current reporting requirements and current resolution procedures. • Distribution and Delivery — Delivery / distribution methods and locations, local delivery requirements, and delivery times and tracking procedures. • Vended Services — Review of work outsourced, method for selecting outsourced vendors and inventory levels. Once our assessment has been completed, OfficeMax ImPress will present the City of Costa Mesa with the findings and propose a recommended solution. Based on our experience working with Fortune 500 companies, educational institutions, government agencies and healthcare firms, we have shown significant savings and streamline processes, which further validate our recommendations. Based on mutual agreement to move forward, the Implementation Manager will design and thoroughly document the solution. Program Design A customized implementation timetable and project plan will be jointly developed between OfficeMax ImPress and the City of Costa Mesa. This plan will be developed to allow for a smooth transition to OfficeMax. The timetable will be monitored by a project team from both sides to provide status updates on a weekly basis to continually keep the team on target. Program Build & Pre -Deployment Activities During this phase, the project plan will be moved into the implementation phase. The Implementation Team will deploy and monitor the process to manage the City of Costa Mesa's expectations. This plan will serve as a 'blueprint" for service consistency. The plan will reside on our Intranet system so up-to-the-minute service requirements are readily available. Program Launch & Implementation As a key element of your Implementation Plan, a comprehensive communication and marketing plan will be released to all end-users announcing the program, highlighting the benefits and providing instruction. The customized roll out package can be delivered in a variety of formats and can include: how-to guides, catalogs, order forms, contact information, samples and on site courses, depending upon your needs. 0 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services Measurement & Post Implementation Officemax- WORK 4MiTH 05 The Implementation Team remains in place for the first 90 days after the roll out date. This will allow them to monitor the program and adjust the program as needed to ensure the program; technology and end users are all in compliance with the needs of the program. Following this time period, the team will reconvene on a regular basis to discuss: program success, improvement opportunities, end-user feedback, annual usage data, product changes, OfficeMax performance, and future goals and objectives. Our Account Management Team will be closely involved in the entire process to ensure the successful implementation of your program is executed properly and within the requirements of our contract. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include you plan to deal with fluctuation in service needs and any associated price adjustments. OfficeMax ImPress sample implementation is as follows: 7 ResponsibilityTask 7 Date �. IVE L 1 Letter of Intent to Award Business to The City of OfficeMax ImPress Costa Mesa X 2 Notify current supplier The City of X Costa Mesa 3 Notify internal departments of award The City of X Costa Mesa 4 Attend implementation process The City of overview meeting Costa Mesa/OfficeMax X ImPress 5 Attend weekly implementation The City of ON GOING process calls Costa Mesa/OfficeMax ImPress 6 Establish Implementation Timeline The City of Costa Mesa/OfficeMax X ImPress 7 Set-up OfficeMax ImPress account OfficeMax numbers ImPress X 8 Identify current list of all target "Ship OfficeMax To" locations and set-up OfficeMax ImPress X 7 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services Officemar WORK WITH US • ResponsibilityTask III .. Date ImPress consignees (ALL USER INFO) 9 Identify key contact for each location: The City of X Name & Title - Address Costa Mesa/ X Phone, Fax #'s and email OfficeMax X ImPress 10 Determine any special handling or The City of delivery requirements Costa Mesa/ OfficeMax X ImPress 11 Determine site location verification OfficeMax and logistics X 12 Determine The City of Costa Mesa The City of reporting needs & frequency for both Costa Mesa/ Usage, CIR, & Contract % Reports OfficeMax X ImPress 13 Determine The City of Costa Mesa The City of billing & AP needs, including: Format, Costa Mesa/ Frequency, Cost Centers, Bill -to OfficeMax X Addresses, Key Contacts ImPress 14 Train The City of Costa Mesa users OfficeMax ImPress X 15 Set up for end users on OfficeMax site OfficeMax X ImPress 16 Identify unique product requirements The City of Costa Mesa / OfficeMax X ImPress 17 Finalize items to be included in E- The City of Requisition Forms & E -Catalog Costa Mesa / OfficeMax X ImPress 18 Develop a plan to jointly The City of communicate & market the program: Costa Mesa / X Info Packets Memos OfficeMax Newsletters E -Mails, etc. ImPress 19 Finalize all materials to be included in OfficeMax the info -packet to be sent to all The ImPress X City of Costa Mesa locations: • Catalogs OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services Officemar WORK WITH US 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. OfficeMax ImPress would ask the City of Costa Mesa would assign specific individuals as a primary point of contact for OfficeMax ImPress throughout the Implementation process. 5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternate service delivery means and methods for the services desired. As mentioned, OfficeMax is proposing a Print on Demand, Near Site facilities management program. By comparing critical cost elements of document management and production you can see the many areas of distinct cost saving opportunities: 9 • irmw if ResponsibilityTask ME- .. • Order instructions and procedures Date 20 Finalize procurement process, billing OfficeMax structure/process and reporting ImPress X structure 21 Distribute info -packets to all ABC The City of Company locations Costa Mesa / OfficeMax X ImPress 22 Schedule 30/60/90 day meetings for OfficeMax post implementation review ImPress X 23 Develop a process to periodically OfficeMax survey a sample of ABC Company ImPress X locations for satisfaction (if required) 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. OfficeMax ImPress would ask the City of Costa Mesa would assign specific individuals as a primary point of contact for OfficeMax ImPress throughout the Implementation process. 5. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternate service delivery means and methods for the services desired. As mentioned, OfficeMax is proposing a Print on Demand, Near Site facilities management program. By comparing critical cost elements of document management and production you can see the many areas of distinct cost saving opportunities: 9 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services OfficeMax In House Production vs OfficeMax ImPress Print on Demand/Near Site Facilities Solution -kerem pr OFFICEMXk—_ it ••. •-7 IMPRESS A People Yes No Equipment Yes No Supplies Yes In Price Space Yes No Utilities (for Equip.) Yes No Phones Yes Yes Insurance Yes No Overtime Yes No Rush Charges Yes No Equipment Upgrades Yes No 6. Firms, public entities and individuals wishing to be considered shalt include their submissions the step they will, if selected, implement and adhere to for the recruitment, hiring and retention of former employees of the City who have been or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. OfficeMax is an equal opportunity employer and recognizes its affirmative action obligations. We have a long-standing policy of nondiscrimination in the areas of recruitment, hiring, training, promotion, transfer, layoff and termination, as well as compensation and benefits practices. Personnel actions in these areas will be regardless of race, religion, color, gender, age, marital status, national origin, citizenship, physical or mental disability, or veteran status. Qualifications and competence are the only criteria. It is the intent of OfficeMax to provide equal employment opportunities to all job applicants and associates, to provide a workplace free from harassment, and encourage the hiring of minorities, women, disabled individuals, Vietnam Era veterans, and disabled veterans. It is important to remember that OfficeMax not only intends to comply with the law governing equal employment opportunity, but also fully agrees with the underlying rationale for ensuring each individual's right to equity in employment. 10 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic ServicesWORK 7l fficemw requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City. Implementing our Print on Demand/Near Site Facilities model allows us to shift all of your print requirements from your location to ours. This will free up space within your location to be used how you see best fit. 8. Proposers may propose to perform some of all of the services identified in this Request for Proposals. The City will consider partial proposals and may award contracts for some or all of the services identified and may award more than one contract. If your Proposal is for only some of the services identified, please clearly identify which services you propose to provide. As outlined above, OfficeMax proposal includes a Print on Demand/Near Site Facilities Management solution that we find to be the most cost effective option for the City of Costa Mesa. Staffing Provide a list of Lead Personnel who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual. Include a resume for each designated individual. At OfficeMax, we know it is important to have the proper support available throughout the business day. For that reason, OfficeMax has invested in specific teams and strategically placed them across our company ensuring you and your end users receive prompt attention and proactive management. The ability to provide national consistency of pricing, products and service is the hallmark of the OfficeMax Account Management Team. We are structured to ensure consistent account service across a nationwide network of professional team members. Properly implementing a print solution requires a team in which each team member brings a specific area of expertise to your account. The City of Costa Mesa will be given the attention needed from all levels of our support organization including, Account Manager, Integrations and Operations, to effectively and proactively manage your print procurement program. Your Account Management Team is available to coordinate the development of your solution, ensure all of your service levels are met and facilitate regular program reviews and enhancements to the program based on best practices and continuous review of your program. Dedicated National & Strategic Account Management Working together, the City of Costa Mesa assigned National Account Manager and Strategic Account Manager will be collectively responsible for overseeing and managing your print 11 OfficeMax Proposal to the City of Costa Mesa () RFP for Reprographic Services WORK 4MiTH 05 procurement program. Maintaining open lines of communication will be a key focus to ensure your specifications and requirements are being met throughout the life of the agreement. Integrations Team The Integrations Team, acting as the liaison between the City of Costa Mesa and OfficeMax ImPress operations, is responsible for managing the assessment phase of your project collecting data, mapping a process, developing recommendations and managing the implementation of your program based on findings. They will also develop the statement of work, as well as design and administer the custom implementation plan to completion and remain observant and vocal during the first 90 days of your print procurement program. Operations Team The final touch point to the roll out and implementation of your program is the Operations Team. The Operations Team consists of three primary roles as defined below: • Customer Advocate • Production Staff • District Operations The strength of the OfficeMax ImPress Account Management Team assures the City of Costa Mesa of continuous service, business reviews & reporting, and dedicated contacts to resolve any issue. Our goal is to provide a world class experience for each of our customers and specifically to provide the City of Costa Mesa with representation that best supports a growing business relationship. Qualifications The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. A summary of your firm's or entity's demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number and email address 12 OfficeMax Proposal to the City of Costa Mesa 4#0• RFP for Reprographic Services WORK WITH US' Any public entity which submits a proposal should describe in detail how it currently performs services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. Attached in Attachment 1 are sample job specifications for typical print shop/copy services. All proposers are required to provide hard copies of samples of each of the same type of print iob as are included in Attachment 1. OfficeMax ImPress Print & Document services is a robust enterprise wide, document management program designed to provide corporations with a suite of print services. Our program was built on a foundation of efficiency, service, quality and savings. With over 900 nationwide locations, OfficeMax ImPress has the ability to provide the necessary services in your locations. With over 23 years of print and document management expertise, we understand the requirements and vital needs that are specific to our customers. We have the expertise to assist the City of Costa Mesa with quickly changing challenges into opportunities, whether your business concerns surround: • Retaining version control to address shorter product lifecycles • Mass product and service document customization • Training program implementation • Workforce document management and distribution Through our 900+ locations, 35 are commercial centers and 6 are dedicated closed door production centers. Each of these locations has advanced digital print production capabilities to meet high volume printing needs of our contract customers. These centers are 100% digitally networked via our robust web ordering tool and are operated by our highly trained production staff who are well versed in standard operating procedures. This ensure your project is produced to exact specifications at every location, every time. This network of production centers also provides the basic structure on which we have built a suite of services unmatched by any company, anywhere in the world. OfficeMax ImPress can assist the City of Costa Mesa in significantly reducing costs, improving exchange of information and gaining greater understanding and control of its output requirements. We are a value added resource for all of your print management needs: 13 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services OfficeMax Impress Services Print on demand services Distribute and Print technology Document archiving and storage Digital black & white/color printing Binding and finishing services OfficRK WITH VS Benefits Increased distribution efficiency Decreased turnaround time Reduced cost and paper waste Consistent high quality Reduced administrative tasks State of the Art Technology Through a recent initiative, OfficeMax ImPress invested well over $100 million in new equipment and technology within all of its locations to ensure the highest quality production and quickest turnaround times to our customers. Our centers are well equipped to handle any of the City of Costa Mesa's needs using: • Monochrome digital printers, which have the ability to produce two million impressions per month (ipm), each. • High volume color printers, which have the ability to produce 130 pages per minute, respectively. • Multiple large format, engineering and CD/DVD burner capabilities. • Various finishing options including collating, 3-5-7 hole punching, cutting, folding and multiple bindery options. We understand that printing day-to-day documents, presentations, and proposals will always be necessity for any organization to conduct business. However, we know that it is just as vital to produce a variety of mission critical documents in the course of your daily business. Our programs have been designed with these concerns in mind. Our cost saving models have been developed through continual review of our programs with our customers and our ability to proactively research new and innovative ways to manage your print production. With the level of expertise, strength of our partnerships, and a solid understanding of our customers' needs OfficeMax ImPress can provide the quality of service the City of Costa Mesa expects from a world class print and document management provider. Advances in Digital Print Technology As business needs change daily, there has been an increased demand for production to be completed with shorter runs, faster turnaround times and with more personalization for business materials. Digital printers were once simply known as "photocopiers". Times have changed. Over the years, technology has advanced, providing digital print providers with more advanced equipment to produce, and nearly match, off -set print production standards. Through the development of digital presses, production can be accomplished more cost effectively for short run print requirements. 14 OfficeMax Proposal to the City of Costa Mesa Q) RFP for Reprographic Services WORK 4MiTH 05 By eliminating press set-up and drying time, digital print providers can produce materials faster and more economically than an off -set print provider. This is not to say that a digital print provider can accomplish all of its customers' print needs in this manner, but with advances in technology, customers are thinking of new and more efficient ways to produce their on -demand materials. Since a digital press requires a smaller footprint and can provide inline finishing capabilities, on -demand marketing pieces can be produced in a more cost-effective manner. OfficeMax ImPress uses digital print presses at all of its commercial and closed door production centers, which provide dedicated services to our contract customers. A few of the major benefits to our customers based on this advancement in technology, includes the ability to: • Produce materials with customized, variable data more cost effectively. • Shorten the time to produce materials eliminating set-up or drying time. • Provide a proof faster and with more accuracy, within minutes, or even seconds. • Offer a wider range of sizes and paper qualities to meet many business needs. • Eliminate set up and plate charges for each customized run. Digital presses have also become more environmentally friendly, which decreases a collective carbon footprint for both OfficeMax ImPress and the City of Costa Mesa. Digital presses use toner not liquid ink. Additionally, harsh chemicals are not needed to clean a press after each job is run and paper is not wasted to provide test runs. OfficeMax uses toner that is non-toxic and recyclable. And, not only are toner cartridges recycled, so is the paper on which we print. As a standard, OfficeMax use chlorine free, 30% recycled paper. For those customers who require it, we have the ability to provide 100% recycled paper, without sacrificing print quality. Overall, we find that the most important factors to our customers are that digital print provides a high quality image, in the most cost effective manner, while providing them with quicker results and lowering an environmental footprint to produce materials. With the addition of our Print -On -Demand and Distribute and Print services, this further eliminates waste by only producing documents that are needed at the time they are needed. All of these benefits have given OfficeMax ImPress the ability to show its customers new ways to produce and distribute documents that are critical to meeting their daily business needs. Partners: OfficeMax ImPress Is A Full Service Print Provider OfficeMax manages hundreds of partnerships with print suppliers across the country, which allows us to provide full service print capabilities through a single provider model. Each partner is chosen based on their reputation and our evaluation process, as well as being able to meet competitive pricing requirements. As the print industry is so expansive, we manage relationships with off -set, thermography, electrostatic, and letterpress printers, as well as ad specialty companies. Through these partnerships OfficeMax is able to manage all of our customers' print needs creating a program that provides customers with a better view of their organization's print needs and spend. All of our subcontractor agreements contain provisions that allow us to perform market tests during the life of the agreement to ensure that we remain competitive. Although we honor our commitments to our subcontractors we also hold them accountable to provide us with industry 15 OfficeMax Proposal to the City of Costa Mesa Officemax- RFP for Reprographic Services WORK 4MiTH 05 competitive costs. OfficeMax continually monitors our subcontractor's costs to ensure market competitiveness. We utilize a formal process to solicit competitive bids from viable, domestic and International subcontractors for outsourced projects. During this bidding process we also ensure that the subcontractor is able to provide the services required in the timeframe specified. We continually monitor our relationships with these vendors to ensure our customers are receiving the highest quality services and price. OfficeMax assumes responsibility for quality and delivery for all items printed or produced by our network of vendors. As a digital print provider, OfficeMax ImPress works with various commercial print providers to service these agreements. All commercial vendors are judged on a 10 point rating system that is evaluated quarterly. New vendors are put on a 'probationary period trial that requires our internal quality management team to oversee through additional steps. Most of the vendors we use are long-term partners of over 10 years of service with OfficeMax and its customers. References Customer: City of Fontana, CA Contact: Address: 16860 Valencia Avenue, Fontana, CA Phone: Email: Customer: City of Vancouver, WA Contact: Phone: Email: Customer: City of Irvine, CA Contact: - Address: 1 Civic Center Plaza, Irvine, CA Phone: Financial Capacity Provide the Proposer -s latest audited financial statement or other pertinent information such as internal unaudited financial statements and financial references to allow the City to reasonably formulate a determination about the financial capacity of the Proposer. Describe any administrative proceedings, claims, lawsuits, or other exposures pending against the Proposer. Financial Information OfficeMax is a financially strong organization. In 2010, we reported $7.2 billion in total annual sales. Our revenues are closely balanced between our two business segments OfficeMax Contract (51%) and OfficeMax Retail (49%). As a company, OfficeMax is focused on taking the right actions to generate sustainable, profitable growth. That means streamlining operations and removing a significant amount of 16 OfficeMax Proposal to the City of Costa Mesa Officemax- RFP for Reprographic Services WORK 4MiTH 05 fixed costs from the business. OfficeMax continued strength in total revenues and gross profit margin in the current economic climate has set the foundation for improved operating margins over the long term. Our relentless drive and proactive initiatives continue to sustain our competitive position in this very large and fragmented industry. `, ; See attached OfficeMax 2010 Annual Report on Form 10-K. Legal Proceedings OfficeMax is and has been involved in various disputes or lawsuits in the ordinary course of business, as is ordinary in the course of any business. However, liability, if any, under pending litigation or administrative proceedings, would not materially affect the financial position or results of the company's operations, or impact our ability to perform the required services or supply the products to be purchased under this contract. Fee Proposal All Proposers are required to use the form in Appendix D to be submitted with their proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission. is See attached OfficeMax Fee Proposal on Appendix D. 17 OfficeMax Proposal to the City of Costa Mesa Officemw RFP for Reprographic Services WORK WITH US' Please disclose any and all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee or family member of any Costa Mesa elected official, appointed official or City employee. Any past or current business relationship may not necessarily disqualify the firm from consideration. OfficeMax has worked with the City of Costa Mesa in fulfilling your office product procurement program for the past several years. To the best of our knowledge, there have been no other business or personal relationships with any current Costa Mesa elected official, appointed official, City employee or family member of any Costa Mesa elected official, appointed official or City employee. Sample Agreement The firm selected by the City will be required to execute an Agreement for Services (Agreement) with the City. The form of the Agreement is enclosed as Appendix B, but may be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these must be submitted for consideration with the proposal. Otherwise, the Proposal will be deemed to have accepted the form ofAgreement. As we progress through the RFP process, OfficeMax would request that we review and mutually agree to all terms and conditions within the sample agreement. Typically, we would request our customers to agree to our standard agreement. See attached OfceMax ImPress Standard Service Agreement. CheckiibL UI FUI 11IMP w mw-rwu parry ri uNumpai As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals. 1. Vendor Application Form 2. Ex Parte Communications Certificate 3. Price Proposal Form 4. Disclosure of Government Positions 5. Disqualifications Questionnaire lu OfficeMax Proposal to the City of Costa Mesa fficemw RFP for Reprographic Services ' WORK WITH US' HppCnuix H — venuUr Application Form REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM Type of Applicant: X NEW CURRENT VENDOR Legal Contractual Name of Corporation: OfficeMax North America Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: Email Address: Phone: Contact Person for Proposals: Title: Strategic Account Manager Business Telephone: — Is your business: (check one) NON PROFIT CORPORATION 263 Shuman Boulevard Naperville, IL 60563 Fax: Email Address: Business Fax: X FOR PROFIT CORPORATION Is your business: (check one) X CORPORATION LIMITED LIABILITY PARTNERSHIP INDIVIDUAL SOLE PROPRIETORSHIP PARTNERSHIP UNINCORPORATED ASSOCIATION 19 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services OfficeMax V.'')i�K',V!f-! .15 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Name Title Phone Federal Tax Identification Number: - City of Costa Mesa Business License Number: (If none, you must obtain a Costa Mesa Business License upon award of contract When required, OfficeMax is licensed to do business in all cities, counties and states where we have customers, retail stores and delivery operations. If we do not currently hold a certificate within your specific city, county or state, upon award, OfficeMax will obtain the appropriate license needed in order to conduct business. City of Costa Mesa Business License Expiration Date: Please see statement above. 20 OfficeMax Proposal to the City of Costa Mesa OfficeIvIax RFP for Reprographic Services V.,,) i{ K V,:i'-I .'w vmessionai Services Agreement OfficeMax would request that upon award of the bid, we would mutually agree to any service agreement required to begin services. We have attached a sample of our standard service agreement for your review, and look forward to discussing this as we progress through the RFP process. � See attached OfficeMax ImPress Standard Service Agreement. 21 OfficeMax Proposal to the City of Costa Mesa Officemw RFP for Reprographic Services ' WORK WITH US' ExniuiL D — ULy tuuncil Policy 100-5 Drug Free Workplace OfficeMax has reviewed and agrees to adhere to your City Council Policy 100-5 Drug Free Workplace. 22 OfficeMax Proposal to the City of Costa Mesa Officemax- RFP for Reprographic Services WORK 4MiTH 05 Exhibit C — Certificates of Insurance OfficeMax carries insurance that is standard for our type of business. We can provide an appropriate level of insurance coverage for the City of Costa Mesa. Currently, our insurance provider is National Union. The following is a general outline of what the intended coverage will be. At the time of finalization, OfficeMax will provide certificates of insurance that document binding coverage for the life of the agreement. • Workers Compensation — statutory coverage for all states. • Commercial General Liability — $1 million each loss self-insured retention, with $6 million aggregate. • Automobile Liability — all owned, hired and non -owned autos are covered to $2 million per accident. • Employee Dishonesty/Third Party Fidelity Bond — $20 million. `� See attached OfficeMax Certificate of Insurance Sample. 23 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services Hppenaix (- — tx Narte Communications Certificate Offices• WORK WITH U5' Please indicate by signing below one of the following two statements Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Reprographics Services RFP at any time after November 2, 2011. RM I certify that Proposer or Proposer's representatives have communicated after November 2, 2011 with a City Councilmember concerning the Reprographics Services RFP. A copy of all such communications is attached to this form for public distribution. 24 OfficeMax Proposal to the City of Costa Mesafi► RFP for Reprographic Services .4."MK V,:F-I JS HppCnuix u — ri iumg Proposal Form At OfficeMax, we feel it is important to develop partnerships based on long term commitments. This attitude has led us to achieve not only initial cost savings for our customers, but also to the development and implementation of year -over -year cost savings. OfficeMax is pleased to present the City of Costa Mesa with the following competitive pricing proposal. We are committed to working with the City of Costa Mesa to achieve additional savings throughout the life of the agreement. ;.+ See attached Appendix D —Pricing Proposal. 25 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services Item Num Section Item Code 1 8 1/2 X 11, Black Print NCR 2 8 1/2 X 11, Black Print NCR 3 8 1/2 X 11, Black Print NCR 4 8 1/2 X 11, Black Print NCR 5 8 1/2 X 11, Black Print NCR 6 8 1/2 X 11, Black Print NCR 7 8 1/2 X 11, Black Print NCR 8 8 1/2 X 11, Black Print NCR 9 8 1/2 X 11, Black Print NCR 10 8 1/2 X 11, Black Print NCR 11 8 1/2 X 11, Black Print NCR 12 8 1/2 X 11, Black Print NCR 13 8 1/2 X 11, Black Print NCR 14 8 1/2 X 11, Black Print NCR 15 8 1/2 X 11, Black Print NCR 16 8 1/2 X 11, Black Print NCR 17 8 1/2 X 11, Black Print NCR 18 8 1/2 X 11, Black Print NCR 19 8 1/2 X 11, Black Print NCR 20 8 1/2 X 11, Black Print NCR 21 8 1/2 X 11, Black Print NCR Pricing Proposal Form Description Unit of Measure 2 part - one sided EA 2 part - one sided EA 2 part - one sided EA 2 part - one sided EA 2 part - two sided EA 2 part - two sided EA 2 part - two sided EA 2 part - two sided EA 3 part - one sided EA 3 part - one sided EA 3 part - one sided EA 3 part - one sided EA 3 part - two sided EA 3 part - two sided EA 3 part - two sided EA 3 part - two sided EA 4 part - one sided EA 4 part - one sided EA 4 part - one sided EA 4 part - one sided EA 4 part - two sided EA WORK WITH U5' Quantity Cost 1 $ .17 500 $ 72.00 1000 $ 102.00 2500 $ 222.00 1 $-.34 500 $ 102.00 1000 $ 150.00 2500 $ 300.00 1 $.24 500 $ 96.00 1000 $ 144.00 2500 $ 300.00 1 $ .48 500 $ 144.00 1000 $ 204.00 2500 $ 396.00 1 $ .32 500 $ 126.00 1000 $ 222.00 2500 $ 504.00 1 $ .64 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services 22 8 1/2 X 11, Black Print NCR 23 8 1/2 X 11, Black Print NCR 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 8 1/2 X 11, Black Print NCR OfficeMax 4 part - two sided EA 500 $ 186.00 4 part - two sided EA 1000 $ 288.00 4 part - two sided EA 2500 $ 642.00 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided -Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1 $ .26 500 $132 1000 $ 228 2500 $ 474 1 $ .46 500 $ 228 1000 $ 366 2500 $ 576 1 $ .264 500 $ 132 1000 $ 228 2500 $ 474 1 $ .46 500 $ 228 1000 $ 366 2500 $ 576 41 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1 $ .025 42 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 500 $12.50 43 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1000 $25.00 29 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services ff� ,1 r liiwo WORK WITH U5' 44 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 2500 $62.50 45 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1 $.028 46 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 500 $14.00 47 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1000 $28.00 48 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 2500 $70.00 49 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1 $.05- 50 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 500 $25.00 51 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1000 $50.00 52 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 2500 $125_ 53 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1 $.056 54 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 500 $28.00 55 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1000 $56.00 56 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 2500 $140_ 57 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1 $ .23 58 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 500 $114 59 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1000 $ 192 60 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 2500 $366 61 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1 $ .25 62 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 500 $ 126 63 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1000 $ 216 64 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 2500 $384 65 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1 $ .40 30 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services ficeMa V.") {K 'A,iTH JS 66 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 500 $ 198 67 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1000 $ 318 68 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 2500 $ 522 69 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1 $ .41 70 Color Copies, 8 1/2x 11 Gloss Paper 80# - 2 sided EA 500 $ 204 71 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1000 $ 330 72 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 2500 $ 540 73 Hourly Rates Revise an existing document Hourly 1 $ 60 500 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 60 75 Binding, 8 1/2 x 11 Coil EA 500 $2.58 76 Binding, 8 1/2 x 11 Coil EA 2500 $3.14 77 Binding, 8 1/2 x 11 Comb EA 500 $2.02 78 Binding, 8 1/2 x 11 Comb EA 1000 $2.44 79 Binding, 8 1/2 x 11 Comb EA 2500 $2.86 80 Binding, 8 1/2 x 11 Tape EA 500 $2.44 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 2.58 82 Binding, 8 1/2 x 11 Coil EA 1000 $2.79 83 Binding, 8 1/2 x 11 Tape EA 2500 $2.93 84 Binding, 8 1/2 x 11 Wire EA 500 $ No bid 85 Binding, 8 1/2 x 11 Wire EA 1000 $ No bid 86 Binding, 8 1/2 x 11 Wire EA 2500 $ No bid 31 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services 87 Binding, 8 1/2 x 11 Velo EA 500 $2.58 88 Binding, 8 1/2 x 11 Velo EA 1000 $2.79 89 Binding, 8 1/2 x 11 Velo EA 2500 $3.14 ffim► WORK WITH .!5 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 No bid 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 No bid 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 No bid 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 $No bid 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 $No bid 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 $No bid 96 Folding 24# paper, single sheet, tri -fold EA 500 $0.02 97 Folding 24# paper, single sheet, tri -fold EA 1000 $0.02 98 Folding 24# paper, single sheet, tri -fold EA 2500 $0.02 99 Folding 80# paper, single sheet, tri -fold EA 500 $ Nobid 100 Folding 80# paper, single sheet, tri -fold EA 1000 $Nobid 101 Folding 80# paper, single sheet, tri -fold FA 2500 $Nobid 102 Inserting into Envelopes Inserting EA 500 $27.00 103 Inserting into Envelopes Inserting EA 1000 $54.00 104 Inserting into Envelopes Inserting EA 2500 $108.00 105 Mailing Prep for Bulk Mailer Preparation EA 500 $No bid 32 OfficeMax Proposal to the City of Costa Mesa RFP for Reprographic Services 106 Mailing Prep for Bulk Mailer 107 Mailing Prep for Bulk Mailer 108 Door Hangers size 4.25 x 11 109 Door Hangers size 4.25 x 11 110 Door Hangers size 4.25 x 11 111 Door Hangers size 4.25 x 11 112 Door Hangers size 4.25 x 11 113 Door Hangers size 4.25 x 11 114 Door Hangers size 4.25 x 11 115 Door Hangers size 4.25 x 11 116 Map Copy, Black Ink, Paper 20# 117 Map Copy, Black Ink, Paper 20# 118 Map Copy, Black Ink, Paper 20# 1 $26.25 119 Map Copy, Black Ink, Paper 20# 1 $43.70 ': is • e'r'r WORK WITH U5' Preparation EA 1000 $No bid Preparation EA 2500 $No bid Black Ink EA 1 $ .144 Black Ink EA 500 $ 72.Oo Black Ink EA 1000 $ 96.06 Black Ink EA 2500 $144.00 4 color EA 1 $ .33 4 color EA 500 $162.00 4 color EA 1000 $ 276 4 color EA 2500 $ 540 24 x 36 size EA 1 $2.07 36 x 40 size EA 1 $3.40 Laminate Mount on foam board 24 x36 EA Laminate and Mount on foam board 36x40 EA 120 Freight /Transportation Charges Freight Charges if applicable EA 1 $ 0 Total $ 0 33 OfficeMax Proposal to the City of Costa Mesa 'E` , �'fj,Aux RFP for Reprographic Services WORK WITH U5' Hppenaix t — uisqualification Questionnaire The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state or local government project because of a violation of law or safety regulation? Yes NO X If the answer is yes, explain the circumstances in the following space. 34 OfficeMax Proposal to the City of Costa Mesa eoffkemw RFP for Reprographic Services WORK WITH US- Hppenaix r — uisciosure of Government Positions Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months List below or state "None': None, to the best of our knowledge. 35 OFFICEMAX ImPress This Agreement is entered into by and between OFFICEMAX NORTH AMERICA, INC., an Ohio Corporation ("OfficeMax"), and , a corporation ("Customer"), and is effective , 20 ("Effective Date"). OfficeMax and Customer individually are referred to as a "Party," and collectively as the "Parties." RECITALS: WHEREAS, OfficeMax owns and operates a number of retail and closed door outlets that provide a variety of business services and document reproduction products (the "Services") to both commercial and mobile professional customers on a nationwide basis through outlets known as ImPress and OfficeMax Print and Document Centers; and WHEREAS, Customer is a frequent user of the Services and anticipates that it will require repeated reproduction of certain printed materials at multiple locations and desires to utilize OfficeMax's outlets for production finishing, delivery, and payment at participating OfficeMax locations. NOW, THEREFORE, for and in consideration of the material covenants contained herein, the sufficiency of which is acknowledged, the parties hereby agree as follows: 1. Print Services Agreement. Customer will promote and market OfficeMax's Services to Customer's employees to encourage them to use OfficeMax for their office services whenever possible and feasible. 2. Discount/Pricing. OfficeMax shall provide to the applicable Customer's employees the pricing for the Services at participating OfficeMax locations during the Term, as defined below, utilizing the specific materials and processed under the specific conditions, as indicated on Exhibit A, attached hereto and incorporated herein. The Pricing set forth in Exhibit A shall be provided to Customer for a period equal to the Term. Future discounted pricing, if any, after the initial Term, will be negotiated between the parties based upon actual OfficeMax sales levels that are achieved by Customer as a result of this Agreement. At least annually, and more frequently as requested, Customer agrees to review and update for OfficeMax a list of its then currently authorized employees who are eligible to receive the pricing set forth in Exhibit A. As of the Effective Date, the OfficeMax locations listed on Exhibit B have the capability to provide document related services. Exhibit B is subject to revision at all times during the term of this Agreement and OfficeMax locations may be added or deleted from Exhibit B in OfficeMax's sole discretion. No Services shall be performed for Customer by OfficeMax at anytime during the Term at a price higher than stated in Exhibit A, provided that the average annual order placed pursuant to this Agreement by Customer for the Services is no less than $250,000 per year. {Itasca Legal\299007:0035:00271703:} Additionally, Customer agrees to pay a $5.95 surcharge for all delivered orders, based on the Services, having a value of $50.00 or less net of taxes, freight and delivery charges. 3. Term. The initial term of this Agreement shall commence on the Effective Date of this Agreement and shall continue for a period of twelve (12) months from that date (the "Term"). This Agreement shall automatically renew for one (1) year periods thereafter, unless either party notifies the other at least thirty (30) days prior to the end of the initial term or any renewal term of that party's intent to terminate this Agreement at the expiration of the respective initial or renewal term. Prior to any renewal, the parties shall review the account activity, sales volume, number of divisions, and number of authorized users and discuss and negotiate potential future discount amounts as provided herein above which may be less or more than the amount provided herein. 4. Assignment. This Agreement shall inure to the benefit of and be binding upon each of the parties and their respective successors and assigns, but neither the rights nor the duties of either party under this Agreement may be voluntarily assigned or delegated without the prior written consent of the other party which consent shall not be unreasonably withheld or delayed. 5. Termination. 5.1 Convenience. In addition to any other rights of termination, either Party may terminate this Agreement upon 30 days' prior written notice to the other Party at any time during the Term. 5.2 Default. In the event that either Party breaches a material term of this Agreement, including Customer's obligation make any payment as and when due to Off iceMax, and such breach is not cured within thirty (30) days of written notice, then, at any time, in its sole discretion, the non -breaching Party may terminate this Agreement upon written notice. 5.3 Insolvency. If either Party files a petition for bankruptcy, makes a general assignment for the benefit of creditors, suspends the operations of a substantial portion of its business, or if a receiver is appointed on account of insolvency, then that Party shall be considered in default of this Agreement, and the non -defaulting Party shall have the right to immediately terminate this Agreement upon prior written notice. 5.4 Effect of Termination. Termination of this Agreement will not relieve, release, modify, discharge or impair in any way Customer's accounts, debts and obligations owing to OfficeMax as of the date of such termination. Customer shall continue to honor its accounts, pay its debts and honor its obligations to Off iceMax as and when due. The remedies stated in this Section 5 shall be in addition to all other remedies available under applicable law. 6. Mutual Indemnification. {Itasca Leg al\299007:0035:00271703:} -2- (a) Each party agrees to indemnify, defend and hold the other harmless from and against all liability, expense (including court costs and reasonable attorneys' fees) and claims for damage or injury of any nature whatsoever, whether known or unknown, as, which the other may incur, suffer, become liable for, or which may be asserted or claimed against the other as a result of (i) the acts, error or omission of the indemnifying party as a result of or while performing their obligations hereunder and (ii) any breach or violation by the indemnifying party of any of the terms and provisions of this Agreement and (iii) loss or damage to any of the other's property, real or personal, as a result of the indemnifying party's negligence or willful misconduct. (b) The indemnification provided by, or granted pursuant to, the provisions of this Agreement, shall not be deemed exclusive of any other rights to which any party seeking indemnification may be entitled. A party's right to indemnification as provided by this Agreement shall be enforceable in any court of competent jurisdiction. (c) LIMITATION OF LIABILITY. NOTWITHSTANDING THE FOREGOING, OFFICEMAX SHALL NOT BE LIABLE AND CUSTOMER SHALL HOLD OFFICEMAX HARMLESS FROM ANY AND ALL DAMAGES, INCLUDING SPECIAL, INCIDENTAL, INDIRECT OR CONSEQUENTIAL DAMAGES, INCLUDING BUT NOT LIMITED TO ALLEGED DAMAGES ARISING OUT OF OR IN CONNECTION WITH ANY LOSS OR MODIFICATION OF, OR DAMAGE TO, ANY OF CUSTOMER'S FILES OR DATA, IN ANY FORM. Additionally, in no event shall OfficeMax be liable with respect to any subject matter of this Agreement, under any legal or equitable theory, for an amount in excess of the total amount paid by Customer to OfficeMax during the twelve (12) month period preceding the date that any claim arises. 8. Warranty/Intellectual Property Claims. Customer represents and warrants that it will not present to OfficeMax orders which involve the reproduction of materials protected under copyright, patent and/or trademark law unless Customer owns such rights, is an authorized agent of the owner of such rights or otherwise has permission to reproduce the materials. In the event a suit or other claim for infringement of any patent, copyright or trademark in relation to the work delivered under this Agreement is brought against OfficeMax, which is caused by a breach of this warranty by Customer, OfficeMax shall give Customer prompt notice of the suit. Customer will promptly move to intervene and be made a party to the suit or claim if Customer has not already been made a party, and Customer will undertake at its own expense OfficeMax's defense of the infringement charges in the suit including attorneys' fees and other legal expenses. Customer may elect to assume at its own expense the defense of charges other than the infringement charges in the suit brought against OfficeMax but in the absence of such election shall have no obligation except regarding the infringement charges. If any damages and/or costs for infringement are awarded in the suit against OfficeMax by any final court decision, Customer will indemnify and hold harmless OfficeMax against and from all damages and costs awarded. 9. Confidentiality and Proprietary Information. The Parties agree that certain information disclosed by each Party to the other may be confidential, and agree to refrain from disclosing such information to (i) third parties or (ii) individuals within its own {Itasca Leg al\299007:0035:00271703:} -3- organization who do not have a strict need to know. "Confidential Information" means all information provided by the disclosing party to the receiving party in tangible or intangible form which the disclosing party desires to protect from disclosure, and includes visual and other information obtained from site visits, regardless of whether it is marked confidential or proprietary. If the receiving party is uncertain whether information is confidential, such information shall be treated as confidential. Notwithstanding, the nondisclosure obligations shall not apply to information that: (i) is or becomes publicly known, (ii) is independently developed by the receiving Party or received from a third party whom the receiving Party reasonably believes has a right to disclose the information, (iii) is already in the possession of the receiving Party at the time of the disclosure, or (iv) is disclosed pursuant to any final and nonappealable order of a court. Notwithstanding anything to the contrary, the terms and conditions of this Agreement, including, but not limited to, pricing information and all OfficeMax tools and reports to Customer, including, but not limited to, Customer Insight Reports, EPIC Value Calculator, SAVE and SelectSave, shall be considered OfficeMax's confidential and proprietary information. Customer specifically agrees that it will not disclose any OfficeMax pricing information, tools, or reports to any third party. Additionally, neither Party shall disclose the existence of this Agreement without the prior written consent of the other Party, except where required by applicable law, or as needed to enforce the terms of this Agreement. In that instance, the Party required to disclose the Agreement shall treat all pricing information and other economic terms contained herein as confidential and proprietary and shall take all measures reasonably required to protect such information, including redaction and, where necessary, filing a motion to seal. 10. Promotion and Marketing. Neither party shall implement any marketing, advertising, promotional or media activity utilizing any of the other party's trademarks, copyrights, logos, slogans or any other proprietary interests or make any mention of the other party's involvement in this Agreement or the terms or subject matter of this Agreement without first obtaining that party's prior written approval in each instance. 11. No Disclosure. In the event the parties mutually agree to disclose any of the terms of this Agreement, each party shall in each instance obtain the prior written approval of the other concerning exact text and timing of any information releases concerning this Agreement or the subject matter herein. 12. Integration/Modification. With respect to its subject matter, this Agreement constitutes the entire agreement between the parties and shall replace and supersede all prior and contemporaneous agreements, negotiations, and representations between the parties, whether oral or written. This Agreement shall only be modified or changed by a written amendment signed by both Parties. The Parties agree that the terms and conditions stated on any purchase orders shall be superseded by the terms and conditions stated in this Agreement and shall be of no force and effect. 13. Relationship. In this Agreement, the parties do not intend to establish any relationship other than that of independent contractors. {Itasca Leg al\299007:0035:00271703:} -4- 14. Amendments. This Agreement may be amended only by a writing signed by an authorized person of each party. 15. Waiver. No delay, omission or failure on the part of either party in enforcing any right with respect to this Agreement shall amount to waiver by such party of such right, or be deemed a waiver of any similar right or other provision at the same or any subsequent time. 16. Force Majeure. A party shall be excused for reasonable delay in performing any obligation under this Agreement if the delay is caused by any unforeseen events beyond the party's control. 17. Severability. The provisions of this Agreement shall be deemed to be severable. If any provision of this Agreement is held to be unenforceable or in conflict with the law of a jurisdiction, the remainder of this Agreement shall remain in effect. 18. Notices. All notices, claims, certificates, requests, demands and other communications under this Agreement will be in writing and notices will be deemed to have been duly given if delivered or mailed, registered or certified mail, postage prepaid, return receipt or for overnight delivery by a nationally recognized overnight mail service, as follows: If to OfficeMax to: OfficeMax North America, Inc Attn : With a copy to: OfficeMax Incorporated Attention General Counsel 263 Shuman Blvd. Naperville, Illinois 60563 Fax: 630/864-4527 Telephone: 630/864-5070 If to Customer to: Attention 19. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, but all of which together shall constitute one instrument 20. Survival. Any respective obligations of OfficeMax or Customer which by their nature would continue beyond the termination, cancellation, or expiration of this Agreement will survive termination, cancellation, or expiration {Itasca Leg al\299007:0035:00271703:} -5- 21. Governing Law. This Agreement shall be governed and construed according to the laws of the State of Illinois, without regard to its choice of law provisions. Customer irrevocably submits to venue and exclusive personal jurisdiction of the United States District Court for the Northern District of Illinois, Eastern Division, or the state courts in DuPage County, Illinois, for any dispute arising out of this Agreement, and waives all objections to jurisdiction and venue of such courts. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the day and year first above written. CUSTOMER: OFFICEMAX NORTH AMERICA, INC. By By Its Its {Itasca Leg al\299007:0035:00271703:} -6- Proposal for City of Costa Mesa REPROGRAPHIC SERVICES RFP JANUARY, 2012 PUBLISHING SERVICES Created by Publishing Services County of Orange COUNTY OF ORANGE PUBLISHING SERVICES PUBLISHING SERVICES The County of Orange Publishing Services is respectfully submitting a proposal for the City of Costa Mesa Reprographics Services Publishing Services was established as an Internal Service Fund in 1964 to provide high quality, cost effective print and photo copy materials to county agencies and departments as well as local municipalities and schools and is located at 1300 S. Grand Avenue Building A, Santa Ana, CA 92705. Publishing Services is non profit and our goal is to continue to reduce taxpayer costs while maintaining high quality printing industry standards. Our mission statement is "To meet our customer requirements by providing the County of Orange quality, on time and cost-effective design, printing and bindery." EXPERIENCE Publishing Services has 23 staff and over 40 years of experience providing design, offset printing, photo copying, and bindery services to various County of Orange agencies including Social Services, Health Care, Sheriff, Probation, District Attorney, Registrar of Voters, and the Grand Jury. Projects include reports, manuals and newsletters printed in four color process as well as variable data printing of over three million vote by mail ballots each election. We also have graphic design capabilities as well as bindery and fulfillment. Using existing personnel and equipment Publishing Services would provide reprographic services to the city of Costa Mesa. Publishing Services drivers are making daily deliveries in and around the City of Costa Mesa and a daily stop at City Hall could be arranged at no additional cost. SUBMISSION OF DIGITAL FILES Publishing Services hosts its own web browser based ordering system and secure FTP server that can be utilized by clients. A secure customized directory can be set up for a specific client if the client chooses to do so. Customer orders can be tracked from a web browser and shipping notifications are available via e-mail. Files up to 50MB can also be e-mailed to Publishing Services. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 QUALITY CONTROL METHODS & PROCEDURES All projects are "RIPed" on one calibrated Presstek "Facet" RIP that is integrated with our proofer, plate setter, digital offset press. Press sheets are scanned by operators with integrated online densitometry to insure correctness of color quality. Quality control is further initiated by the press lead, bindery lead and shipping lead. Each area visually inspects the customer's products and samples are given to the account manager. Thank you for considering our proposal and we look forward to assisting you in any way as you evaluate how our proposal could effectively meet your printing needs. Publishing Services i 5`Opa°caren�a�' REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM TYPE OF APPLICANT: ❑X NEW r] CURRENT VENDOR Legal Contractual Name of Corporation: County of Orange Publishing Services Contact Person for Agreement: Corporate Mailing Address: 1300 S. Grand Ave Building A City, State and Zip Code: Santa Ana, CA 92705 E -Mail Address: Phone: Fax: Contact Person for Proposals: Title: E -Mail Address: Business Telephone: Business Fax: Is your business: (check one) ❑X NONPROFIT CORPORATION F_ FOR PROFIT CORPORATION Is your business: (check one) ❑ CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP F_ INDIVIDUAL ❑ SOLE PROPRIETORSHIP F PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone N/A (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: N/A COUNTY OF ORANGE PUBLISHING SERVICES METHODOLOGY PUBLISHING SERVICES I Publishing Services would use its existing equipment and web base ordering system to provide all services requested in the reprographics services RFP. A Publishing Services staff member would be available to train or familiarize City of Costa Mesa clients with this application that is available via the World Wide Web. In the event a client does not have access to a computer or the internet, or prefers to use a printed job requisition, the requisitions will be provided free of charge. Training for the application is also free. Upon receiving your project, our production coordinator will schedule and assign staff and personnel to complete the project by the requested time and date. Each completed project will be delivered by Publishing Services delivery personnel to the address or location requested. A free single daily pickup and delivery at the Costa Mesa City Hall can be arranged as our drivers are daily in the area. This arrangement has worked well for our client the City of Orange. (See references). Publishing Services operates Monday — Sunday 6 A.M. to 2 A.M. allowing us to meet the City of Costa Mesa's special requests and needs without the use of overtime. Customer satisfaction surveys are enclosed with completed projects before shipping. Results received are tracked and customer contact is made for any less than satisfied responses. If it is deemed necessary to hire additional personnel to fulfill the obligations of the scope of work, staff would be asked to submit an application and resume with the County of Orange at OCGOV.com. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 COUNTY OF ORANGE PUBLISHING SERVICES STAFFING Account Manager PUBLISHING SERVICES Hours 9 A.M. — 6 P.M. Over twenty five years in the graphic arts industry production management. Supervisor Hours 6 A.M. — 4 P.M. Over thirty years in the graphic arts industry production management. Production Scheduler Hours 7 A.M. — 4 P.M. Over 10 years of production scheduling over 8 million impressions per month. Customer Help Desk Hours 6 A.M. — 4 P.M. Over 20 years as production lead in the printing industry. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 COUNTY OF ORANGE PUBLISHING SERVICES General Information Place and Schedule Orders Customer Service Estimating Billing Inquiries PSAR Help Desk (online ordering) Design /Consulting After Hours (5PM -1AM) All of our representatives can be reached by calling our main number-. PUBLISHING SE RV ICES I Our goal at Publishing Services is to exceed your expectations. We encourage our customers to contact us to let us know how we are doing. If you have any concerns please share them with us. Our goal is to continuously improve our service to you. For customer care, please contact us. Customer Care 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL:714.567.7444 FAX:714.567.7449 COUNTY OF ORANGE PUBLISHING SERVICES QUALIFICATIONS PUBLISHING SERVICES The County of Orange Publishing Services Department has been in operation for over 35 years at it location in Santa Ana. It currently provides design, offset printing, variable data printing, photocopying, bindery and delivery services for all county agencies and departments including the Social Services Agency, Health Care Agency, Registrar of Voters, District Attorney, Grand Jury and Sheriff's Department. Publishing Services is also certified by the Secretary of the State of California for ballot manufacturing and produces all vote by mail ballots for the county of orange and other election related collateral. Publishing Services is a secure facility with key card entry and video surveillance. All employees are bonded to ensure the highest confidentiality for its clients. Publishing Services is a drug free work environment. Since 1992 with the Board of Supervisors approval Publishing Services has been providing printing and copying solutions for local municipalities with the goal of saving tax payer dollars by using economies of scale to provide cost effective and quality design, printing, copying and binding. With our central location and experience with municipal reprographics documents, providing these services for the City of Costa Mesa would be mutually beneficial in meeting the shared goal of saving tax payer dollars. Please see the attached list of references. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 REFERENCES FORM Firm #1 - Name of Firm: City Of Orange Address of Firm: 300 E. Chapman Ave Orange, CA 92866 Contact Person: - Phone No. Email: Contract Value: $50,000.00 Annual Date of Project: From: 1997 To: Present Brief Description of Project: Financial Reports, Brochures, Forms Firm #2 - Name of Firm: Superior Courts of California Address of Firm: P.O. Box 1994 Contact Person: Phone No. Email: Contract Value: $80,000.00 Annual Date of Project: From: 1/2011 To: Present Brief Description of Project: Envelopes, Training Materials, Brochures, Forms, Newsletters Firm #3 - Name of Firm: Children and Family Commission of Orange County Address of Firm: 17320 Redhill Ave. Suite 200 Irvine, CA 92614 Contact Person: � Phone No. Email: Contract Value: $15.000.00 Annual Date of Project: From: 1999 To: Present Brief Description of Project: Financial Reports, Brochures, Forms INSURANCE, RESERVES & MISCELLANEOUS 297 - Reprographics Internal Service Fund 297 - REPROGRAPHICS INTERNAL SERVICE FUND Operational Summary Description: Support County agencies/departments' business needs by providing quality and cost-effective printing and publishing services. At a Glance: Total FY 2010-2011 Current Modified Budget: Total FY 2010-2011 Projected Expend + Encumb: Total Recommended FY 2011-2012 Percent of County General Fund: Total Employees: Strategic Goals: ■ Provide responsive and timely services to customers in an efficient and cost-effective manner. ■ Maintain state-of-the-art Publishing Services capability. Key Outcome Indicators: 4,455,086 3,661,272 4,455,087 N/A 23.00 CUSTOMER SATISFACTION WITH PUBLISHING 100% 97% Customer surveys indicate 100% satisfaction. SERVICES. What: Percentage of Publishing Services jobs completed satisfactorily. Why: Indicates customer satisfaction on the services provided by Publishing Services. PUBLISHING SERVICES EFFICIENCY. 99.9% 97% Meeting 99.9% efficiency rate. What: Percentage of Publishing Services jobs completed and delivered on time. Why: Indicates efficiency of services provided to customers. FY 2010-11 Key Project Accomplishments: ■ Printed, padded and boxed 3,100,000 elections ballots for Registrar of Voters. ■ Converted Data Center printed output from IBM printers to Xerox printers. This reduced our maintenance expenses by $25,000 annually. County of Orange FY 2011-2012 Budget Workbook of 0 COUNTY OF ORANGE PUBLISHING SERVICES EQUIPMENT LIST Digital Printers 2 — Xerox DocuTech 6180, 11 x 17, Black Ink 1 — Xerox 8000, 12 x 18, Color Offset Presses 2 — Heidelberg Printmaster, 12 x 18, 2 Color 1 — Hamada, 12 x 18, 2 Color, with Envelope Feeder 1 — Apollo, 11 x 17, 2 Color 1 — Presstek DI, 12 x 173/4, 4 Color 1 — Ryobi, 173/4x223/4, 2 Color Bindery 1 — Wohlenberg, 45 inch paper Cutter 1 — Heidelberg, 35 inch paper Cutter 1 — Baum, 20 x 20 Folder, with Right Angle Unit 1 — Horizon, Perfect Binder, 8 '/z x 11 1 — Horizon, Collator Stitcher Folder 2 — Challenge, Paper Drills 1 — Challenge, Round Corner Machine 1 — Rollem, Auto 4 1 — GBC, Tape Binder, 11 inch 1 — GBC, Laminator, 23 inch 2 — Moore, Nester Folder Pressure Sealer, 8 '/z x 11 1 — Preferred Packaging, Shrink Wrap Machine PUBLISHING SERVICES I 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 COUNTY OF ORANGE PUBLISHING SERVICES ENVIRONMANTAL STATEMENT PUBLISHING SERVICES County of Orange Publishing Services is committed to meeting all state, federal and local environmental standards. Publishing Services is inspected annually by the County of Orange Environmental Health Department to insure we are maintaining these standards. Publishing Services has never failed to meet these standards. In addition to annual inspections, Publishing Services works with its supply vendors to meet the printing industries green initiatives by using oil free water soluble chemistry and soy based inks. Ink is recycled when applicable and all waste paper is recycled as well. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 COUNTY OF ORANGE PUBLISHING SERVICES STATEMENT OF EXCEPTIONS PUBLISHING SERVICES 1. Section 8 Appendix E. Publishing Services is not applying for small business preference. There are no other exceptions to this RFP. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Reprographics Services RFP at any time after November 2, 2011. OR I certify that Proposer or Proposer's representatives have communicated after November 2, 2011 with a City Councilmember concerning the Reprographics Services RFP. A copy of all such communications is attached to this form for public distribution. Pricing Proposal Form Item Num SectionItem Code Description Unit of Measure Quantity Cost 1 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1 $ 0.08 2 8 1/2 X 11, Black Print NCR 2 part - one sided EA 500 $ 42.45 3 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1000 $ 84.90 4 8 1/2 X 11, Black Print NCR 2 part - one sided EA 2500 $ 211.40 5 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1 $ 0.13 6 8 1/2 X 11, Black Print NCR 2 part - two sided EA 500 $ 65.90 7 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1000 $126.90 8 8 1/2 X 11, Black Print NCR 2 part - two sided EA 2500 $ 297.60 9 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1 $ 0.14 10 8 1/2 X 11, Black Print NCR 3 part - one sided EA 500 $ 70.30 11 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1000 $ 135.60 12 8 1/2 X 11, Black Print NCR 3 part - one sided EA 2500 $ 304.70 13 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1 $ 0.19 14 8 1/2 X 11, Black Print NCR 3 part - two sided EA 500 $ 98.00 15 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1000 $191.10 16 8 1/2 X 11, Black Print NCR 3 part - two sided EA 2500 $ 434.00 17 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1 $ 0.20 18 8 1/2 X 11, Black Print NCR 4 part - one sided EA 500 $103.10 19 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1000 $ 201.10 20 8 1/2 X 11, Black Print NCR 4 part - one sided EA 2500 $ 441.00 21 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1 $ 0.28 22 8 1/2 X 11, Black Print NCR 4 part - two sided EA 500 $140.10 23 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1000 $ 275.00 24 8 1/2 X 11, Black Print NCR 4 part - two sided EA 2500 $ 650.30 25 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1 $ 0.30 26 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 500 $ 88.30 27 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1000 $ 166.80 28 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 2500 $ 346.10 29 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EjA 1 $ .40 30 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 500 $ 213.40 31 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 1000 $ 350.80 32 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 2500 $ 471.10 33 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1 $ 0.30 34 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 500 $ 93.00 35 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1000 $ 187.60 36 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 2500 $ 387.70 37 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1 $ 0.40 38 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 500 $143.00 39 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1000 $ 287.60 40 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 2500 $ 512.70 41 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1 $ .0256 42 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 500 $12.80 43 Quick Copy, White, Black Print, Paper 20# 8 1/2 x l l - 1 sided EA 1000 $ 25.60 44 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 2500 $64.00 45 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1 $ .0256 46 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 500 $12.80 47 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1000 $ 25.60 48 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 2500 $ 64.00 49 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1 $ .0441 50 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 500 $ 22.05 51 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1000 $ 44.10 52 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 2500 $110.25 53 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1 $ .0441 54 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 500 $ 22.05 55 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1000 $ 44.10 56 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 2500 $ 110.25 57 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1 $ .30 58 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 500 $ 75.00 59 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1000 $ 150.00 60 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 2500 $ 312.50 61 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1 $ .30 62 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 500 $ 90.50 63 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1000 $ 180.30 64 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 2500 $ 373.10 65 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1 $ .40 66 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 500 $125.00 67 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1000 $ 250.00 68 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 2500 $ 437.50 69 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1 $ .40 70 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 500 $140.15 71 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1000 $ 280.30 72 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 2500 $ 468.00 73 Hourly Rates Revise an existing document Hourly 1 $ 33.99 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 55.68 75 Binding, 8 1/2 x 11 Coil EA 500 $ 176.60 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 868.25 77 Binding, 8 1/2 x 11 Comb EA 500 $176.60 78 Binding, 8 1/2 x 11 Comb EA 1000 $ 349.50 79 Binding, 8 1/2 x 11 Comb EA 2500 $ 868.25 80 Binding, 8 1/2 x 11 Tape EA 500 $ 210.00 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 420.00 82 Binding, 8 1/2 x 11 Coil EA 1000 $ 349.50 83 Binding, 8 1/2 x 11 Tape EA 2500 $ 1050.00 84 Binding, 8 1/2 x 11 Wire EA 500 $ 317.90 85 Binding, 8 1/2 x 11 Wire EA 1000 $ 562.10 86 Binding, 8 1/2 x 11 Wire EA 2500 $1310.10 87 Binding, 8 1/2 x 11 Velo EA 500 $ 519.20 88 Binding, 8 1/2 x 11 Velo EA 1000 $ 971.30 89 Binding, 8 1/2 x 11 Velo EA 2500 $ 2344.10 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 $ 31.90 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 $ 53.40 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 $ 82.20 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 $ 41.90 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 $ 63.40 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 $ 92.20 96 Folding 24# paper, single sheet, tri -fold EA 500 $ 5.00 97 Folding 24# paper, single sheet, tri -fold EA 1000 $10.00 98 Folding 24# paper, single sheet, tri -fold EA 2500 $ 25.00 99 Folding 80# paper, single sheet, tri -fold EA 500 $ 5.00 100 Folding 80# paper, single sheet, tri -fold EA 1000 $10.00 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ 25.00 102 Inserting into Envelopes Inserting EA 500 $12.50 103 Inserting into Envelopes Inserting EA 1000 $12.50 104 Inserting into Envelopes Inserting EA 2500 $ 31.25 105 Mailing Prep for Bulk Mailer 106 Mailing Prep for Bulk Mailer 107 Mailing Prep for Bulk Mailer Preparation EA Preparation EA Preparation EA 500 $ 7.50 1000 $15.00 2500 $ 37.50 108 Door Hangers size 4.25 x 11 Black Ink EA 1 $15.10 109 Door Hangers size 4.25 x 11 Black Ink EA 500 $ 36.40 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 $ 42.80 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 $ 77.00 112 Door Hangers size 4.25 x 11 4 color EA 1 $15.30 113 Door Hangers size 4.25 x 11 4 color EA 500 $ 105.00 114 Door Hangers size 4.25 x 11 115 Door Hangers size 4.25 x 11 116 Map Copy, Black Ink, Paper 20# 117 Map Copy, Black Ink, Paper 20# 118 Map Copy, Black Ink, Paper 20# 1 $ 58.00 119 Map Copy, Black Ink, Paper 20# 1 $ 96.80 4 color EA 1000 $180.00 4 color EA 2500 $ 232.50 24 x 36 size EA 1 $ 29.70 36 x 40 size EA 1 $ 49.50 Laminate Mount on foam board 24 x36 EA Laminate and Mount on foam board 36x40 EA 120 Freight /Transportation Charges Freight Charges if applicable EA 1 Total $ 0.00 $ 0.00 Pricing Schedule for Deliveries/Pick-Up Cost to run scheduled delivery to/from Costa Mesa City Hall once per work day Daily charge (if any) No Chlfg@ Cost to run scheduled delivery to/from Costa Mesa City Hall twice per work day Daily charge (if any) No Ch@rg@ Pick up or delivery to Costa Mesa City Hall on demand One way trip/job $0,00 Pick up and delivery to Costa Mesa City Hall on demand Round trip cost/job $5..00 Pick up or delivery to delivery to other city facilities (within CM city limits) $5.00 One way trip Expediting charge for 4 hour delivery, if any Per job $5,00 Expediting charge for 1 hour (or while you wait delivery), if any Per job $5:00 Overtime costs to run jobs after regular hours (to be billed in 15 minute increments) Per hour No charge our facility is open 20 hours 6 days per week. Please attach additional pricelist for other services you may offer, such as wide format printing and plotting, blueprint reproductions, banners and posters, etc. Additional Services Document Scanning to PDF or TIFF .05 per scan Minimum charge $33.99 Save to CD $25.00 DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes R No 71 If the answer is yes, explain the circumstances in the following space. COUNTY OF ORANGE PUBLISHING SERVICES APPENDIX F DISCLOSURE OF GOVERNMENT POSITIONS PUBLISHING SERVICES County of Orange Publishing Services is a local government entity with all staff members being employed by the County of Orange, California. Publishing Services is a department under the Chief Executive Office of Information and Technology. The following is a list of Publishing Services employees. 1300 S. GRAND AVE. SANTA ANA, CA. 92705 TEL: 714.567.7444 FAX: 714.567.7449 z-� Reprographics Services Proposal RICOH Managed Services Consultant Ricoh Americas Corporation 12750 Center Court Drive, Suite 350 Cerritos, CA 90703 Reservation of Rights—In response to your request, we have reviewed and are responding to the terms and conditions in your RFP or invitation. Based on our review of the information provided by you, Ricoh is confident that contracts acceptable to us may be reached promptly following any award. Specifically, we recognize your right to negotiate and approve the terms and conditions of any contract following award and respectfully reserve the same right. We acknowledge that all contract terms and conditions must be mutually agreed upon by both of us. Our proposal represents our commitment with respect to pricing, equipment specifications and our proposed solution. Following bid award, we contemplate that we will both negotiate and sign, in the exercise of good faith, customary definitive agreement(s) to govern our relationship, and provide reasonable assurances of our authority to enter into such agreements. In an effort to expedite the finalization of our agreements, we have noted the following topics for our discussion, which are either not addressed in your request or for which we request further clarification: • To the extent you lease from us, customary terms and conditions related to equipment financing, subject to customary non -appropriation rights; • Mutually acceptable terms related to the measurement and calculation of service levels, including customary terms related to reporting requirements and remedies; • Standard industry service termination and default, rights and remedies, including reasonable written notice requirements and cure periods; • Risk of loss and insurance requirements during possession of provided equipment; • Assignment rights subject to prior credit approval; • Standard industry warranties for service and support and the transfer of applicable manufacturer product warranties, as well as customary limitations of implied warranties; • Mutual indemnification for third -party claims arising from acts of misconduct in connection with the performance of services; and • Mutual liability protections for consequential and similar damages As is customary for transactions of this type, any acknowledgements made by each of us are qualified by the right to negotiate mutually acceptable terms. Our proposal is based upon the information provided by you, and the assumptions made by us in preparing our response. Any changes to information or assumptions may, if material, require modification. Upon award, we will be pleased to work with you to promptly finalize mutually acceptable contract terms and, if applicable, provide copies of appropriate contract forms for that purpose. 0 2012 Ricoh Americas Corporation. All rights reserved. Vendor Application Form and Cover Letter • RICOH January 25, 2012 Kimberly Hall Barlow Jones & Mayer Costa Mesa City Attorney's Office 3777 North Harbor Boulevard Fullerton, CA 92835 Subject: Reprographics Services Proposal Dear Ms. Barlow: Robert Wray Director of Strategic Services Ricoh Americas Corporation 16715 Von Karman Dr. Irvine, Ca. 92606 Thank you for giving us the opportunity to present the attached proposal for the City of Costa Mesa's Reprographics and Graphics Services. Ricoh's focus is on providing superior solutions related to document workflow and managed services. Our approach is one of careful, detailed evaluation by exceptional people, using defined best practices and processes, and applying best -in -class technology to determine the optimal solution. This proposal provides a review of your business challenges and specific requirements, as well as, details on the products, options, and services we are proposing to meet your needs. We are confident that this solution will: ■ Reduce the City's current costs ■ Improve your financial flexibility ■ Assist the City in gaining access to new technology that can improve communication processes at the City and with its constituents ■ Help the City to maintain or improve current service levels At Ricoh Americas Corporation, we have built a solid reputation for providing the best solution for each of our customer's unique requirements. We are able to meet your specific needs by leveraging best -in -class technology backed by Ricoh's broad array of services and expertise. On behalf of your Ricoh team, we appreciate the time you have committed to considering our recommendations. We look forward to serving all of your document needs and increasing your document efficiency. Please note, this proposal is valid for 180 days. Sincerely, Ricoh Americas Corporation 16715 Von Karman Dr. Irvine, Ca. 92606 TYPE OF APPLICANT: REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM ❑ NEW �6 CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement Corporate Mailing Address: City, State and Zip Code: E -Mail Address: Phone: Ricoh Americas Corporation 5 Deddck Place West Caldwell, NJ 07006 Fax: Contact Person for Proposals: Title: pA Avx e.a e z� St0 U;ceS Cn4&4jUr.-� E -Mail Address. Business Telephone: Business Fax: Is your business: (check one) ❑ NON PROFIT CORPORATION Is your business: (check one) M CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP x❑ FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION 20 21 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Federal Tax Identification Number: City of Costa Mesa Business License Number: N/A - Ricoh does not have a physical location within the city of Costa Mesa. (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: N/A - Ricoh does not have a physical location within the city of Costa Mesa. City of Costa Mesa Reprographics Services Proposal Page 1 TABLE OF CONTENTS Vendor Application Form and Cover Letter............................................................................................................................. i ExecutiveSummary................................................................................................................................................................. 2 Backgroundand Project Summary Section.............................................................................................................................4 MethodologySection.............................................................................................................................................................. 6 Staffing.................................................................................................................................................................................... 9 Qualifications........................................................................................................................................................................13 FinancialCapacity..................................................................................................................................................................14 FeeProposal..........................................................................................................................................................................15 Disclosure..............................................................................................................................................................................17 SampleAgreement................................................................................................................................................................17 Appendix A—Sample Implementation Plan.........................................................................................................................20 APPENDIX B -Checklist of Forms to Accompany Proposal.....................................................................................................27 APPENDIXC -Amendments to RFP.........................................................................................................................................28 AppendixD -Fee Schedules....................................................................................................................................................29 MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 2 EXECUTIVE SUMMARY THE CITY OF COSTA MESA GOALS AND OBJECTIVES Through its December 22, 2011, Request for Proposal (RFP), the City of Costa Mesa seeks a supplier to provide Reprographic and Graphic Arts services. As stated in the Outsourcing of City Services Council Agenda Report, the City of Costa Mesa's objectives are to: ■ Reduce costs ■ Improve financial flexibility ■ Gain access to new technology that can improve communication processes at the City and with their constituents ■ Maintain or improve service levels THE RICOH SOLUTION Ricoh Americas Corporation (Ricoh) has carefully reviewed the requirements of the RFP and all information provided by the City of Costa Mesa throughout the RFP process. This proposal is the result of our analysis of that information and defines our approach to the ~ requested services. We are confident that the Ricoh advantage will be clearly evident. 1 y 1 CURRENT PARTNERSHIP WITH THE CITY OF COSTA MESA Ricoh is a current vendor for the City of Costa Mesa. We provide MFD equipment and services to two departments, the Police and the City Manager's Departments. We have three MFD's in the Police Department. We provide two high volume multi -functional devices (MFDs) on the first floor and one smaller system on the second floor. The equipment enables the department to print directly to the Ricoh equipment at a low cost. The scan feature allows the department to scan black/white as well as color to email or network folder. The Department of the City Manager also has a smaller system with printing, scanning, sorting and stapling features. The scan feature allows the department to scan black/white as well as color to email or network folder. Proposal Highlights We are providing three (3) solutions for the City's consideration based on the requested services and scope of work. Option A: Full Off-site Service Solution This solution is based on your RFP request for a fully outsourced off-site model. In our industry, Ricoh is uniquely positioned to provide these services because we have our own in-house production facilities. We added these services through our IKON acquisition. Ricoh acquired IKON Office Solutions in 2008. As part of that acquisition, we incorporated IKON's unique Document Services (LDS) business unit. Ricoh currently operates 46 nationwide offices specifically dedicated to providing off-site document support—including photocopying, document numbering, high volume printing, image capture, optical character recognition (OCR), document coding, electronic data discovery and file -to -file conversion. LDS employs 2,700 professionals. There are several locations to serve the City of Costa Mesa. The closest locations are located in Huntington Beach and Irvine. Option B: On -Site Document Management Program MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 3 This solution has been developed to provide a comprehensive outsourced solution on-site at the City. As part of this solution, we recommend combining responsibilities of the Graphic Arts personnel and the on-site document production specialists. Peak and back-up work can be produced at the LDS off-site production facility. • (2) Full time IKON staff available 8 A.M. to 5 P.M. (Mon. -Fri.) except city holidays o Reprographics Print o Offset Production o Graphic Arts Support o Scanning Services • Recommend replacing the Current Oce and Ricoh equipment with a new Ricoh C651 color production device. Based on past analysis with the City, we have identified that this model can do all of your work at a lower price point than the current owned equipment. Replacing this equipment will give you the ability to improve quality, turnaround time and save money. You can also sell the existing Oce equipment and raise capital for other City projects. We will provide this equipment as part of the service with no long term commitments to the City. • TRAC Software - Customized Billing and E -Job Submission • Project Management/ Transition Assistance/ Implementation • On-going consulting support to provide analysis for cost savings, goal alliance, and client communication • Full access to off-site service offerings • Use of most existing equipment in City Print Shop • Replace OCE and RICOH units with new Ricoh C651 to provide both B/W and Color production • Peak production and Graphic Services can be accommodated at off-site production center Option Q Hybrid (On/Off-Site) Service Solution • Full time IKON staff available 8 A.M. to 5 P.M. (Mon. -Fri.) except city holidays, providing on-site: • Graphic Consultation • Quick turn offset, scanning and repro support • The facilitation of off-site document services • Placement of a 45 ppm Color / B/W production device to handle quick turn work & scanning on-site • TRAC Software - Customized Billing and E -Job Submission • Project Management/ Transition Assistance/ Implementation • On-going consulting support to provide analysis for cost savings, goal alliance, and client communication • Full access to off-site service offerings • Recommend "selling" the OCE units and Ricoh will continue to maintain and use of most of the remaining existing equipment in City Print Shop • Recommend independently vending our off -set work to local vendors (The City of Huntington Beach found this was the most cost effective way to acquire services. It also gave them the opportunity to ensure the work stayed with local city vendors. All work is run through the copy center, the jobs are evaluated and a determination is made on whether to complete in-house or to out -source. Examples of work that stayed with the off -set process included envelopes, letterhead and crash numbered forms). MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 4 Please note that in Options B & C we are also including the Graphic Arts Design Services. The following table illustrates the key features and benefits of our solution as they relate to each objective stated in the RFP. The City's Objectives I I Features of Our .p. Flexibility All of the solutions have a minimal monthly commitment or no monthly Complete flexibility -You are paying commitment. Services can also be scaled up or down dependent on the City's only for what you are using - needs. Improved Cash flow Maintain or We will contractually guarantee our services to meet your existing Improved Customer Satisfaction Improve Existing specifications. However, due to the breadth of services offered, we will in fact Ease of transition Service levels be improving quality, turnaround time, customer interface and availability of services. Access to new As part of our solution we are providing new technology to meet quick Continued Cost Savings technology/ turnaround on-site needs, expand scanning capabilities and improve on line jobs services submissions and chargeback accounting. We can also utilize these services to address other areas under consideration. Areas such as MFP/ Printer Fleet Management, Mail Room Management. PROPOSAL TERM As requested, Ricoh's proposed pricing is valid for 180 calendar days from the date of its submittal to the City of Costa Mesa. BACKGROUND AND PROJECT SUMMARY SECTION The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP. We have reviewed your RFP, the Council Agenda's and Reports that were used to develop your RFP and we have followed the situation with the City in the news. We understand that your primary objectives are to gain flexibility while controlling costs. A key consideration in this initiative is ensuring that the current levels of service are not jeopardized, as well as, being sensitive to the political ramifications of outsourcing within the City. Based on our review we understand the following to be critical to the success of your Reprographics initiative: Current Budget & Staffing Considerations: Currently the City is budgeted for one full-time press operator and a portion of a Reprographics / Graphics employee. The total FY'11-12 budget calls for $180,000 for this department alone. Based on your public payroll records we estimate your total annual outlay for the Graphics and Repro departments combined to be in excess of $312,500. This does not take into account pensions or other benefits for the in-house labor. It also does not comprehend the need to invest in new technology for Reprographics. We believe our proposed will reduce your current costs by 40% or more and improve your existing service levels. Our solutions include qualified staffing, their training, back-up support and supervision. We assume all of the burden and risk. With a Ricoh outsourcing solution you are guaranteed to have a qualified associate with none of the hassle or long term obligations you currently have. RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 5 Aging Technology: Although many of the City's print jobs are specifically tailored to run on the existing equipment which is owned, the technology is older and has antiquainted capabilities. As such, maintenance is costly and having access to newer technology can allow the city to re-engineer documents to reduce costs, be more impactful and "greener." This is significant given the City's emphasis on increased transparency by improving marketing outreach efforts as the departments are reorganized, the ability to quickly publish and effectively communicate up—to—date information will be critical. Turnaround Time and Confidentiality: The Ricoh off-site print facility is located approximately 7 miles away from the City. We have tailored our solution so that we can meet both the immediate quick turn work and / or accommodate overnight runs and quicker turn / longer run capabilities. All Ricoh locations have security measures in place and employees are bonded to ensure confidentiality of your material. Experienced Partner with the Local Resources: Ricoh is the world's largest provider of Document Outsourcing Services. We are the only provider in this industry that has a national network of off-site production facilities that are specifically tailored to support our client's auxiliary Imaging and Production needs. Locally, you will find, we are uniquely experienced to assist you with these challenges. Since June 2011 we have been providing the exact same services under similar circumstances for the City of Huntington Beach. The City of HB had just gone through a lay off over 200 employees. They awarded Ricoh the RFP to provide off-site document production. The City of HB chose Ricoh because our proposal was the only proposal that was responsive to all of their requirements. After the award we worked with the City to identify other areas of service consolidation and cost savings. The final solution for the City of HB incorporated Mail Room Services, Reprographics and Copier Fleet Management. The program removed them from all current equipment commitments, gave them 30 day flexibility, a significantly reduced minimum financial outlay and restructured their service offerings. Quality Approach Focused on Customer Satisfaction: We have worked with thousands of organizations to build document strategies that address their company's corporate objectives, departmental needs and provider expertise, to ensure maximum efficiency with minimum organizational disruption. We have trademarked this process, called Service ExcellencesM, to ensure consistent delivery. Service Excellence is the award-winning methodology behind all of our on-site managed services engagements. This proprietary methodology focuses on five fundamental areas: Customer Analysis and Solutions, Implementation Process, Operations and Best Practices, All-Star Employee Systems, and Customer Strategy and Communication. job Submission and Billing Process: You have an internally developed job submission process today. We propose that we incorporate your existing work process into the TRAC system that we use to coordinate, communicate and trackjobs. TRAC is a unique offering to Ricoh. It is a Cloud based solution that we use to manage every aspect of every service we deploy. 0 ®'® i i i • Scoping tools • National IKON standards • Defined service levels ! • Customized procedures • Cost -justified solutions 1 guides 1 • Certification programs i IMPLEMENTATION ALL 57 PROCESS 5 • Strategy review • Customer e -letters • Customer involvement • National process • L]edicated recruiters • Installation kits • Huddles and updates • Post -installation follow-up • National recognition RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 6 METHODOLOGY SECTION Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: 1. An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. IMPLEMENTATION PLANNING PROCESS Ricoh believes that the implementation of an outsourcing solution is a critical step in whatever decision the City makes. Often times a solution might appear cost effective but the implementation ends up being less than satisfactory, thereby costing the City more money. During implementation we will execute all short-term commitments made to the City of Costa Mesa, validate our RFP response and adjust recommendations based on detailed information received. Our standardized installation kit gives us the ability to get each site up and running quickly and ensures that all steps are followed and The City of Costa Mesa's objectives are met. The interdependent elements of this critical process include: ■ Process Documentation and Planning ■ Labor Transitioning (interview process for hiring City employees) ■ Site Installation ■ Validating the Site Installation— Executive Site Audit ■ Partnership Building—Open House ■ Customer Communication SOLICITING CUSTOMER INPUT During our implementation at the City of Huntington Beach we identified that the best way to solicit end-user support to the new program was to conduct an introduction/ interview process prior to going live with the program. In these sessions a sponsor from the City introduced us department by department. We spoke directly with the application holders and understood their key requirements and concerns. We shared examples of what else the services could do for them and how to communicate with us. We followed up this process with a City wide Open House. The Open House provided a forum where staff members could meet our on-site team and become familiar with the services we provide. Our demonstrations included their applications. In some cases, we were able to re-engineer the applications and demonstrate a cost savings or process improvement. We identified these as best practices that were jointly developed. PROJECT MANAGEMENT/ IMPLEMENTATION PLAN All implementation of this scope include a dedicated project manager to facilitate the transition of services. The first step in a successful implementation is to transfer knowledge from our analysis team to our operations team. A pre -implementation meeting is held to prepare the implementation planning tool. This project planning and inspection tool is used to facilitate open communication and, as such, enables us to plan interactively. Detailing the most common tasks required by most implementations, it serves a myriad of purposes, including ensuring that we have an effective, well-designed plan from the start. A sample of our implementation plan is provided in Appendix A for your review. We will fully customize this plan after receiving contract approval. RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 7 2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. Ricoh Service Excellences"'—our powerful, world-class service methodology—is built with our customers in mind. It starts with the dedication of each individual employee and is enhanced by regular evaluations to ensure that The City expectations are met and customer satisfaction continues to grow. The City of Costa Mesa's customer strategy review process will include the following communication phases: ■ Phase 1—Executive Review: We sit down "executive -to -executive" each year and revisit the City of Costa Mesa's strategic priorities for the upcoming fiscal year. Our Senior Area Management and key City executives review organizational priorities. ■ Phase 2—Customer Satisfaction Survey: After the executive -level meeting, we conduct a customer satisfaction survey and re -analyze the operation to see if new processes or technologies could generate an increased return on investment. After we have this data, we conduct an internal meeting (an Integrated Account Review) to discuss potential solutions and prepare a proposal for an improved and updated document strategy. ■ Phase 3—Document Strategy Review: We then form a document strategy review team, consisting of the City of Costa Mesa management personnel and our local management. This team reviews the customer satisfaction survey, analysis/study findings and the proposed document strategy. After it is approved, the revised document strategy includes a draft implementation plan for consideration. ■ Phase 4—Quarterly Strategy Update Meetings: Together, we schedule Quarterly Strategy Update Meetings. During these meetings key City of Costa Mesa management and our local management teams review progress, remove obstacles and address trends. We also use these meetings to share any relevant news or information that will help make the document strategy a reality. ■ Phase S—Monthly Review: On a monthly basis, our local account and operations management teams meet to review our Monthly Management Report and Commitment Action Document, which include actions to support quantitative goals and objectives. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments. See Appendix A for a copy of our standard Project Schedule. We will customize this document with the City's input should we be chosen as your provider. Please note that we will work to quickly transition services between the City and Ricoh. This transition generally takes between 30 to 45 days to complete from time of executed contract. 4. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work. If you choose Option A the full off-site outsource solution, then we would need to ensure the following: • A centralized pickup and delivery location for regularly scheduled print jobs. • A person to receive and distribute print jobs to end users at the site. For all solutions presented, we will ask for assistance with advertising our services to the City. As part of the implementation we will look for sponsorship from the City Management to the departmental users. We RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 8 typically meet with individual departments to review requirements. We then kick off the new services with an Open House. At that time, we provide sample jobs and review the new program with end users. S. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired. As mentioned in the Executive Summary, we are recommending three solutions for the City. The third option, OPTION C, is a hybrid solution for the City. However, we believe we have taken a fairly creative approach to each of our solutions. To facilitate a review of the solutions we are proposing, we have summarized them using the following matrix. We believe we have a unique approach to all of your services requests. We would like to recommend that you meet with us to discuss other areas that can be incorporated into this model that can improve efficiencies, reduce costs and impact communications within the City. One specific area to evaluate is the Mail Services area. RICOH ©2012 Ricoh Americas Corporation Option A- Off -Site Outsourcing Option B -On -Site Outsourcing Option C- Combo Services Solution DocumentRequirement Solution Center In this solution we have provided a Scope of Work This solution is as requested in This solution is as requested in your your RFP. We will reproduce RFP and provides on-site labor and scaled down service on-site for your jobs at our off-site technology to reproduce your jobs quick turn work and will run the production facility located in on-site and on demand. larger projects at the off-site Irvine, CA. production facility. This combines the best of all solutions. Reprographics Included Included Included Graphics Included Included Included Scanning Included Included Included Electronic Job Ricoh TRAC System provided Ricoh TRAC System provided Ricoh TRAC System provided Submissions Current Equipment We recommend you sell all of Retain the Offset equipment. Turn Retain the Offset equipment. Turn Disposition your current equipment. back the rental and sell the Oce back the rental and sell the Oce units. units. New Equipment N/A Ricoh C651 fully configured to Ricoh MPC4501 to provide quick included perform all B/W & Color Repro on- turn work on-site site. This unit is provided as part of our service with no obligation to the City. Employees 0 2 1 included On -Site Pick up / Deliveries 20/ mo n/a 20/mo included monthly Minimum None We will ask for a small monthly We will ask for a small monthly Commitment minimum commitment for labor on minimum commitment for labor site. All other services will be on site. All other services will be billable on a usage basis. billable on a usage basis. Flexibility No Commitment Minimum Commitment with 30 day Minimum Commitment with 30 notice for cancellation for day notice for cancellation for convenience (60 month term). convenience (60 month term). We believe we have a unique approach to all of your services requests. We would like to recommend that you meet with us to discuss other areas that can be incorporated into this model that can improve efficiencies, reduce costs and impact communications within the City. One specific area to evaluate is the Mail Services area. RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 9 6. Firms, public entities and individuals wishing to be considered shall include in their submissions the steps they will, if selected, implement and adhere to for the recruitment, hiring and retention of former employees of the City who have been or may be displaced due to layoff or outsourcing of functions and services formerly provided by the City. We can arrange to provide interviews for existing City employees who may be displaced as a result of outsourcing. In this case, we would work collaboratively with the City to ensure that the existing employees receive an appropriate level of consideration. First, we would conduct an interview consistent with our recruiting and hiring process, based on the required qualifications for a particular position. After a successful interview, we would generally extend an offer to applicants who meet the qualifications for a particular position and pass all of our drug screening and background checks. Any employee we hire would become our sole employee. 7. Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City. In Options 8 and C, we assume we would utilize the existing Document Production space. In Option A, we request a dedicated space to pick up and deliver jobs. 8. Proposers may propose to perform some or all of the services identified in this Request for Proposals. The City will consider partial proposals and may award contracts for some or all of the services identified and may award more than one contract. If your Proposal is for only some of the services identified, please clearly identify which services you propose to provide. We are responding to the majority of the services as outlined in your RFP for both Reprographics and Graphics Services. With the exception of several off -set services as noted in the pricing section of this document. (For example we are not bidding on oversized documents or envelopes.) Please note we are not recommending retention of the Oce or existing Ricoh 3500. We recommend you discontinue the rental of the Ricoh 3500 and you sell the Oce equipment. We can assist with the disposition of this equipment. We will provide equipment to replace these units as part of our overall solution. We would also like to propose you entertain incorporating the Mail Services area under this agreement. This may result in additional labor savings. STAFFING Provide a list of Lead Personnel who will be working on this project and indicate the functions that each will perform and anticipated hours of service of each individual. Include a resume for each designated individual. Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the City for approval before they begin work. RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 10 MANAGED SERVICES ACCOUNT TEAM ORGANIZATION We assign a dedicated team of professionals to each customer engagement based on individual project requirements. This team assesses the specific project requirements, goals and objectives and tailors a set of services accordingly. The team consists of the integrated account manager, the management operations support organization and the on-site customer service team. This organizational structure ensures a dedicated customer service team with the expertise necessary to provide day-to-day support. The team also includes specialized project support from management personnel who have the ability to assign resources, manage operations and provide technical support and financial analysis. KEY ACCOUNT TEAM ROLES AND RESPONSIBILITIES A summary of key account team roles and responsibilities follows: Customer Relationship Manager Following contract award, our Customer Relationship Manager (CRM) assists in the transition, implementation and ongoing provision of local on-site operations. The primary responsibility of the CRM is to serve as an additional resource and liaison between our team and the City of Costa Mesa executives. To ensure satisfaction, our CRM will work closely with the City to develop tailored solutions that align with the organization's specific business objectives. The CRM will continually assess each situation to find opportunities for improvement and increased efficiency. In addition, the CRM is responsible for participating in formal quarterly account reviews and maintaining communication with the City executives. Your CRM,—, has over thirty years experience within the document management industry at Xerox Corporation, Kinko's Service Corporation, and IKON Office Solutions, a Ricoh Company. - has held various positions including Director of Sales, Business Development Manager, Region Sales Training Manager, and most recently Customer Relationship Manager – Managed Services. In his current position as a Customer Relationship Manager– Managed Services at Ricoh/ IKON,- is responsible for the strategic development of Ricoh/ IKON's clients that currently use managed services to reduce G&A expenses, while delivering on customer ROI. _expertise lies in his abilities to deliver on strategies related to the document lifecycle, either in paper or electronic formats. In particular, he has assisted manufacturers, distributors, healthcare, and nonprofit organizations develop roadmaps that take advantage of current technology now and for the future. Most recently= was a key team member responsible for the transition and on-going management of the City of Huntington Beach's program. Integrated Account Manager We designate an Integrated Account Manager (IAM) for each customer project. This individual is ultimately responsible for ensuring compliance with agreed service levels, intra -site communication and the City's satisfaction. The IAM will coordinate operational functions between on-site customer representative(s) and other support personnel. The IAM will also function as a liaison among our management, the City and our customer service team. If situations arise that it deems are beyond our on-site leader's scope, the City has direct access to the IAM, who MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 11 can provide additional assistance or engage other resources, as required. The IAM will also coordinate support from our management operations support group for the on-site leader. Major Responsibilities ■ Ensure total satisfaction. Act as primary liaison for our relationship with the City of Costa Mesa ■ Communicate with our Human Resources team for site staffing requirements ■ Resolve problems and develop appropriate action plans ■ Provide ongoing employee development and site-specific training ■ Manage employees through goal setting, feedback and training ■ Evaluate all equipment and technology on a regular basis to ensure that the City of Costa Mesa requirements are fulfilled by the current configuration ■ Provide appropriate reporting on volume, service levels, user satisfaction, issue resolution and proposed procedural changes ■ Initiate and coordinate all of the City of Costa Mesa account review programs, including the monthly operational performance report, a quarterly review and the annual review ■ Communicate with our management operations support resources to gain information on new technology, obtain analysis support and draw from our best practices using our Ricoh Service Excellences"' methodology _has over 25 years of experience working in the Accounting Industry. Twenty-one of those years were in Operations Management with Rotoco, Inc., Business Management CPAs, Corcoran Consulting Group and Ricoh. She has been with Ricoh for over 2 years serving in several different positions in the Greater LA Area. Her responsibilities include managing 42 employees at 13 sites as well as overseeing the management of the off-site production facilities. _ graduated from University of Phoenix with a Bachelor's Degree in Management. On-site Leader -TBD (Option B and C) Our on-site leader is responsible for day-to-day operations at each location. He or she is the primary point of contact for all routine site operations and has complete authority over project resources. The leader also has direct access to the management operations support organization and the IAM. As stated previously, we would happily work with the City to identify if an existing City employee that might be displaced by these services could be hired by Ricoh to fulfill this position. Major Responsibilities ■ Schedule and monitor activities of the Graphics services, off-site services and other on-site staff ■ Ensure day-to-day fulfillment of all of the City requirements ■ Manage operations using a proactive approach that focuses on delivering professional and courteous customer service ■ Communicate with users regarding requirements and any concerns that arise ■ Create and maintain an environment that fosters customer focus, employee motivation, independent thinking and creative problem resolution ■ Ensure that quality and productivity standards are met by measuring key indicators and analyzing and revising procedures (as necessary) ■ Facilitate initiatives that maximize the value of outsourcing ■ Prioritize and schedule all work, including overflow production at backup facilities (as necessary) MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 12 ■ Verify proper maintenance is performed on all equipment, and monitor equipment and supply usage ■ Ensure that daily, weekly and monthly site targets are met ■ Resolve the City of Costa Mesa concerns and implement appropriate action items ■ Provide all Ricoh Service Excellences"' and site-specific training for the on-site staff On-site Service Specialists Our on-site service specialists deliver contracted outsourcing services related to the operations of on-site locations. As stated previously, we would work with the City to identify if an existing City employee that might be displaced by these services could be hired by Ricoh to fulfill this position. Major Responsibilities ■ Fulfill work requests, as defined by the contract and directed by the City of Costa Mesa customers ■ Operate and maintain on-site equipment, as necessary to fulfill job functions ■ Schedule work and route jobs to the appropriate on-site personnel ■ Provide industry -best customer service and responsiveness ■ Communicate progress of work to customers ■ Maintain an open line of communication with customers, peers and management ■ Initiate communication and problem -solving regarding customer requirements and concerns ■ Resolve any issues or discrepancies professionally and diplomatically ■ Proactively complete all Ricoh Service ExcellencesM training for the position Field Support Representatives Field support representatives (FSRs) are responsible for supporting operational objectives at all existing customer sites within a geographic territory. They are considered to be on call and can be assigned to a customer location on very short notice. FSRs substitute for personnel who are out of the office because of events such as illness or vacation and are trained on the functions and methods specific to individual site operations. To maintain consistency and service levels, FSRs are rotated into site operations regularly to ensure familiarity with the personnel, equipment and operating environment. FSRs are routinely recertified on -site-specific procedures and operations. Graphic Design Specialist The Graphic Design Specialist designs electronic and printed materials and/or illustrations for a variety of customer applications including publications, displays, and other media, as appropriate. This individual uses professional graphic design tools (Adobe - Photoshop, Illustrator, and/or Acrobat, Macromedia Freehand, Quark Express, PageMaker, Flash, Dreamweaver, Corel Draw, MS Office applications, etc.) to produce work product. The Graphic Specialist translates customer's verbal or written descriptions into visual media using freehand renderings (Proofs) and or computer-aided software. They are also responsible for providing graphic consultation and support. MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 13 QUALIFICATIONS The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work. The implementation team consists of highly trained Ricoh employees who have been involved not only in the solution development process for the City, but also in seamlessly implementing other systems similar in size and scope. The following team has been selected to meet the specific needs of the City. Name Title Implementation .- The implementation team will assist in coordinating the equipment installation, initial site training, hiring, service -level identification and other related tasks. Ricoh/ IKON is committed to becoming a valuable part of the City team, and the proper implementation and start up will put this relationship on the right path. A summary of your firm's or entities demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. We have provided process and workflow analysis, and detailed outsourcing solutions for over 20 years. Our document expertise has grown each year and is found in our approximately 8,200 dedicated outsourcing professionals. We currently apply this knowledge to over 1,900 customer engagements in the U.S. Over the years, we have documented this expertise as best practices. Our proven track record and strict adherence to our documented operational standards and best practices facilitate seamless integration of our processes throughout every location. Our proven methodology ensures that the City will benefit from the highest level of service and operational efficiency. We are the only provider in this industry that has a national network of off-site production facilities that are specifically tailored to support our client's auxiliary imaging and production needs. Locally, you will find we are uniquely experienced to assist you with these challenges. Since June 2011 we have been providing similar services for the City of Huntington Beach. The City of HB awarded Ricoh/ IKON the RFP to provide off-site document production. The City of HB chose Ricoh/ IKON MCO .f ©2012 Ricoh Americas Corporation Ensures the integrity and continuity of operational systems - Client Project Manager Communicates commitments made in proposed solution to project manager and assists in developing additional systems/procedures Accountable for off-site services consultation Hires employees, transitions existing staff TBD Site Manager Assumes full responsibility for on-going client satisfaction - Accountable for on-going management and customer satisfaction Project management and coordination, implementation, contracts negotiation Account relationship manager and co -project coordinator The implementation team will assist in coordinating the equipment installation, initial site training, hiring, service -level identification and other related tasks. Ricoh/ IKON is committed to becoming a valuable part of the City team, and the proper implementation and start up will put this relationship on the right path. A summary of your firm's or entities demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal. We have provided process and workflow analysis, and detailed outsourcing solutions for over 20 years. Our document expertise has grown each year and is found in our approximately 8,200 dedicated outsourcing professionals. We currently apply this knowledge to over 1,900 customer engagements in the U.S. Over the years, we have documented this expertise as best practices. Our proven track record and strict adherence to our documented operational standards and best practices facilitate seamless integration of our processes throughout every location. Our proven methodology ensures that the City will benefit from the highest level of service and operational efficiency. We are the only provider in this industry that has a national network of off-site production facilities that are specifically tailored to support our client's auxiliary imaging and production needs. Locally, you will find we are uniquely experienced to assist you with these challenges. Since June 2011 we have been providing similar services for the City of Huntington Beach. The City of HB awarded Ricoh/ IKON the RFP to provide off-site document production. The City of HB chose Ricoh/ IKON MCO .f ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 14 because we demonstrated the ability to comprehensively meet their changing requirements for an off-site print production program. After the award, we worked with the City to identify other areas of service consolidation and cost savings. The final solution for the City of HB incorporated Mail Room Services, Reprographics and Copier Fleet Management. The program removed them from all current production equipment commitments, gave them 30 day flexibility, a significantly reduced minimum financial outlay and restructured their service offerings. For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: ■ Client Name ■ Project Description ■ Project start and end dates ■ Client project manager name, telephone number, and e-mail address. Business References—Ricoh's Policy Out of courtesy, we have established a reference policy that respects the confidentiality of our customers. The policy is intended to limit the potential for inconvenience that may result from numerous reference information requests. Consequently, we respectfully request the opportunity to coordinate a mutually agreeable time for the City of Costa Mesa to contact the listed references. At the point in the evaluation process when the City is ready to interview business references, please contact Zenobia Ryken, Document Outsourcing Specialist, at (714)720-5700. Zenobia will arrange direct contact with the following references and supply contact information at that time: City of Huntington Beach Jet Propulsion Laboratories Disneyland Outsourced Copy and Mail Services Outsourced Production Centers On -Site Business Centers and Outsourced copv services FINANCIAL CAPACITY June 2011 - Present January 2010 - Present May 2010 - Present RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 15 FEE PROPOSAL All Proposers are required to use the form in Appendix D to be submitted with their proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of 180 days following submission. Pricing Summary The following is a summary of the proposed pricing for all of our options. Please see Appendix D for itemized price list. •.Fill •.IIIII 11111111 IN•. • Pure cost per On-site graphic designer, on-site On -Site graphic designer that can also • project based document production specialist —all provide quick turn document production solution back up, vacation, management and support. supervision for labor. Scaled down Equipment, Service and Equipment, Service and Supplies with Supplies. the ability to produce most of the work Overflow produced off-site. on-site. Additional services billed per schedule A. Overflow produced off-site. Monthly$0 92,000 B/W Impressions per month 92,000 B/W Impressions per month Minimum 15,000 Color Impressions per month 15,000 Color Impressions per month commitmentProduced On -Site Produced ON- or OFF -Site Graphic$45.33 per hour No charge for work performed on-site No charge for work performed on-site Design N/A See table D1 in Appendix D See table D2 in Appendix D • D -Off site pricing D -Off site pricing schedule for jobs sent D -Off site pricing schedule for jobs sent -1111 RIVI:41101Y schedule off-site only off-site only Pricing Schedule for Deliveries/Pick-Up Cost to run scheduled delivery to/from Costa Mesa City Hall once per work day One pickup and delivery per day is complementary and there is no charge for this service. Cost to run scheduled delivery to/from Costa Mesa City Hall twice per work day We are including a total of 20 runs per month. If the city exceeds a total of 20 runs per month then we will charge an additional $25 per run. (M -F 8am-5pm) Pick up or delivery to Costa Mesa City Hall on demand We are including a total of 20 runs per month. If the city exceeds a total of 20 runs per month then we will charge an additional $25 per run. (M -F 8am-5pm) Pick up or delivery to delivery to other city facilities (within CM city limits) RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 16 We are including a total of 20 runs per month. If the city exceeds a total of 20 runs per month then we will charge an additional $25 per run. (M -F 8am-5pm) Expediting charge for 4 hour delivery, if any In options B and C, we will have the ability to address 4 hour/ quick turn work on-site. However, if a job is being sent off-site and requires expediting then the City will be charged an additional 35% markup for expedited service. Expediting charge for 1 hour (or while you wait delivery), if any In options B and C, we will have the ability to address 1 hour/ quick turn work on-site. However, if a job is being sent off-site and requires expediting then the City will be charged an additional 35% markup for expedited service. Overtime costs to run jobs after regular hours (to be billed in 15 minute increments) Overtime for jobs to be run afterhours by the on-site staff will be $29.00 per hour. We will bill a minimum of one hour. After hour's jobs can be run with no expedite charges at the Off-site Production Center as long as they have been arranged before 3pm. After 3pm, a 35% expedite fee could be accessed if special arrangements need to be made to meet your turnaround requirements. In most cases, this may not be necessary. Please attach additional pricelist for other services you may offer, such as wide format printing and plotting, blueprint reproductions, banners and posters, etc. RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 17 DISCLOSURE Please disclose any and all past or current business and personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member of any current Costa Mesa elected official, appointed official, or City employee. Any past or current business relationship may not necessarily disqualify the firm from consideration. To the best of our knowledge no member of your Ricoh/ IKON teams has an existing relationship with any elected official, appointed official, city employee or a family member of such. However, we do have existing contracts with the City for equipment and related services. We also have several members of our team that are residents of the City of Costa Mesa. SAMPLE AGREEMENT The firm selected by the City will be required to execute an Agreement for Services (Agreement) with the City. The form of the Agreement is enclosed as Appendix B, but may be modified to suit the specific services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these must be submitted for consideration with the proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement. See Section 13, below. Ricoh Americas Corporation ("Ricoh") Exceptions to the City of Costa Mesa ("City") Request for Proposal ("RFP") Please accept the following in response to your request for specific exceptions and conditions on those terms and conditions included as Appendix B (the "Sample Agreement") in your RFP for Graphic Design Services. Based on our review of the Sample Agreement, Ricoh is confident that contracts acceptable to us may be reached promptly following any award. Specifically, we recognize your right to negotiate and approve the terms and conditions of any contract following award and respectfully reserve the same right. We acknowledge that all contract terms and conditions must be mutually agreed upon by both of us. Our proposal represents our commitment with respect to pricing, equipment specifications and our proposed solution. Following bid award, we contemplate that we will both negotiate and sign, in the exercise of good faith, customary definitive agreement(s) to govern our relationship, and provide reasonable assurances of our authority to enter into such agreements. In an effort to expedite the finalization of our agreements and in response to your specific request for exceptions and conditions, we have noted the following issues for our discussion, which are either not addressed in your request or need more clarification: • To the extent you lease from us or Ricoh Financial Services, customary terms and conditions related to equipment financing, subject to customary non -appropriation rights; • Mutually acceptable terms related to the measurement and calculation of service levels, including customary terms related to reporting requirements and remedies; • Standard industry service termination and default, rights and remedies, including reasonable written notice requirements and cure periods; • Risk of loss and insurance requirements during possession of provided equipment; RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 18 • Assignment rights subject to prior credit approval; • Standard industry warranties for service and support and the transfer of applicable manufacturer product warranties, as well as customary limitations of implied warranties; • Mutual indemnification for third party claims arising from acts of misconduct in connection with the performance of services; and • Mutual liability protections for consequential and similar damages. APPENDIX B Professional Services Agreement 2.3 Method of Billing. Ricoh proposes that all invoices will be due within thirty (30) days of the date of the invoice. 2.4 Records and Audit. Ricoh requests that any audit rights be modified as follows: "Upon the prior written request of the Customer, and no more frequently than once a year during the term of this Agreement, Ricoh will provide copies of such documentation as may be reasonably necessary for the City to confirm its payment obligations under this Agreement. For such purposes, Ricoh will assist the City in connection with its efforts to verify the completeness and accuracy of Ricoh's invoices provided hereunder to the extent reasonably practicable. In no event, however, will Ricoh be obligated to disclose any confidential information not directly pertaining to this Agreement, including, without limitation, any information that could constitute "material non-public information," as such term is defined by the U.S. Securities Exchange Commission." 4.2 Notice of Termination. Ricoh typically requests written notice of any contractual breach and a reasonable opportunity to cure such breach (e.g., 30 days) prior to the City having the right to terminate a maintenance agreement. Similarly, should the City desire to terminate a maintenance agreement for its convenience, Ricoh typically requests thirty (30) days prior notice, as well as the payment of early termination fees mutually agreed upon by the parties to compensate Ricoh for unrecovered fixed costs relating to the engagement. The City's sole and exclusive remedy for Ricoh's failure to perform will be Ricoh's re - performance of the services. 5.0 Insurance. Ricoh is generally agreeable to the provisions in this Section, but respectfully proposes the following: 5.1. (a) While Ricoh/'s policies are quite robust and addresses all the items, the contractual liability section is technically not "blanket" under the general liability policy. Ricoh does not believe that "blanket" is technically used in general liability policies today. In addition, while Ricoh's policy does not contain "broad form" property damage, Ricoh carries a separate property policy that should address any issues. 5.1(c) Terms of the waiver shall be negotiated upon award of the contract. MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 19 5.2(b) — Ricoh's general liability policy carries a 30 day notice of cancellation. Ricoh can include a $5 million umbrella in lieu of notice of coverage reduction. 5.4 Certificates of insurance are to be "reasonably" approved by the City. 6.7 Governing Law: Ricoh respectfully notes that the agreements between Ricoh and the City will be governed by the laws of the State of California and requests non-exclusive jurisdiction in Orange County, Ca. 6.9 Indemnification and Hold Harmless: Ricoh will agree to a mutual indemnification for third party claims arising out of death, bodily injury or property damage. Ricoh will indemnify to the extent property damage or personal injury damages or losses are caused by the negligence or willful misconduct of Ricoh or Ricoh's employees or agents. To the extent permitted by applicable law, Ricoh would also request that the City provide the same indemnity for Ricoh. 6.12 Ownership of Documents: Ricoh would consider anything created as a result of this agreement to be proprietary and that such data remain the property of Ricoh. As such, Ricoh is not in agreement that the City will take ownership of any proprietary data created as a part of the agreement, but Ricoh would license such materials to the City pursuant to mutually agreed upon terms. 6.13 Confidentiality: Ricoh requests the following language to be included in this paragraph: "Confidential information does not include, technical data or know-how which (i) is in the possession of the receiving party at the time of disclosure as evidenced by the receiving party's files and records immediately prior to the time of disclosure, (ii) prior or after the time of disclosure becomes a part of public knowledge or literature, not as a result of any inaction or action of the receiving party, or (iii) is approved for release by the disclosing party. 6.15 Prohibited Employment: IKON requests that this Section be made mutual. 6.16 Order of Precedence: In Ricoh's experience, it is not in the best interests of the parties to fully incorporate by reference the terms of the Proposal and response into any resulting agreement between the parties, as this can lead to ambiguity in commitments and contract terms. Ricoh would be happy to discuss the incorporation of any commercial commitments included in our Proposal response into any resulting definitive agreement in the form of actual contract language added to the agreement. It is Ricoh's expectation that any resulting agreements between the parties will supersede any terms included in the Proposal or Ricoh's response. MCO .' ©2012 Ricoh Americas Corporation Appendix A • a x a City of Costa Mesa Reprographics Services Proposal Page 20 APPENDIX A -SAMPLE IMPLEMENTATION PLAN Our implementation plan, which we will fully customize after contract award, follows. Pre -implementation Action Action Owner Target Date Abbreviation„ 1. OM meeting with SD team SAE c Customer BA Billing Administrator IAM Integrated Account Manager OM Operations Manager SAE Strategic Account Executive RT Recruiter/Trainer IM Implementation Manager SM Site Manager Analyst I Analyst 11. Confirm staffing needs Pre -implementation Action Action Owner Target Date Solution Development 1. OM meeting with SD team SAE 2. Review of study findings Analyst 3. Review of initial proposed solution Analyst/SAE 4. OM validation of pricing OM 5. OM validation of staffing requirements OM 6. OM validation of operational commitments OM 7. OM validation of preliminary implementation timeline OM 8. OM best practices recommendation OM General 9. Assign IAM to account OM 10. Assign FSR to account OM 11. Confirm staffing needs IAM/OM/SAE 12. Submit staffing request to recruiter IAM 13. Determine implementation team members OM/IAM 14. E-mail PDF documents (e.g., contract, proposal) to team members SAE 15. Develop implementation activity deadlines OM/IAM 16. Schedule first internal implementation meetings OM 17. Schedule weekly internal implementation meetings IAM 18. Determine training needs for new account IAM/RT 19. Communicate start date to implementation team SAE 20. Create agenda for first implementation meeting SAE/OM/IAM 21. Introduce account team members/review account contacts SAE 22. Pass out first draft of implementation plan IAM 23. Review study findings, scope of work, contract, proposal, etc. ALL 24. Explain history of account to team members SAE 25. Identify key decision -makers at the account SAE/OM/IAM 26. Discuss roles and task assignments on implementation plan ALL 27. Approve assignments and deadlines ALL MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 21 Action Action Owner Target Date 28. Discuss equipment configuration/update on orders ALL 29. Discuss staff and specific training needs ALL 30. Set up tour for recruiter ALL 31. Identify professional services resources SAE/Analyst Post -meeting Action Items 32. Schedule first implementation meeting with customer SAE 33. Schedule weekly implementation meetings with customer SAE 34. E-mail updated implementation plan to all parties and customer. OM 35. Place orders for all equipment/software SAE Customer Implementation Meeting 36. Review roles of team members ALL 37. Review draft of updated implementation plan OM/SAE 38. Provide staffing and equipment update IAM 39. Communicate power requirements to customer IAM 40. Communicate install date to customer IAM 41. Discuss removal and credit of old equipment IAM 42. Identify and tag equip added to removal list IAM 43. Review scope of work IAM 44. Present and review ISE site branding components IAM 45. Request desk for site (if not currently available) IAM 46. Request chairs for site (if currently not available) IAM 47. Request phone for site (if not currently available) IAM 48. Request e-mail address for site IAM 49. Request voice mail (if not currently available) IAM 50. Request appropriate number of data drops and location IAM 51. Determine Intranet capabilities IAM 52. Request office supplies needed (if new start up) IAM 53. Request list of department/cost centers from customer IAM 54. Confirm/review customer dress code requirements IAM 55. Obtain copy of customer's holiday schedule IAM 56. Obtain copy of customer's emergency closing procedures IAM 57. Obtain copy of customer's site safety procedures IAM 58. Obtain copy of customer's telephone directory and map IAM 59. Identify key users/request to schedule meetings ALL 60. Request security badge for on-site employees and keys, if needed IAM 61. Schedule monthly reporting meetings IAM 62. Schedule quarterly strategy updates SAE 63. Discuss software needs IAM First Internal Pre -implementation Meeting 64. Order/Install any additional finishing equipment IAM MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 22 Action Action Owner Target Date 65. Order PC if necessary IAM 66. Document serial number and asset number on inventory list IAM 67. Load Site Procedure Guide onto PC IAM Room Design 68. Discuss minor floor plan changes or move plans ALL 69. Obtain current floor layout and dimensions IAM 70. Obtain current equipment measurements IAM 71. Review ventilation requirements for copy center IAM 72. Validate power requirements IAM 73. Obtain new equipment measurements IAM 74. Create draft of room design IAM 75. Obtain room design approval IAM Billing Process 76. Discuss billing receipt requirements with client SAE 77. Determine customer check -cut dates IAM 78. Determine if customer will pay by credit card IAM 79. Provide sample bill package/invoice to customer IAM 80. Train site manager on billing procedure IAM 81. Discuss specialized reporting needs IAM Staff Meeting with IAM On-site 82. Review scope of work and service -level agreement with staff IAM 83. Ensure that IAM is on-site all day first day IAM 84. Commit to minimum of 4 hours daily on-site for first week IAM Human Resources Info On-site 85. The Manager's Guide IAM 86. Employee Handbook IAM 87. Absence request forms IAM 88. Federal and state posters IAM 89. Update employee site code on ACN form IAM 90. Training class lists RT Signage 91. Create all Service Excellence signage IAM 92. Order install kit IAM Miscellaneous 93. Develop cross -training matrix IAM 94. Order new postage metering equipment IAM 95. Request check for postage from client IAM 96. Request new shipping system (if needed) IAM 97. Create daily task list IAM 98. Create weekly task list IAM 99. Create monthly task list IAM 100. Order business cards for site manager, if appropriate IAM MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 23 Action Action Owner Target Date 101. Create Site Procedures Guide IAM/SM Third -party Copier/Fax IAM 102. Determine whether we will service existing equipment IAM 3. Enter Dept numbers on auditrons/cost recovery systems 103. Schedule service visit on equipment for PM call. IAM SM 104. Provide customer with service report IAM 6. Determine meter reading process needs 105. Set up maintenance for additional equipment OM IAM Copy Services Action Action Owner Target Date Copier Equipment 1. Develop inventory list and numbering scheme for copiers IAM 2. Read meter on first day SM 3. Enter Dept numbers on auditrons/cost recovery systems SM 4. Activate auditrons/cost recovery systems SM 5. Document location/ID numbers of all equipment on map SM 6. Determine meter reading process needs SM/IAM 7. Develop meter reading documentation form and procedure IAM 8. Train staff on meter reading/cost recovery process SM 9. Train staff on calling for service SM 10. Train staff on documenting service calls SM 11. Fill out EMF form IAM Copier Equipment Training 12. Schedule training classes for end-users RT 13. Post user training calendar at customer site RT 14. Schedule training for IMS on-site employees SM/RT Third -party Equipment and Supplies 15. Negotiate service reporting requirements IAM 16. Document service agreement and problem escalation process IAM/SM 17. Review service and escalation process with staff IAM/SM 18. Develop vendor list including phone numbers IAM/SM 19. Develop supply -ordering procedures IAM/SM 20. Document receiving procedures IAM/SM Job Entry Process 21. Discuss job submission/distribution process with customer IAM/SM 22. Create hard copy request form IAM 23. Create electronic copy request form IAM 24. Procure approval of copy request forms from customer IAM 25. Establish job pick-up/delivery process IAM/SM 26. Purchase/identify cart for job pick-up/delivery IAM 27. Document written process and create location maps IAM/SM 28. Communicate job submission process to end-users IAM/SM 29. Copy a supply of job tickets and distribute SM RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 24 Action Action Owner Target Date Copier Supply Process 30. Determine inventory needed IAM/SM 31. Establish reorder levels IAM/SM 32. Create supply order form IAM/SM 33. Create inventory report IAM/SM 34. Determine storage location IAM/SM 35. Determine paper delivery procedures IAM/SM 36. Train staff on process and ordering IAM/SM 7. If manual, develop log IAM/SM Mail Services (If Applicable) Action I Action Owner Target Date Incoming USPS Mail -Sort 1. Coordinate changes of mail pickup (will call/POB/street) IAM/SM 2. Establish courier for Will -Call or PO Box mail pickup IAM/SM 3. Create mystery mail process procedure IAM/SM 4. Train staff on mystery mail procedure IAM/SM 5. Define mail sorting procedures into slots/cart IAM/SM Incoming USPS Mail -Packages 6. Discuss package -tracking systems with customer IAM/SM 7. If manual, develop log IAM/SM 8. Research and present possible electronic solutions IAM/SM 9. Document logging/distribution procedures IAM/SM 10. Train staff on procedures IAM/SM 11. Communicate to customers if distribution is different IAM/SM Internal Mail -Rounds 12. Define and document schedule IAM/SM 13. Establish general outgoing mail pickup locations IAM/SM 14. Analyze mail route for process improvement IAM/SM 15. Ensure that In/Out baskets are labeled IAM/SM 16. Review interoffice mail sorting during rounds IAM/SM 17. Cross -train all associates on route and process IAM/SM 18. Develop maps for rounds IAM/SM 19. Place route maps in mail carts IAM/SM 20. Label files on cart according to specific drops IAM/SM 21. Arrange files in cart in run order IAM/SM 22. Define sorting method of mail to be picked up IAM/SM Outgoing Mail -Charge -backs 23. Develop sorting technique to process by cost center IAM/SM 24. Define accountable method and/or equipment used IAM/SM 25. Communicate to users notification req. of cost centers IAM/SM 26. Train staff on procedures/equipment IAM/SM MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 25 Action Action Owner Target Date 27. Document process and equipment use IAM/SM Outgoing Mail -Equipment 28. Review mail piece design IAM/SM 29. Communicate any suggested changes to customer IAM/SM 30. Train all employees on equipment IAM/SM 31. Document vendor and type of maintenance plan IAM/SM 32. Document maintenance request procedures IAM/SM 33. Document equipment on inventory list IAM/SM 34. Define personal postage metering program IAM/SM 35. Create personal postage metering tracking system IAM/SM 36. Develop the postage stamp ordering process IAM/SM 37. Develop the postage stamp distribution process IAM/SM 38. Develop petty cash procedures and balancing process IAM/SM 39. Determine inventory needs and supply -reordering process IAM/SM Outgoing Mail -Postage by Phone 40. Develop postage account balancing process IAM/SM 41. Document deposit/balancing procedure IAM/SM 42. Train associates on process IAM/SM Outgoing Mail -Delivery of Mail to Post Office 43. Determine method to be used IAM/SM 44. If courier, schedule courier IAM/SM 45. Document escalation process for performance issues IAM/SM Outgoing Mail -Presorting 46. Test readability IAM/SM 47. Negotiate sort fee/contract IAM/SM 48. Purchase slug for meter machine IAM/SM 49. Document process IAM/SM 50. Train staff on process IAM/SM 51. Obtain daily statements from vendor IAM/SM 52. Develop invoice approval method IAM/SM 53. Document invoice approval method IAM/SM Outgoing Mail -International 54. Investigate International mail needs IAM/SM 55. Select vendor IAM/SM 56. Negotiate pricing IAM/SM 57. Determine if manual waybill or shipping sys will be used IAM/SM 58. Document procedures IAM/SM 59. Train staff on procedures IAM/SM Outgoing Mail -Express Packages 60. Develop shipping form IAM/SM 61. Develop electronic shipping form IAM/SM 62. Obtain approval of shipping form IAM/SM MCO .' ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 26 Action Action Owner Target Date 63. Produce shipping forms and distribute IAM/SM 64. Document shipping procedures and chargeback needs IAM/SM 65. Develop invoice approval method IAM/SM 66. Document invoice approval method IAM/SM 67. Determine tracking needs and document process IAM/SM 68. Determine inventory needs and supply reordering process IAM/SM 69. Train staff on express mail process IAM/SM RICOH ©2012 Ricoh Americas Corporation Appendix B City of Costa Mesa Reprographics Services Proposal Page 27 APPENDIX B -CHECKLIST OF FORMS TO ACCOMPANY PROPOSAL As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals (1) VENDOR APPLICATION FORM This form is completed and included within this proposal. (2) EX PARTE COMMUNICATIONS CERTIFICATE This form is completed and included within this section of the proposal. Ex Parte Communications. pdf (2) PRICE PROPOSAL FORM The Price Proposal Form is completed and included in Appendix D. (3) DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." 10rei- (4) DISQUALIFICATIONS QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? ❑ Yes ® No If the answer is yes, explain the circumstances in the following space. N/A RICOH ©2012 Ricoh Americas Corporation 42 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Reprographics Services RFP at any time after November 2, 2011. OR I certify that Proposer or Proposer's representatives have communicated after November 2, 2011 with a City Councilmember concerning the Reprographics Services RFP. A copy of all such communications is attached to this form for public distribution. Appendix C i x A City of Costa Mesa Reprographics Services Proposal Page 28 APPENDIX C -AMENDMENTS TO RFP MCO .' ©2012 Ricoh Americas Corporation REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES C0--sta Mesa OFFICE OF THE CEO CITY OF COSTA MESA Released on December 22, 2011 The referenced document has been modified as per the attached Amendment No. 1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(a)ci.costa-mesa.ca.us. • Submission of Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S. b on s January 25,2444 2012 to the address below. Proposals will not be accepted after this deadline. Faxed or e-mailed proposals will not be accepted Kimberly Hall Barlow Jones & Mayer Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Reprographics Services o Inquiries Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick.ainadril@costamesaca.gov The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional infonnation will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. The City will endeavor to answer all written questions timely received no later than "e -r"- January 9, 2012. The City reserves the right not to answer all questions. From the date that this RFP is issued until a fine or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Ill vte �1 Cc1YJ Company Name F'�Z"L". Typed Name and Title u i16 Vof\ KK -man -T—(Lvw-e., 6R. gafeZ(j Address REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES Costa Mesa OFFICE OF THE CEO CITY OF COSTA MESA Released on December 22, 2011 The referenced document has been modified as per the attached Amendment No. 2 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(a,ci.costa-mesa.ca.us. ON PAGE 6 OF THE RFP — DISREGARD THE STRIKEOUT AREA The following table shows the number of impressions printed on offset presses in the print shop, for the previous four calendar years. Approximately 70% of the impressions are printed using black ink with the rest being single and multiple color inks: 2007 2008 2009 2010 2,210.000 1,942.000 1,590.000 1,236.000 Print shop annually produces approximately: • 25,000 : 4 -color process City Letterhead • 40,000 : Single color envelopes • 25,000 : 2- color envelopes • 20,000 : 4 color process Business Cards Master 4 -color shells are produced first, then specific dept information is added, on an as - needed basis. A large portion of the impressions are printed in black ink using carbonless forms. There is no guaranteed or implied commitment that this volume of work will remain consistent, rather it is an example of the current workload. Recycled paper is desirable but not mandatory as long as the price is competitive, the brightness is 92 or greater, and the overall quality of the printed product is acceptable. Successful bidders will be expected to adequately stock all printing and bindery materials commonly used by the City in order to ensure timely delivery of jobs to be produced on demand. Please b e Celer- and > white, D ♦ 1, tetal Please note that while the volume charts show a steady decline in volume for copies and impressions produced, those declines have not resulted in a significant decline in the number of requests for service. Instead, the changing numbers are a result of improved technology and different applications with regard to the movement of information throughout the City and when communicating with the public. Scanning, online forms, web based applications, plotter printing and mounting, social media networking are some examples of the changes we have experienced to our menu of services which has offset the decline in number of actual copies or prints produced. ON PAGE 11 OF THE RFP — DISREGARD STRIKEOUT AREA For private Proposers, provide at least three references that received similar services from your fin -n. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number, and e-mail address. Any public entity which submits a proposal should describe in detail how it currently perforins services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. A(4aehed in At4aehfnent 1-fffesample F typ al printsla.•aepk6Y= seri ieAllpr-epeser-s are required provide i and ".p „ samples pjos e foe of the ' r �, same type 4pr-ifitjeb as are ineluded in At4aehment 1. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment I W-L- IT Mur Date _ZkcC)k Company Name Appendix D RICOH > 3 O. i u City of Costa Mesa Reprographics Services Proposal Page 29 APPENDIX D -FEE SCHEDULES APPENDIX D—PRICING PROPOSAL FORM – OPTION A- OFF-SITE SERVICES Item Num Section Item Code Description Unit of Measure Quantity 1 8 1/2 X 11, Black Print NCR 2 part -one sided EA 1 $ 0.1547 2 8 1/2 X 11, Black Print NCR 2 part -one sided EA 500 $ 0.1547 3 8 1/2 X 11, Black Print NCR 2 part -one sided EA 1000 $ 0.1547 4 18 1/2 X 11, Black Print NCR 2 part -one sided I EA I 2500 $ 0.1547 5 18 1/2 X 11, Black Print NCR 2 part -two sided EA I 1 $ 0.1923 6 8 1/2 X 11, Black Print NCR 2 part -two sided EA 500 $ 0.1923 7 8 1/2 X 11, Black Print NCR 2 part -two sided EA 1000 $ 0.1923 8 8 1/2 X 11, Black Print NCR 2 part -two sided EA 2500 $ 0.1923 9 18 1/2 X 11, Black Print NCR 3 part -one sided I EA I 1 $ 0.2321 10 8 1/2 X 11, Black Print NCR 3 part -one sided EA 500 $ 0.2321 11 8 1/2 X 11, Black Print NCR 3 part -one sided EA 1000 $ 0.2321 12 8 1/2 X 11, Black Print NCR 3 part -one sided EA 2500 $ 0.2321 13 8 1/2 X 11, Black Print NCR 3 part -two sided EA 1 $ 0.2321 14 18 1/2 X 11, Black Print NCR 3 part -two sided I EA I 500 $ 0.2885 15 8 1/2 X 11, Black Print NCR 3 part -two sided EA 1000 $ 0.2885 16 8 1/2 X 11, Black Print NCR 3 part -two sided EA 2500 $ 0.2885 17 8 1/2 X 11, Black Print NCR 4 part -one sided EA 1 $ 0.3094 18 8 1/2 X 11, Black Print NCR 4 part -one sided EA 500 $ 0.3094 19 18 1/2 X 11, Black Print NCR 4 part -one sided I EA I 1000 $ 0.3094 20 8 1/2 X 11, Black Print NCR 4 part -one sided EA 2500 $ 0.3094 21 8 1/2 X 11, Black Print NCR 4 part -two sided EA 1 $ 0.3846 22 8 1/2 X 11, Black Print NCR 4 part -two sided EA 500 $ 0.3846 23 18 1/2 X 11, Black Print NCR 4 part -two sided I EA I 1000 $ 0.3846 24 18 1/2 X 11, Black Print NCR 4 part—two sided I EA I 2500 $ 0.3846 25 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Uncoated EA 1 $ 0.0444 26 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Uncoated EA 500 $ 0.0444 27 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Uncoated EA 1000 $ 0.0444 28 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided EA 2500 $ 0.0444 29 Card Stock -4 Color -100# size 8 1/2 x 11 2 sided—Uncoated EA 1 $ 0.0632 30 Card Stock -4 Color -100# size 8 2 sided—Uncoated EA 500 $ 0.0632 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 30 RICOH ©2012 Ricoh Americas Corporation 1/2 x 11 31 Card tck-4 Color -100# size 8 2 sided—Uncoated EA 1000 $ 0.0632 1/2 x 11 I I 32 Card Stock -4 Color -100# size 8 2 sided—Uncoated EA 2500 $ 0.0632 1/2 x 11 33 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 1 $ 0.0939 1/2 x 11 34 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 500 $ 0.0939 1/2 x 11 35 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 1000 $ 0.0939 1/2 x 11 36 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 2500 $ 0.0939 1/2 x 11 37 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 1 $ 0.1127 1/2 x 11 38 Card Stock -4 Color -100# size 8 2 sided—Coated sheetI EA 500 $ 0.1127 1/2 x 11 39 Card tck-4 Color -100# size 8 2 sided—Coated sheet EA 1000 $ 0.1127 1/2 x 11 I 40 Card tck-4 Color -100# size 8 2 sided—Coated sheet EA 2500 $ 0.1127 1/2 x 11 I I 41 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 1 $ 0.0261 Paper 20# 42 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 500 $ 0.0261 Paper 20# 43 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 1000 $ 0.0261 Paper 20# 44 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 2500 $ 0.0261 Paper 20# 45 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 1 $ 0.0261 Paper 20# 46 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 500 $ 0.0261 Paper 20# 47 I Quick Copy, White, Black Print, 8 1/2 x 14-1 sided I EA I 1000 I $ 0.0261 Paper 20# 48 I Copy,Quick White, Black Print, 8 1/2 x 14-1 sided I EA I 2500 I $ 0.0261 Paper 20# 49 I Copy,Quick White, Black Print, 8 1/2 x 11-2 sided I EA I 1 I $ 0.0261 Paper 20# 50 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 500 $ 0.0449 Paper 20# 51 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 1000 $ 0.0449 Paper 20# 52 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 2500 $ 0.0449 Paper 20# 53 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 1 $ 0.0449 Paper 20# 54 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 500 $ 0.0449 Paper 20# 55 1 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 1000 $ 0.0449 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 31 RICOH ©2012 Ricoh Americas Corporation Paper 20# 56 I Copy,Quick White, Black Print, Paper 20# 8 1/2 x 14-2 sided I EA I 2500 I $ 0.0449 57 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 sided EA 1 $ 0.0571 58 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 sided EA 500 $ 0.0571 59 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 sided EA 1000 $ 0.0571 60 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 sided EA 2500 $ 0.0571 61 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided EA 1 $ 0.0571 62 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided EA 500 $ 0.0571 63 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided I EA 1000 $ 0.0571 64 I Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided I EA 2500 $ 0.0571 65 I Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided I EA I 1 $ 0.1069 66 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 500 $ 0.1069 67 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 1000 $ 0.1069 68 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 2500 $ 0.1069 69 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA 1 $ 0.1069 70 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA 500 $ 0.1069 71 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA 1000 $ 0.1069 I 72 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided I EA I 2500 $ 0.1069 73 Hourly Rates Revise an existing document Hourly I 1 $ 45.33 74 Hourly Rates Design document from hand, draft copy Hourly I 1 $ 45.33 75 Binding, 8 1/2 x 11 Coil EA 500 $ 1.00 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 1.00 77 Binding, 8 1/2 x 11 Comb EA 500 $ 1.00 78 Binding, 81/2 x 11 Comb EA I 1000 $ 1.00 79 Binding, 8 1/2 x 11 Comb EA I 2500 $ 1.00 80 Binding, 8 1/2 x 11 Tape EA 500 $ 1.00 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 1.00 82 Binding, 81/2 x 11 Coil EA 1000 $ 1.00 83 I Binding, 81/2 x 11 Tape I EA I 2500 $ 1.00 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 32 84 I Binding, 81/2 x 11 Wire Wire EA I 500 $ 1.00 85 Binding, 8 1/2 x 11 EA 1000 $ 1.00 86 Binding, 8 1/2 x 11 Wire EA 2500 $ 1.00 87 Binding, 8 1/2 x 11 Velo EA 500 $ 0.75 88 Binding, 8 1/2 x 11 Velo EA 1000 $ 0.75 89 I Binding, 8 1/2 x 11 Velo I EA I 2500 $ 0.75 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 no bid 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 no bid 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 no bid 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 no bid 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 no bid 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 no bid 96 I Folding 24# paper, single sheet, tri -fold EA I 500 I $ 0.03 97 I Folding 24# paper, single sheet, tri -fold EA I 1000 I $ 0.03 98 I Folding 24# paper, single sheet, tri -fold I EA I 2500 I $ 0.02 99 Folding 80# paper, single sheet, tri -fold EA 500 $ 0.03 100 Folding 80# paper, single sheet, tri -fold EA 1000 $ 0.03 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ 0.02 102 Inserting into Envelopes Inserting EA 500 $ 0.03 103 Inserting into Envelopes Inserting EA 1000 $ 0.03 104 Inserting into Envelopes Inserting I EA I 2500 $ 0.03 105 Mailing Prep for Bulk Mailer Preparation EA 500 no bid 106 Mailing Prep for Bulk Mailer Preparation EA 1000 no bid 107 Mailing Prep for Bulk Mailer Preparation EA 2500 no bid 108 Door Hangers size 4.25 x 11 Black Ink I EA I 1 no bid 109 Door Hangers size 4.25 x 11 Black Ink I EA I 500 no bid 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 no bid 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 no bid 112 Door Hangers size 4.25 x 11 4 color EA 1 no bid 113 Door Hangers size 4.25 x 11 4 color I EA I 500 no bid 114 I Door Hangers size 4.25 x 11 4 color I EA I 1000 no bid RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 33 115 Door Hangers size 4.25 x 11 4 color EA I 2500 no bid 116 Map Copy, Black Ink, Paper 20# 24 x 36 size EA 1 no bid 117 Map Copy, Black Ink, Paper 20# 36 x 40 size EA 1 no bid 118 Map Copy, Black Ink, Paper 20# Laminate Mount on foam board 24 x36 EA 1 no bid 119 Map Copy, Black Ink, Paper 20# Laminate and Mount on foam board 36x40 EA 1 no bid 120 Freight /Transportation Charges Freight Charges if applicable EA 1 Actual Total $ APPENDIX D1 -PRICING PROPOSAL FORM — OPTION B- ON-SITE SERVICES All Impressions are charge -able as per Appendix D1 Item Num Section Item Code Description Unit of Measure Quantity Cost 1 8 1/2 X 11, Black Print NCR 2 part -one sided EA 1 $ 0.1377 2 8 1/2 X 11, Black Print NCR 2 part -one sided EA 500 $ 0.1377 3 18 1/2 X 11, Black Print NCR 2 part -one sided I EA I 1000 $ 0.1377 4 8 1/2 X 11, Black Print NCR 2 part -one sided EA 2500 $ 0.1331 5 8 1/2 X 11, Black Print NCR 2 part -two sided EA 1 $ 0.1583 6 8 1/2 X 11, Black Print NCR 2 part -two sided EA 500 $ 0.1583 7 8 1/2 X 11, Black Print NCR 2 part -two sided EA 1000 $ 0.1583 8 18 1/2 X 11, Black Print NCR 2 part -two sided EA I 2500 $ 0.1491 9 8 1/2 X 11, Black Print NCR 3 part -one sided EA 1 $ 0.2066 10 8 1/2 X 11, Black Print NCR 3 part -one sided EA 500 $ 0.2066 11 8 1/2 X 11, Black Print NCR 3 part -one sided EA 1000 $ 0.2066 12 8 1/2 X 11, Black Print NCR 3 part -one sided EA 2500 $ 0.1997 13 18 1/2 X 11, Black Print NCR 3 part -two sided I EA I 1 $ 0.2375 14 8 1/2 X 11, Black Print NCR 3 part -two sided EA 500 $ 0.2375 15 8 1/2 X 11, Black Print NCR 3 part -two sided EA 1000 $ 0.2375 16 8 1/2 X 11, Black Print NCR 3 part -two sided EA 2500 $ 0.2237 17 8 1/2 X 11, Black Print NCR 4 part -one sided I EA I 1 $ 0.2754 18 8 1/2 X 11, Black Print NCR 4 part -one sided EA I 500 $ 0.2754 19 8 1/2 X 11, Black Print NCR 4 part -one sided EA 1000 $ 0.2754 20 8 1/2 X 11, Black Print NCR 4 part -one sided EA 2500 $ 0.2662 21 8 1/2 X 11, Black Print NCR 4 part -two sided EA 1 $ 0.3166 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 34 22 8 1/2 X 11, Black Print NCR 4 part -two sided EA I 500 $ 0.3166 23 8 1/2 X 11, Black Print NCR 4 part -two sided EA 1000 $ 0.3166 24 8 1/2 X 11, Black Print NCR 4 part—two sided EA 2500 $ 0.2982 25 Card Stock -4 Color -100# size 8 1 sided—Uncoated EA 1 $ 0.0754 1/2 x 11 26 Card Stock -4 Color -100# size 8 1 sided—Uncoated EA 500 $ 0.0754 1/2 x 11 27 Card Stock -4 Color -100# size 8 1 sided—Uncoated EA 1000 $ 0.0754 1/2 x 11 $ 0.0754 28 Card Stock -4 Color -100# size 8 1 sided EA 2500 1/2 x 11 29 Card Stock -4 Color -100# size 8 2 sided—Uncoated EA 1 $ 0.1252 1/2 x 11 30 Card Stock -4 Color -100# size 8 2 sided—Uncoated EA 500 $ 0.1252 1/2 x 11 31 Card Stock -4 Color -100# size 8 2 sided—Uncoated EA 1000 $ 0.1252 1/2 x 11 32 Card Stock -4 Color -100# size 8 2 sided—Uncoated EA 2500 $ 0.1252 1/2 x 11 $ 0.1249 33 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 1 1/2 x 11 34 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 500 $ 0.1249 1/2 x 11 35 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 1000 $ 0.1249 1/2 x 11 36 Card Stock -4 Color -100# size 8 1 sided—Coated sheet EA 2500 $ 0.1249 1/2 x 11 37 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 1 $ 0.1747 1/2 x 11 38 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 500 $ 0.1747 1/2 x 11 39 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 1000 $ 0.1747 1/2 x 11 40 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 2500 $ 0.1747 1/2 x 11 $ 0.0176 41 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 1 Paper 20# 42 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 500 $ 0.0176 Paper 20# 43 Copy,Quick White, Black Print, 8 1/2 x 11-1 sided EA 1000 $ 0.0176 Paper 20# I I I I 44 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 2500 $ 0.0176 Paper 20# 45 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 1 $ 0.0176 Paper 20# 46 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 500 $ 0.0176 Paper 20# I I I RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 35 47 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA $ 0.0176 Paper 20# 48 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 2500 $ 0.0176 Paper 20# 49 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 1 $ 0.0279 Paper 20# 50 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 500 $ 0.0279 Paper 20# 51 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 1000 $ 0.0279 Paper 20# 52 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 2500 $ 0.0279 Paper20# $ 0.0279 53 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 1 Paper 20# 54 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 500 $ 0.0279 Paper 20# 55 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 1000 $ 0.0279 Paper 20# 56 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 2500 $ 0.0279 Paper 20# 57 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 EA 1 $ 0.0571 sided $ 0.0571 58 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 EA 500 sided 59 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 EA 1000 $ 0.0571 sided 60 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 I EA 2500 $ 0.0571 sided $ 0.0571 61 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 I EA 1 sided 62 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 EA 500 $ 0.0571 I sided I I 63 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 EA 1000 $ 0.0571 I sided I 64 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 EA 2500 $ 0.0571 sided 65 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 EA 1 $ 0.1069 sided 66 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 EA 500 $ 0.1069 sided 67 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 EA 1000 $ 0.1069 sided 68 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 EA 2500 $ 0.1069 sided 69 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 I EA I 1 $ 0.1069 sided 70 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 I EA I 500 $ 0.1069 sided 71 I Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 EA I 1000 $ 0.1069 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 36 RICOH ©2012 Ricoh Americas Corporation sided I I I I 72 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA I 2500 $ 0.1069 73 Hourly Rates Revise an existing document Hourly 1 $ 45.33 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 45.33 75 Binding, 8 1/2 x 11 Coil EA 500 $ 1.00 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 1.00 77 Binding, 8 1/2 x 11 Comb EA 500 $ 1.00 78 Binding, 81/2 x 11 Comb EA 1000 $ 1.00 79 I Binding, 8 1/2 x 11 Comb I EA I 2500 $ 1.00 80 Binding, 8 1/2 x 11 Tape EA 500 $ 1.00 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 1.00 82 Binding, 8 1/2 x 11 Coil EA 1000 $ 1.00 83 I Binding, 81/2 x 11 Tape I EA I 2500 $ 1.00 84 I Binding, 8 1/2 x 11 Wire I EA I 500 $ 1.00 85 Binding, 8 1/2 x 11 Wire EA 1000 $ 1.00 86 Binding, 8 1/2 x 11 Wire EA 2500 $ 1.00 87 Binding, 8 1/2 x 11 Velo EA 500 $ 0.75 88 I Binding, 8 1/2 x 11 Velo I EA I 1000 $ 0.75 89 I Binding, 8 1/2 x 11 Velo I EA I 2500 $ 0.75 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 no bid 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 no bid 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 no bid 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 no bid 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 no bid 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 no bid 96 Folding 24# paper, single sheet, tri -fold EA 500 $ 0.03 97 Folding 24# paper, single sheet, tri -fold EA 1000 $ 0.03 98 Folding 24# paper, single sheet, tri -fold EA 2500 $ 0.02 99 Folding 80# paper, single sheet, tri -fold EA 500 $ 0.03 100 I Folding 80# paper, single sheet, tri -fold EA 1000 I $ 0.03 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 37 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ 0.02 102 Inserting into Envelopes Inserting EA 500 $ 0.03 103 Inserting into Envelopes Inserting EA 1000 $ 0.03 104 Inserting into Envelopes Inserting EA I 2500 $ 0.03 105 Mailing Prep for Bulk Mailer Preparation I EA I 500 no bid 106 Mailing Prep for Bulk Mailer Preparation EA 1000 no bid 107 Mailing Prep for Bulk Mailer Preparation EA 2500 no bid 108 Door Hangers size 4.25 x 11 Black Ink EA 1 no bid 109 I Door Hangers size 4.25 x 11 Black Ink I EA I 500 no bid 110 I Door Hangers size 4.25 x 11 Black Ink I EA I 1000 no bid 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 no bid 112 Door Hangers size 4.25 x 11 4 color EA 1 no bid 113 Door Hangers size 4.25 x 11 4 color EA 500 no bid 114 Door Hangers size 4.25 x 11 4 color EA I 1000 no bid 115 Door Hangers size 4.25 x 11 4 color EA 2500 no bid 116 Map Copy, Black Ink, Paper 20# 24 x 36 size EA 1 no bid 117 Map Copy, Black Ink, Paper 20# 36 x 40 size EA 1 no bid 118 Map Copy, Black Ink, Paper 20# Laminate Mount on foam board 24 x36 EA 1 no bid 119 Map Copy, Black Ink, Paper 20# Laminate and Mount on foam board 36x40 EA 1 no bid 120 Freight /Transportation Charges Freight Charges if applicable EA 1 Actual Total I $ APPENDIX D2—PRICING PROPOSAL FORM – OPTION C- COMBO SERVICES All on site work is chargeable as per Appendix D2 off-site work per Appendix D Item Num Section Item Code Description Unit of Measure Quantity Cost 1 8 1/2 X 11, Black Print NCR 2 part -one sided EA 1 $ 0.1377 2 18 1/2 X 11, Black Print NCR 2 part -one sided I EA I 500 $ 0.1377 3 8 1/2 X 11, Black Print NCR 2 part -one sided EA 1000 $ 0.1377 4 8 1/2 X 11, Black Print NCR 2 part -one sided EA 2500 $ 0.1331 5 8 1/2 X 11, Black Print NCR 2 part -two sided EA 1 $ 0.1583 6 8 1/2 X 11, Black Print NCR 2 part -two sided EA 500 $ 0.1583 7 18 1/2 X 11, Black Print NCR 2 part -two sided EA I 1000 $ 0.1583 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 38 8 18 1/2 X 11, Black Print NCR 2 part -two sided EA 2500 $ 0.1491 9 8 1/2 X 11, Black Print NCR 3 part -one sided EA 1 $ 0.2066 10 8 1/2 X 11, Black Print NCR 3 part -one sided EA 500 $ 0.2066 11 8 1/2 X 11, Black Print NCR 3 part -one sided EA 1000 $ 0.2066 12 8 1/2 X 11, Black Print NCR 3 part -one sided EA 2500 $ 0.1997 13 18 1/2 X 11, Black Print NCR 3 part -two sided I EA I 1 $ 0.2375 14 8 1/2 X 11, Black Print NCR 3 part -two sided EA 500 $ 0.2375 15 8 1/2 X 11, Black Print NCR 3 part -two sided EA 1000 $ 0.2375 16 8 1/2 X 11, Black Print NCR 3 part -two sided EA 2500 $ 0.2237 17 18 1/2 X 11, Black Print NCR 4 part -one sided EA I 1 $ 0.2754 18 18 1/2 X 11, Black Print NCR 4 part -one sided EA I 500 $ 0.2754 19 8 1/2 X 11, Black Print NCR 4 part -one sided EA 1000 $ 0.2754 20 8 1/2 X 11, Black Print NCR 4 part -one sided EA 2500 $ 0.2662 21 8 1/2 X 11, Black Print NCR 4 part -two sided EA 1 $ 0.3166 22 18 1/2 X 11, Black Print NCR 4 part -two sided I EA I 500 $ 0.3166 23 18 1/2 X 11, Black Print NCR 4 part -two sided I EA I 1000 $ 0.3166 24 8 1/2 X 11, Black Print NCR 4 part—two sided EA 2500 $ 0.2982 25 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Uncoated EA 1 $ 0.0754 26 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Uncoated EA 500 $ 0.0754 27 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Uncoated EA 1000 $ 0.0754 28 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided EA 2500 $ 0.0754 29 Card Stock -4 Color -100# size 8 1/2 x 11 2 sided—Uncoated EA 1 $ 0.1252 30 Card Stock -4 Color -100# size 8 1/2 x 11 2 sided—Uncoated EA 500 $ 0.1252 31 Card Stock -4 Color -100# size 8 1/2 x 11 2 sided—Uncoated EA 1000 $ 0.1252 32 Card Stock -4 Color -100# size 8 1/2 x 11 2 sided—Uncoated EA 2500 $ 0.1252 33 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Coated sheet EA 1 $ 0.1249 34 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Coated sheet EA 500 $ 0.1249 35 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Coated sheet EA 1000 $ 0.1249 36 Card Stock -4 Color -100# size 8 1/2 x 11 1 sided—Coated sheet EA 2500 $ 0.1249 37 Card Stock -4 Color -100# size 8 1/2 x 11 2 sided—Coated sheet EA 1 $ 0.1747 RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 39 38 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA $ 0.1747 1/2 x 11 39 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 1000 $ 0.1747 1/2 x 11 40 Card Stock -4 Color -100# size 8 2 sided—Coated sheet EA 2500 $ 0.1747 1/2 x 11 41 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 1 $ 0.0176 Paper 20# 42 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 500 $ 0.0176 Paper 20# 43 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 1000 $ 0.0176 Paper20# $ 0.0176 44 Quick Copy, White, Black Print, 8 1/2 x 11-1 sided EA 2500 Paper 20# 45 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 1 $ 0.0176 Paper 20# 46 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 500 $ 0.0176 Paper 20# 47 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 1000 $ 0.0176 Paper 20# 48 Quick Copy, White, Black Print, 8 1/2 x 14-1 sided EA 2500 $ 0.0176 Paper 20# 49 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 1 $ 0.0279 Paper 20# 50 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 500 $ 0.0279 Paper 20# 51 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 1000 $ 0.0279 Paper 20# 52 Quick Copy, White, Black Print, 8 1/2 x 11-2 sided EA 2500 $ 0.0279 Paper 20# $ 0.0279 53 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 1 Paper 20# I I I I 54 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 500 $ 0.0279 Paper 20# 55 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 1000 $ 0.0279 Paper 20# 56 Quick Copy, White, Black Print, 8 1/2 x 14-2 sided EA 2500 $ 0.0279 Paper 20# 57 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 EA 1 $ 0.0571 sided $ 0.0571 58 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 EA 500 sided 59 Color Copies, 8 1/2 x 11 Plain Paper 24#-1 EA 1000 $ 0.0571 sided I I I 60 Color Copies, 8 1/2 x 11 Plain Paper 24#-1I EA 2500 $ 0.0571 sided 61 Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 EA 1 $ 0.0571 sided I I RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 40 62 I Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided I EA I 500 I $ 0.0571 63 I Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided I EA I 1000 I $ 0.0571 64 I Color Copies, 8 1/2 x 11 Gloss Paper 80#-1 sided I EA I 2500 $ 0.0571 65 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 1 $ 0.1069 66 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 500 $ 0.1069 67 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 1000 $ 0.1069 68 Color Copies, 8 1/2 x 11 Plain Paper 24#-2 sided EA 2500 $ 0.1069 69 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA 1 $ 0.1069 70 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA 500 $ 0.1069 71 Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided EA I 1000 $ 0.1069 72 I Color Copies, 8 1/2 x 11 Gloss Paper 80#-2 sided I EA 2500 $ 0.1069 73 Hourly Rates Revise an existing document Hourly 1 $ 45.33 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 45.33 75 I Binding, 8 1/2 x 11 Coil I EA I 500 $ 1.00 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 1.00 77 Binding, 8 1/2 x 11 Comb EA 500 $ 1.00 78 Binding, 81/2 x 11 Comb EA 1000 $ 1.00 79 I Binding, 81/2 x 11 Comb I EA I 2500 $ 1.00 80 I Binding, 8 1/2 x 11 Tape I EA I 500 $ 1.00 81 Binding, 8 1/2 x 11 Tape EA 1000 $ 1.00 82 Binding, 8 1/2 x 11 Coil EA 1000 $ 1.00 83 Binding, 8 1/2 x 11 Tape EA 2500 $ 1.00 84 I Binding, 81/2 x 11 Wire I EA I 500 $ 1.00 85 Binding, 8 1/2 x 11 Wire EA 1000 $ 1.00 86 Binding, 8 1/2 x 11 Wire EA 2500 $ 1.00 87 Binding, 8 1/2 x 11 Velo EA 500 $ 0.75 88 Binding, 81/2 x 11 Velo EA 1000 $ 0.75 89 I Binding, 81/2 x 11 Velo I EA I 2500 $ 0.75 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 no bid 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 no bid RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 41 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 no bid no bid 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 no bid 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 no bid 96 Folding 24# paper, single sheet, tri -fold EA 500 $ 0.03 97 Folding 24# paper, single sheet, tri -fold EA 1000 $ 0.03 98 Folding 24# paper, single sheet, tri -fold EA 2500 $ 0.02 99 Folding 80# paper, single sheet, tri -fold EA 500 $ 0.03 100 Folding 80# paper, single sheet, tri -fold EA 1000 $ 0.03 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ 0.02 102 Inserting into Envelopes Inserting EA 500 $ 0.03 103 Inserting into Envelopes Inserting EA 1000 $ 0.03 104 Inserting into Envelopes Inserting EA I 2500 $ 0.03 105 Mailing Prep for Bulk Mailer Preparation EA 500 no bid 106 Mailing Prep for Bulk Mailer Preparation EA 1000 no bid 107 Mailing Prep for Bulk Mailer Preparation EA 2500 no bid 108 Door Hangers size 4.25 x 11 Black Ink EA 1 no bid 109 Door Hangers size 4.25 x 11 Black Ink I EA I 500 no bid 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 no bid 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 no bid 112 Door Hangers size 4.25 x 11 4 color EA 1 no bid 113 Door Hangers size 4.25 x 11 4 color I EA I 500 no bid 114 Door Hangers size 4.25 x 11 4 color EA I 1000 no bid 115 Door Hangers size 4.25 x 11 4 color EA 2500 no bid 116 Map Copy, Black Ink, Paper 20# 24 x 36 size EA 1 no bid 117 Map Copy, Black Ink, Paper 20# 36 x 40 size EA 1 no bid 118 Map Copy, Black Ink, Paper 20# Laminate Mount on foam board 24 x36 EA 1 no bid 119 Map Copy, Black Ink, Paper 20# Laminate and Mount on foam board 36x40 EA 1 no bid 120 Freight /Transportation Charges Freight Charges if applicable EA 1 Actual Total $ RICOH ©2012 Ricoh Americas Corporation City of Costa Mesa Reprographics Services Proposal Page 42 RICOH ©2012 Ricoh Americas Corporation Orange County Fast Print. Inc. 1515 W. MacArthur Blvd. Suite 1 Costa Mesa, CA 92626 January 25, 2012 Kimberly Hall Barlow Jones & Mayer Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Reprographics Services Dear Kimberly: Attached is our proposal for Reprographic Services, including the Print Shop option. The following bullet points highlight the key elements within the proposal: • 25 years of stability serving Costa Mesa and surrounding communities. • Highly skilled, knowledgeable, and friendly staff committed to exceeding clients expectations. • Free pickup and delivery as a standard service. • Exclusive contact to ensure ease of doing business. • Reprographic and print shop capability without the need to utilize the in house print shop. • Ability to assume project immediately with current infrastructure and systems. This proposal is valid for a period of 180 days from the date of this letter. Thank you for giving us this opportunity. We look forward to hearing from you. Sincerely, President Orange County Fast Print, Inc. 20 TYPE OF APPLICANT REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM ® NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Orange County Fast Print Contact Person for Agreement: Corporate Mailing Address: 1515 W. MacArthur Blvd, Suite 1 City, State and Zip Code: Costa Mesa, CA 92626 E -Mail Address: Phone: Fax: Contact Person for Proposals: Title: President & Owner E -Mail Address: Business Telephone: Business Fax: Is your business: (check one) ❑ NONPROFIT CORPORATION ® FOR PROFIT CORPORATION Is your business: (check one) ® CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION 21 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Federal Tax Identification Number: City of Costa Mesa Business License Number: (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 3/31/2012 RESPONSE TO REQUEST FOR PROPOSAL To provide Reprographic and Print Shop solutions for The City of Costa Mesa SUBMITTED TO: Kimberly Hall Barlow SUBMITTED BY: Table of Contents 1. SUMMARY OF PROPOSAL................................................................................................................ 3 1.1. Company background and relative experience with reprographics and printing. 3 1.2. Resumes of Key contacts............................................................................................... 3 1.3. References....................................................................................................................... 4 1.4. Financial Information..................................................................................................... 5 1.5. Scope of work summary................................................................................................ 5 1.6. Scope of work solution.................................................................................................. 5 2. PROPOSED PRICING............................................................................................................................ 6 3. IMPLEMENTATION PLAN AND SCHEDULE......................................................................................14 1. Summary of Proposal: Orange County Fast Print is pleased to offer our proposal to provide reprographic and print solutions for the City of Costa Mesa. We have been providing service for over 25 years to Costa Mesa and surrounding communities. We have a reputation of doing whatever it takes to exceed our client's expectations by providing world class customer service. This is what differentiates us and is a significant advantage. We understand that the client experience is key to our success and we strive relentlessly to ensure that we create delightful experiences with every client. 1.1 Company Background: our shop is approximately 2500 square feet with various offset and digital copy equipment, including finishing and bindery equipment. Additionally, we provide graphic design, layout, and typesetting. Essentially, we can provide a solution from the creative start to the finished product. Our reputation is strong and we have 25 years of stability providing simple needs to abstract and custom print/digital solutions for the Costa Mesa and surrounding communities. 1.2 Resume of Key Contacts: 1.2.1 -: - is President and owner and has been part of Orange County Fast Print since January of 1987. - started his career with the company as the delivery driver while he attended the California State University of Long Beach. As he worked toward his business degree he began to implement classroom exercises to real situations regarding the printing business. Upon graduation he remained with the company helping with sales, marketing, and operations. In 1996 he acquired 50% ownership of the company and then in 2008 was able to acquire the remaining 50% from his retiring partner. =has an unparalleled knowledge of the industry. 1.2.2 : - is EVP of Sales and Marketing and joined Orange County Fast Print in October of 2011. The previous 6 years he managed 40 Million in sales as the VP of Sales for Shred -it, responsible for the US West. Prior to Shred -it- held various rolls such as a General Manager and VP of Operations for Cintas over a 9 year span and has lead various and diverse teams to success. He has a history of strong leadership and is committed to providing exceptional client experiences. 1.3 References: 1.3.1 Communications and Public Relations Director The Salvation Army 10200 Pioneer Road Tustin, CA 92782 1.3.1.1 We have various jobs + custom work that come in monthly such as business cards, post cards, envelopes, letterhead, brochures, posters, copy jobs, etc... The projects range from 1 color to full color and 2 sides 1.3.2 on various media. Vice President Business Affairs NAMKUNG PROMOTIONS INC. 3554 Business Park Dr., Suite A-1 Costa Mesa, CA 92626 1.3.2.1 We have various jobs that come in monthly such as business cards, NCR forms, post cards, envelopes, letterhead, brochures, copy jobs, etc... The projects range from 1 color to full color and 2 sides on various media. 1. 3.3 Operations Manager James Publishing 3505 Cadillac Ave., Suite H Costa Mesa, CA 92626 1.3.3.1 We have various jobs that come in monthly; however, 50% of recurring projects are copies that require various types as bindery. Additionally, we often provide additional services such as business cards, post cards, envelopes, letterhead, brochures, copy jobs, etc... The projects range from 1 color to full color and 2 sides on various media. 1.4 Financials: see Appendix B for required financial information. 1.5 Scope of Work summary: in summary, The City of Costa Mesa is looking for solution for their reprographics as well as their current in house print needs that primarily consist of letterhead, envelopes, and business cards. However, there are many more custom jobs that will require custom solutions. All print and copy jobs will have various finish/bindery work per job request. On average, based on 2010 data the combined (copies + printing + scanning) daily volume equates to approximately 30 requests resulting in a total output of pieces in the neighborhood of 10,200 (daily). Standard copy service will have a 24 hour turn -around time, with options for 4 hour and while you wait service. Standard offset print will have a 3 day turnaround with a 5 day turnaround for complex work. Additionally, the successful bidder will supply scheduled daily pickup and delivery with various options for on demand pickup and delivery. 1.6 Scope of Work Solution: Orange County Fast Print can provide a complete solution for The City for Costa Mesa's reprographic and offset print needs. Most importantly, we are located just minutes away in the same city so we can be there in a moment's notice. Additionally, we have offset, digital, and bindery equipment to be one source. We utilize all Microsoft Office products as well as Adobe Creative Suite 5 to support all forms of digital media. 1.6.1 Key Contact: we will be providing one associate (and a backup) to manage this account that will be empowered to make every and all decisions that are in the best interest of providing and exceeding the level of service expected. will be lead contact and- will be back up. 1.6.2 Quality: we will implement quarterly business reviews (QBR's) with key contacts to ensure that we are not only providing the level of service expected, but also to discuss opportunities to improve satisfaction and efficiencies. 1.6.3 Order process: we would like to develop and offer a standard template for common orders that can be completed with ease and submitted via email to streamline the process; perhaps, an online web tool to our website could also be a solution. Essentially, the communication and order process would be either email, online web, or direct communication with contact. 1.6.4 Delivery: our delivery service is already in place and we can implement multiple daily service schedules that can translate as close as possible to an in house solution. Typically, this is a free service and we intend to keep it as such. However, with special on demand deliveries there may be additional costs. See pricing section (2) for further details. 2. Pricing: Please see the following 7 pages utilizing RFP format. 44 Pricing Proposal Forth Item Num Sectionitem Code Description Unit of Measure Quantity Cost 1 8 112 X 11, Black Print NCR 2 part - one sided EA 1 $-.23 2 8 112 X 11, Black Print NCR 2 part - one sided EA 500 $-.13 3 8 112 X 11, Black Print NCR 2 part -one sided EA 1000 $ .11 4 8 112 X 11, Black Print NCR 2 part - one sided EA 2500 $-.093 5 8 112 X 11, Black Print NCR 2 part - two sided EA 1 $-.29 6 8 1/2 X 11, Black Print NCR 2 part - two sided EA 500 $-.17 7 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1000 $-.14 8 8 112 X 11, Black Print NCR 2 part - two sided EA 2500 $-.12 9 8 112 X 11, Black Print NCR 3 part - one sided EA 1 $-.31 10 8 112 X 11, Black Print NCR 3 part - one sided EA 500 $-.20 11 8 112 X 11, Black Print NCR 3 part - one sided EA 1000 $-.18 12 8 112 X 11, Black Print NCR 3 part - one sided EA 2500 $-.168 13 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1 $-.37 14 8 1/2 X 11, Black Print NCR 3 part - two sided EA 500 $-.29 15 8 112 X 11, Black Print NCR 3 part - two sided EA 1000 $-.245 16 8 112 X 11, Black Print NCR 3 part - two sided EA 2500 $-.228 17 8 112 X 11, Black Print NCR 4 part - one sided EA 1 $-.40 18 8 1/2 X 11, Black Print NCR 4 part - one sided EA 500 $-.30 19 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1000 $-.26 20 8 1/2 X 11, Black Print NCR 4 part - one sided EA 2500 $-.236 21 8 112 X 11, Black Print NCR 4 part - two sided EA 1 $-.48 22 8 112 X 11, Black Print NCR 4 part - two sided EA 500 $-.41 23 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1000 $.34 45 24 8 1/2 X 11, Black Print NCR 4 part - two sided EA 2500 $ .32 EA 25 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1 $ .60 26 Card Stock - 4 Color - 100# size 8 112 x 11 1 sided - Uncoated EA 500 $ .29 27 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1000 $ .25 28 Card Stock - 4 Color - 100# size 8 1/2 x I 1 1 sided - Uncoated EA 2500 $ .19 29 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EjA 1 $ .90 30 Card Stock - 4 Color - 100# size 8 112 x 11 2 sided - Uncoated EA 500 $ .49 31 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 1000 $ .44 32 Card Stock - 4 Color - 100# size 8 112 x 11 2 sided - Uncoated EA 2500 $ .24 33 Card Stock - 4 Color - 100# size 8 1/2 x I I I sided - Coated sheet EA 1 $ .60 34 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 500 $ .29 35 Card Stock - 4 Color - 100# size 8 112 x 11 1 sided - Coated sheet EA 1000 $ .25 36 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 2500 $ .19 37 Card Stock - 4 Color - 100# size 8 112 x 11 2 sided - Coated sheet EA 1 $ .90 38 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 500 $ .49 39 Card Stock - 4 Color - 100# size 8 112 x 11 2 sided - Coated sheet EA 1000 $ .44 40 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 2500 $ .24 41 Quick Copy, White, Black Print, Paper 20# 8 112 x 11 - 1 sided EA 1 $-.04 42 Quick Copy, White, Black Print, Paper 20# 8 112 x I 1 - 1 sided EA 500 $-.035 43 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1000 $-.03 44 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 2500 $ .025 45 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1 $ .045 46 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 500 $ .04 47 48 49 50 51 52 53 54 55 56 Quick Copy, White, Black Print, Paper 20# 8 112 x 14 - 1 sided EA Quick Copy, White, Black Print, Paper 20# 8 112 x 14 - 1 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 112 x 14 - 2 sided EA Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1000 $-.035 2500 $ .03 1 $ .07 500 $ .065 1000 $ .055 2500 $-.05 1 $-.085 500 $-.075 1000 $ .065 2500 $ .055 57 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1 $ .39 58 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 500 $ .23 59 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1000 $ .20 60 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 2500 $ .18 61 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1 $ .39 62 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 500 $ .23 63 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1000 $ .20 64 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 2500 $ .18 65 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1 $ .68 66 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 500 $ .43 67 Color Copies, 8 112 x 11 Plain Paper 24# - 2 sided EA 1000 $ .38 68 Color Copies, 8 112 x 11 Plain Paper 24# - 2 sided EA 2500 $ .35 69 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1 $ .68 70 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 500 $ .43 47 71 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1000 $ .38 72 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 2500 $ .35 73 Hourly Rates Revise an existing document Hourly 1 $ 35 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ 45 75 Binding, 8 1/2 x 11 Coil EA 500 $ 1 Bindery prices vary on quantity of sheets per book. These prices 76 Binding, 8 1/2 x 11 Coil EA 2500 $ .85 are based on a 100 sheets 20# white. 77 Binding, 8 1/2 x 11 Comb EA 500 $-1 78 Binding, 8 112 x 11 Comb EA 1000 $ .92 79 Binding, 8 1/2 x 11 Comb EA 2500 $..85 80 Binding, 8 112 x 11 Tape EA 500 $ TBD 81 Binding, 8 1/2 x 11 Tape EA 1000 $ TBD 82 Binding, 8 112 x 11 Coil EA 1000 $ .92 83 Binding, 8 1/2 x 11 Tape EA 2500 $ TBD 84 Binding, 8 112 x 11 Wire EA 500 $ .90 85 Binding, 8 112 x 11 Wire EA 1000 $..75 86 Binding, 8 1/2 x 11 Wire EA 2500 $..68 87 Binding, 8 1/2 x 11 Velo EA 500 $1.40 88 Binding, 8 1/2 x 11 Velo EA 1000 $1.30 89 Binding, 8 1/2 x 11 Velo EA 2500 $1.18 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 $ .10 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 $ .07 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 $ .05 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 $ .12 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 $ .08 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 $-.055 96 Folding 24# paper, single sheet, tri -fold EA 500 $ .02 97 Folding 24# paper, single sheet, tri -fold EA 1000 $ .01 98 Folding 24# paper, single sheet, tri -fold EA 2500 $ .01 99 Folding 80# paper, single sheet, tri -fold EA 500 $ .02 100 Folding 80# paper, single sheet, tri -fold EA 1000 $ .01 101 Folding 80# paper, single sheet, tri -fold EA 2500 $ .01 102 Inserting into Envelopes Inserting EA 500 $ .03 103 Inserting into Envelopes Inserting EA 1000 $ .02 104 Inserting into Envelopes Inserting EA 2500 $ .02 105 Mailing Prep for Bulk Mailer Preparation EA 500 $ TBD 106 Mailing Prep for Bulk Mailer Preparation EA 1000 $ TBD 107 Mailing Prep for Bulk Mailer Preparation EA 2500 $ TBD 108 Door Hangers size 4.25 x 11 Black Ink EA 1 $ .25 109 Door Hangers size 4.25 x 11 Black Ink EA 500 $ .13 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 $ .11 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 $ .085 112 Door Hangers size 4.25 x 11 4 color EA 1 $ .39 113 Door Hangers size 4.25 x 11 4 color EA 500 $ .28 M 114 Door Hangers size 4.25 x 11 4 color EA 1000 $ .25 115 Door Hangers size 4.25 x 11 4 color EA 2500 $____ 116 Map Copy, Black Ink, Paper 20# 117 Map Copy, Black Ink, Paper 20# 118 Map Copy, Black Ink, Paper 20# 1 $ 47 119 Map Copy, Black Ink, Paper 20# 1 $ 75 24 x 3 6 size EA 1 $ .20 36 x 40 size EA 1 $ Laminate Mount on foam board 24 x36 EA Laminate and Mount on foam board 36x40 EA 120 Freight /Transportation Charges Freight Charges if applicable EA 1 $ 0 3. Implementation Plan and Schedule: Upon award of bid, we would request to schedule a meeting with key stake holders/contacts to develop an implementation plan with specific timelines and expectations so that we can provide a transition plan that is seamless and transparent. Because we possess all the equipment necessary to perform the services requested, we expect the transition to be less than 4 weeks. - - will be the main contact and will lead the transition plan from beginning to end. He will also develop a transition communication piece to all relative parties detailing transition process and updated order process. Changes are an innate part of a transition and =will ensure that he leads the process and keeps all relative parties abreast of status and what to expect. Ideally, we would like to also have once contact from the city; however,= is more than capable of handling multiple contacts and ensuring that we meet and exceed expectations. City of Costa Mesa RFP for Reprographic Services January 25, 2012 January 19, 2012 City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Re: RFP for Reprographic Services Thank you for the opportunity to submit a proposal for Reprographic & Document Management Services. American Reprographics (ARC) is dedicated to providing to the City of Costa Mesa a level of service which will meet the needs as outlined in the proposal request and exceed your expectations of exemplary customer service. Our ability to perform the services and our qualifications to do so are specified within this proposal and additional documentation is also provided. We appreciate this opportunity and look forward to being of service. Please contact us should anything in our proposal need clarification. Thank you for your consideration, Signed by: ARC Costa Mesa City of Costa Mesa RFP for Reprographic Services January 25, 2012 Table of Contents o Vendor Application (Appendix A) o Amendments 1 & 2 o Background & Qualifications o Methodology & Order/Invoice Processing o Support Team & Key Production Staff o References o Appendix C (Ex Parte Communications Certification) o Appendix D (Pricing Proposal Form) • Supplemental Services Pricing o Appendix E (Disqualification Questionnaire) o Appendix F (Disclosure of Government Positions) TYPE OF APPLICANT: REQUEST FOR PROPOSAL Reprographics Services VENDOR APPLICATION FORM ❑ NEW dCURRENT VENDOR 20 Legal Contractual Name of Corporation:lGit/,PpiQ0�1,4P/� S}/IJ�%LLG Contact Person for Agreement: Corporate Mailing Address: 3,V5- 61L/N -tery S' City, State and Zip Code: E -Mail Address: Phone: Fax: Contact Person for Proposals: _ Title: Business Telephone:, Is your business: (check one) ❑ NONPROFIT CORPORATION Is your business: (check one) CORPORATION ❑ INDIVIDUAL E -Mail Address: Business Fax: [FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION 21 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone /S x'11 �� y T�� , 11�L�aA�'�!!/l�,crlT�54�✓� i!!.� Ar Federal Tax Identification Number: City of Costa Mesa Business License Number: (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 5-, 3/- /2- REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES Costa Mesa OFFICE OF THE CEO CITY OF COSTA MESA Released on December 22, 2011 The referenced document has been modified as per the attached Amendment No. 1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(a)ci.costa-mesa.ca.us. • Submission of Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on January 25, 2,N4 2012 to the address below. Proposals will not be accepted after this deadline. Faxed or e-mailed proposals will not be accepted. Kimberly Hall Barlow Jones & Mayer Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Reprographics Services • Inquiries Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick.amadril@costamesaca.gov The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. The City will endeavor to answer all written questions timely received no later than ' - ' January 9, 2012. The City reserves the right not to answer all questions. From the date that this RFP is issued until a firm or entity is selected and the selection is announced, firms or public entities are not allowed to communicate outside the process set forth in this RFP with any City employee other than the contracting officer listed above regarding this RFP. The City reserves the right to reject any proposal for violation of this provision. No questions other than written will be accepted, and no response other than written will be binding upon the City. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. XP6 Company Name &i.0-r©� �, g1/-: � , �,: 7- , gz Address REQUEST FOR PROPOSAL FOR REPROGRAPHICS SERVICES Costa Mesa OFFICE OF THE CEO CITY OF COSTA MESA Released on December 22, 2011 The referenced document has been modified as per the attached Amendment No. 2 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril(&ci.costa-mesa.ca.us. ON PAGE 6 OF THE RFP - DISREGARD THE STRIKEOUT AREA The following table shows the number of impressions printed on offset presses in the print shop, for the previous four calendar years. Approximately 70% of the impressions are printed using black ink with the rest being single and multiple color inks: 2007 2008 2009 2010 2,210.000 1,942.000 1,590.000 1,236.000 Print shop annually produces approximately: • 25,000 : 4 -color process City Letterhead • 40,000 : Single color envelopes • 25,000 : 2- color envelopes • 20,000 : 4 color process Business Cards Master 4 -color shells are produced first, then specific dept information is added, on an as - needed basis. A large portion of the impressions are printed in black ink using carbonless forms. There is no guaranteed or implied commitment that this volume of work will remain consistent, rather it is an example of the current workload. Recycled paper is desirable but not mandatory as long as the price is competitive, the brightness is 92 or greater, and the overall quality of the printed product is acceptable. Successful bidders will be expected to adequately stock all printing and bindery materials commonly used by the City in order to ensure timely delivery of jobs to be produced on demand. Please f0 f t„ the S ,.le 0b bid Sheet , n t4a6hf eat r and p idepr-ioing infaiffli-ation F ♦l,e pr -int p ets listed Please note that while the volume charts show a steady decline in volume for copies and impressions produced, those declines have not resulted in a significant decline in the number of requests for service. Instead, the changing numbers are a result of improved technology and different applications with regard to the movement of information throughout the City and when communicating with the public. Scanning, online forms, web based applications, plotter printing and mounting, social media networking are some examples of the changes we have experienced to our menu of services which has offset the decline in number of actual copies or prints produced. ON PAGE 11 OF THE RFP — DISREGARD STRIKEOUT AREA For private Proposers, provide at least three references that received similar services from your firm. The City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information provided shall include: o Client Name o Project Description o Project start and end dates o Client project manager name, telephone number, and e-mail address. Any public entity which submits a proposal should describe in detail how it currently performs services like those identified in the scope of work within its or other jurisdictions, including photographs, written policies and/or video of services provided. If you have performed these services under contract for another public entity, please provide references for those entities as set forth above for private Proposers. All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment Signature Date Company Name City of Costa Mesa RFP for Reprographic Services January 25, 2012 Background and Qualifications American Reprographics Corporation (ARC) is a publicly traded company with over 200 locations in the United States. The two local divisions, CR and OCB, have been consolidated and adopted the ARC name as of January, 2011. These firms, combined, have over 125 years of printing and copy experience in Orange County and have participated as print partners on many landmark projects including the JWA expansion, CHOC Hospital, and the Great Park. Location and Logistics Our 42,000 square foot Costa Mesa facility houses both production and administration at 345 Clinton Street and is open every weekday from 7am to 11 pm. We offer pickup and delivery, use electronic job fulfillment where practical, and our distance from the City (3 miles) facilitates will -call when necessary. Our scope of services is unmatched in the County and we invest heavily in the staffing and technologies that allow our customers a broad range of print and copy solutions for any requirement. A tour is strongly recommended. With our experience in the Architecture/Engineering/Construction areas, we are geared toward fast turn, on -demand, printing and our attention to quality and detail has earned us Department of Defense vendor status. Flexible Billing and Reporting Our central billing process provides our customers customized invoicing and reporting solutions, including electronic invoice access and delivery, and Master Invoices sorted by Department. We have a staff of seven full-time employees in our central billing department and procedures can be designed into the process to ensure that customer documentation and backup requirements can be met. This provides the City a single source for monthly and quarterly reporting. Developing Successful Partnerships with our Clients Our greatest strength is the ability to combine our 125+ years of experience with our industry-leading capabilities to meet and exceed our clients' imaging and associated needs. In doing so, we create the foundation and framework for long-term, successful relationships. Current Contracts St. Joseph Health Systems — Reprographic Services The Irvine Company — Reprographic Services Hoag Memorial Hospital — Reprographics Services City of Costa Mesa RFP for Reprographic Services January 25, 2012 Ecological Sustainability Not only does ARC offer a wide variety of recycled media, but we also encourage customers to take part in our no cost recycling program. Currently ARC Costa Mesa supports over 100 local clients by providing them with dedicated recycling bins to gather and retrieve their obsolete prints, and return them to the recycling stream. ARC was recently named Oce's Green Reprographer of the Year. Industry and Community Support ARC has a long history of industry and community support. Throughout the years, ARC divisions have been a part of the AIA, HBC, BIA and other industry associations. Additionally our support is demonstrated through our student programs and participation with many local and charitable organizations with cash and in-kind donations. A recent example is our involvement as a print partner on the SOS remodel. Financial Stability We have been in business for more than 80 years. ARC has demonstrated the stability needed to provide continuous high-quality service to its customers, regardless of economic conditions. Overall Value At ARC our mission has never been to be the least expensive provider of reprographics services, but rather to provide the greatest value for our customers' dollars. We accomplish this by offering sensible pricing that, while as competitive as possible, maintains the resources necessary to provide a customer experience that is much greater than the sum of its parts. Experience ARC has been a service and technology leader in the reprographics industry since 1926. All our branch or department managers have over 10 years of experience within the company. Many members of our executive team have advanced through the ranks over the past 20 years. Customer Satisfaction While ARC has always been known for its high level of customer service, a renewed vigor is being demonstrated under the leadership of new CEO Roger Lackey. His commitment to running a "customer -centric" business has resulted in a variety of new programs including a dedicated Customer Care call center. City of Costa Mesa RFP for Reprographic Services January 25, 2012 Methodology ARC Costa Mesa offers the widest range of products and services in the reprographics industry, produced by the most experienced staff and using the latest equipment to guarantee the highest quality available. Services include: Construction Documents Small Format Color Graphics Digital Publishing Bindery & Tabs Scanning and Archiving Large Format Color Graphics Mounting and Laminating On -Site Print Services Digital Document Management Delivery and Shipping Delivery and Ordering Process ARC operates a fleet of more than 50 vehicles in Southern California. Quick, efficient pick-up and delivery are ensured; each driver is dispatched using two-way communications. Pick-up requests can be made via pre -arranged schedule or on demand via phone, email or Internet browser. Ramp -up and orientation on all ordering procedures, as well as a familiarization with processes and services is available at no charge. Contact lists of key personnel are provided to City staff. Service Timeline With greater capacity than any other reprographer in California, ARC Costa Mesa can offer very quick turnaround times. Work is prioritized by time due as requested by the client. Jobs are typically turned around in four hours or less. No rush charges or additional fees will be charged to the City of Costa Mesa. Subcontracting With greater capabilities than any other company of its kind in Southern California, ARC Costa Mesa directly produces the vast majority of the products and services we supply. Outsourced products and services are typically limited to: • Traditional offset printing • Microfilm creation • Specialty signage installation City of Costa Mesa RFP for Reprographic Services January 25, 2012 Ordering and Invoice Processing • Print jobs can be placed via phone, email, our Electronic Work Order (EWO), Quick Uploader tool, online via our PlanWell system, or traditional hardcopy work order. Options and procedures are explained to your staff to minimize the learning curve. Each City agency can be provided a unique ARC account number to facilitate PO and Subordinate agreements. • Your job request is converted to a 2Click order to keep all support documentation paperless, where possible. Backup and invoices can be electronically accessed by the City. • During the production of the job, a coding sheet is filled out with the various processes, billing codes and quantities involved in fulfilling that order. • The work order and code sheet are forwarded to the billing department, and the finished job is routed to the Quality Control desk for pre -delivery inspection. • Depending on your requirements, the invoice is either delivered with the job or sent to you daily, weekly or monthly—whichever works best for you. They can also be emailed. • A copy of each work order supporting the invoicing is provided to all clients who request it. • Monthly statements with appropriate backup documentation are processed within the first five days of the new month for each account. Master invoices with departmental sub -groups can be generated if the City prefers that format. -Third Party Billing (i.e. Contractors) - ARC can accept orders from, and provide delivery to, authorized third parties. • To control the use of third party billings, custom informational requirements can be specified by the City to ensure that proper departmental cost accounting data is included on all invoices. Support Team City of Costa Mesa RFP for Reprographic Services January 25, 2012 Number of Employees: 300 Proposed Support Team • Account Representative • — General Manager, Production • -- Billing Department Manager • — B&W Department Manager • - Account Representative =started with Consolidated Reprographics in 1982 and has worked with many of our largest clients. Through his communication, coordination and consulting abilities, M has played an integral role in identifying ways to customize ARC's services to meet his client's needs. Nis the main point of contact for the City, handling requests and education on available services. • — General Manager, Production his career with CR in 1989 and has worked in every aspect of production before rising to General Manager in 2008. His experience translates to knowledge of the products and services we provide as well as the clients we serve._ is responsible for guaranteeing that the level of customer service, quality control, and product delivery exceeds your expectations. • I"has -- Billing Manager een with OCB since 1994 and currentl heads up ARC Costa Mesa's central billing department. With a staff of seven, works closely with both the sales department and operations to insure timely and accurate billing. MhasB&W Department een with OCB for twenty years and oversees printing for both large and small format black & white work. His job coordination, prioritization, and quality control experience helped build our reputation for timely and accurate work. City of Costa Mesa RFP for Reprographic Services January 25, 2012 Key Production Staff • Color Department Manager • — Page Layout • — Large Format Color • — Small Format Coordinator • — Estimating • — Assistant Manager Electronic Services coordinates color department job workflow and has been on staff for 8 years, having worked his way up from an operator. assists clients with color layout and design, and artwork cleanup & modification. He's been with ARC for 8 years. oversees incoming color work, prepping files and assembling jobs before directing them downstream to individual operators and digital print devices. He's a 4 - year veteran of the department. has 15 years in production and handles incoming small format black & white jobs. is a lead estimator, pricing large and/or outsourced work. She has service in most every department and has been a valuable team member for 24 years. handles incoming large format B&W digital print jobs and many of our digital services. A PlanWell specialist, has 6 years at ARC. City of Costa Mesa RFP for Reprographic Services January 25, 2012 References With over eight decades of service to Orange County clients, we have developed and maintained many long term relationships. A few of our service references are: City of Lake Forest Ta for Architects St. Jose h Health S stems 42 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Proposer's representatives have not had any communication with a City Councilmember concerning the Reprographics Services RFP at any time after November 2, 2011. OR I certify that Proposer or Proposer's representatives have communicated after November 2, 2011 with a City Councilmember concerning the Reprographics Services RFP. A copy of all such communications is attached to this form for public distribution. CA! Pricing Proposal Form Item Num SectionItem Code Description Unit of Measure Quantity Cost 1 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1 $ .yD r3/� 2 8 1/2 X 11, Black Print NCR 2 part - one sided EA 500 $ 144 /3/lW 3 8 1/2 X 11, Black Print NCR 2 part - one sided EA 1000 $ /✓D 1Y/1,2 4 8 1/2 X 11, Black Print NCR 2 part - one sided EA 2500 $/V9 61P 5 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1 $ ND 9/O 6 8 1/2 X 11, Black Print NCR 2 part - two sided EA 500 $ /vQ/IYIP 7 8 1/2 X 11, Black Print NCR 2 part - two sided EA 1000 $ 1/U elP 8 8 1/2 X 11, Black Print NCR 2 part - two sided EA 2500 $ 1/06/p 9 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1 $NQ9jv 10 8 1/2 X 11, Black Print NCR 3 part - one sided EA 500 11 8 1/2 X 11, Black Print NCR 3 part - one sided EA 1000 12 8 1/2 X 11, Black Print NCR 3 part -one sided EA 2500 ql 13 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1 $yz-g/p 14 8 1/2 X 11, Black Print NCR 3 part - two sided EA 500 $1YP ,Bin 15 8 1/2 X 11, Black Print NCR 3 part - two sided EA 1000 16 8 1/2 X 11, Black Print NCR 3 part - two sided EA 2500 17 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1 $1W 912 18 8 1/2 X 11, Black Print NCR 4 part - one sided EA 500 $�/P 19 8 1/2 X 11, Black Print NCR 4 part - one sided EA 1000 $ZV,9 8/O 20 8 1/2 X 11, Black Print NCR 4 part - one sided EA 2500 $1V9,51D 21 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1 $�/p 22 8 1/2 X 11, Black Print NCR 4 part - two sided EA 500 $Y"/p 23 8 1/2 X 11, Black Print NCR 4 part - two sided EA 1000 $ IP 45 24 8 1/2 X 11, Black Print NCR 4 part - two sided EA 2500 $ V1,0/D 25 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1 $yt * v/D 26 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 500 $ NOB/D 27 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 1000 $IV679//l- 28 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Uncoated EA 2500 $/NO B/D 29 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EjA 1 $NOB/p 30 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 500 ,Zgj] 31 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 1000 $'01,9 32 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Uncoated EA 2500 $AO,90 33 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1 $ /VP 9/D 34 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 500 $ 2 eyP 35 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided - Coated sheet EA 1000 $" 'q1P 36 Card Stock - 4 Color - 100# size 8 1/2 x 11 1 sided -Coated sheet EA 2500 $NLd1 lg 37 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1 $/✓P.g/y 38 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 500 $IVI? /p 39 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 1000 $2 feLeg1p 40 Card Stock - 4 Color - 100# size 8 1/2 x 11 2 sided - Coated sheet EA 2500 $Nth B/D 41 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 1 $ aN8 42 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 1 sided EA 500 $ � ea 43 Quick Copy, White, Black Print, Paper 20# 8 1 /2 x l l -1 sided EA 1000 $ / rl" a© 44 Quick Copy, White, Black Print, Paper 20# 8 1/2 x l l -1 sided EA 2500 $ V✓ as 45 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1 $ .O 2-7 46 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 500 $ /�3.� 46 47 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 1000 $ ,, Te 0 48 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 1 sided EA 2500 $G; 7 .D 49 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1 $ 50 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 500 $ -Aa 51 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 1000 $ A-00 52 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 11 - 2 sided EA 2500 $GID ,OR 53 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1 $ " O.S'i' 54 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 500 $ ;2-7 -DO 55 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 1000 $ ✓may �� 56 Quick Copy, White, Black Print, Paper 20# 8 1/2 x 14 - 2 sided EA 2500 $ 57 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1 $ , ;2,U 58 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 500 $ /Oo.•Or� 59 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 1000 $ao0•,:7a 60 Color Copies, 8 1/2 x 11 Plain Paper 24# - 1 sided EA 2500 $©o• ©d 61 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1 $ • �� 62 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 500 $ /Z©o 63 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 1000 $ Z SO -00 64 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 1 sided EA 2500 $6 Z: •, AP 65 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1 $ 7 �O 66 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 500 $ 200 do 67 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 1000 $ Mo -0o 68 Color Copies, 8 1/2 x 11 Plain Paper 24# - 2 sided EA 2500 $%OOO,OO 69 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1 $ . SO 70 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 500 $ 25 0.Oo 47 71 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 1000 $ $©y 'P 72 Color Copies, 8 1/2 x 11 Gloss Paper 80# - 2 sided EA 2500 $126P -v0 73 Hourly Rates Revise an existing document Hourly 1 $ 7S.OD 74 Hourly Rates Design document from hand, draft copy Hourly 1 $ -1 SQO 75 Binding, 8 1/2 11 Coil W- EA 500 9-I x $ 76 Binding, 8 1/2 x 11 Coil EA 2500 $ 7401e -end 77 Binding, 8 1/2 x 11 Comb EA 500 $121M,W 78 Binding, 8 1/2 x 11 Comb EA 1000 $'LSP®-oo 79 Binding, 8 1/2 x 11 Comb EA 2500 $,6250. o0 80 Binding, 8 1/2 x 11 Tape EA 500 $ /DoD. 00 81 Binding, 8 1/2 x 11 Tape EA 1000 $�Lovo-OD 82 Binding, 8 1/2 x 11 Coil EA 1000 $786W•vv 83 Binding, 8 1/2 x 11 Tape EA 2500 $SdOo,aa 84 Binding, 8 1/2 x 11 Wire EA 500 $ j3a S -®O 85 Binding, 8 1/2 x 11 Wire EA 1000 $ 'Lb 50 . op 86 Binding, 8 1/2 x 11 Wire EA 2500 $ (w�ZS OrJ 87 Binding, 8 1/2 x 11 Velo EA 500 $ /®00-.00 88 Binding, 8 1/2 x 11 Velo EA 1000 $ 2 ©ov.,op 89 Binding, 8 1/2 x 11 Velo EA 2500 $5AW-o.00 ,4G1 !•�l�vTFD S/N�lNCr /NCLIrDe--/4C4-rQT%GGvP4 '4/vv Viv{'G BACK 90 Envelopes with Personalized Address, #10 Window Black Ink EA 500 $ NO 43/D 91 Envelopes with Personalized Address, #10 Window Black Ink EA 1000 $1WVD 92 Envelopes with Personalized Address, #10 Window Black Ink EA 2500 $A(e,6/0 N 93 Envelopes with Personalized Address, #10 Window Blue Ink EA 500 94 Envelopes with Personalized Address, #10 Window Blue Ink EA 1000 $",OID 95 Envelopes with Personalized Address, #10 Window Blue Ink EA 2500 $6WIP 96 Folding 24# paper, single sheet, tri -fold EA 500 $ ZS.00 97 Folding 24# paper, single sheet, tri -fold EA 1000 $ 5D .DO 98 Folding 24# paper, single sheet, tri -fold EA 2500 $/Zs 6,0 99 Folding 80# paper, single sheet, tri -fold EA 500 $ Z5 -a.- an100 100 Folding 80# paper, single sheet, tri -fold EA 1000 $ 5,,00 101 Folding 80# paper, single sheet, tri -fold EA 2500 $1Z - 102 Inserting into Envelopes Inserting EA 500 $15-a6, 103 Inserting into Envelopes Inserting EA 1000 $30,06, 104 Inserting into Envelopes Inserting EA 2500 $ 7S -6,D 105 Mailing Prep for Bulk Mailer Preparation EA 500 Wa RIP 106 Mailing Prep for Bulk Mailer Preparation EA 1000 $ e? Flo 107 Mailing Prep for Bulk Mailer Preparation EA 2500 $1,/v 91D 108 Door Hangers size 4.25 x 11 Black Ink EA 1 $Iva 6/0 109 Door Hangers size 4.25 x 11 Black Ink EA 500 $/VaSA9 110 Door Hangers size 4.25 x 11 Black Ink EA 1000 WO B/O 111 Door Hangers size 4.25 x 11 Black Ink EA 2500 $NOB/p 112 Door Hangers size 4.25 x 11 4 color EA 1 $ h79 $/D 113 Door Hangers size 4.25 x 11 4 color EA 500 $NO$/Q 114 Door Hangers size 4.25 x 11 115 Door Hangers size 4.25 x 11 116 Map Copy, Black Ink, Paper 20# 117 Map Copy, Black Ink, Paper 20# 118 Map Copy, Black Ink, Paper 20# 1 $ Z 7, Z-7 119 Map Copy, Black Ink, Paper 20# 1 $ �V�77 4 color EA 1000 $h10 erp 4 color EA 2500 24 x 36 size EA 1 $ . v2 36 x 40 size EA 1 $ `2`O Laminate Mount on foam board 24 x36 EA Laminate and Mount on foam board 36x40 EA 120 Freight /Transportation Charges Freight Charges if applicable EA 1 Total $ . • m 61(l Pricing Schedule for Deliveries/Pick-Up Cost to run scheduled delivery to/from Costa Mesa City Hall once per work day Daily charge (if any) Cost to run scheduled delivery to/from Costa Mesa City Hall twice per work day Daily charge (if any) '!R Pick up or delivery to Costa Mesa City Hall on demand One way trip/job Pick up and delivery to Costa Mesa City Hall on demand Round trip cost/job ?51 Pick up or delivery to delivery to other city facilities (within CM city limits) One way trip ,�9, Expediting charge for 4 hour delivery, if any Per job LQ Expediting charge for 1 hour (or while you wait delivery), if any Per job 7Q Overtime costs to run jobs after regular hours (to be billed in 15 minute increments) Per hour c',q Please attach additional pricelist for other services you may offer, such as wide format printing and plotting, blueprint reproductions, banners and posters, etc. Supplemental Services Wide format plots (BW) Wide format copies (BW) Wide format copies (color lines) Wide format copies (color fill) Wide format scans (BW) Color posters Vinyl banners (printed) Please ask regarding any service not listed. 045 per square foot 045 per square foot 60 per square foot 95 per square foot 75 each 2.00 per square foot 3.00 per square foot We have a 42,000 sf facility to address much more than was covered on the RFP. 52 DISQUALIFICATION QUESTIONNAIRE The Contractor shall complete the following questionnaire: Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No \ If the answer is yes, explain the circumstances in the following space. MAI DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." �:�,WW7WM EVALUATION DOCUMENTS This section shows evaluation instructions, meeting agenda(s), evaluation forms, reference check letter, negotiation check list, evaluation committee member statement and suggested interview questions. Evaluation Committee Agenda Team: Reprographics Process/Project: Contracting City Services Date: February 27, 2012 Time: ? Place: ? Time Agenda Topics: Person Providing Information: Review Action Items - Topic 1: RFP Schedule of Events Committee Topic 2: Evaluation Instructions - Topic 3: Member Statements - Topic 4: Evaluation Forms & Scores - Topic 5: Interviews Forms, Scores & Questions - & Committee Topic 6: Reference checks & Questions - & Committee Topic 7: Negotiation checklist - Topic 8: Overall Pre -Award Selection Process - Identify Items for Evaluation Committee Committee CITY OF COSTA MESA FINANCE DEPARMENT INTEROFFICE MEMORANDUM TO: EVALUATION COMMITTEE FROM: Kim Wilson, RFP FACILITATOR DATE: February 8, 2012 SUBJECT: EVAL UA TION OF REPROGRAPHICS You have been chosen for the evaluations of the following proposals: 1. Office Max 2. C2 Reprographics 3. ARC 4. Orange County Fast Print 5. Sir Speedy 6. PS/Publishing Services 7. RICOH BOBBY YOUNG FINANCE & IT DIRECTOR Attached is an evaluation template you will be using for each proposal that will be distributed to you. For each criterion, enter the number in the score box based on the following scale: 0 - (Zero) Criterion was not address at all. 1 — Unacceptable 2 — Below Average 3 — Average 4 — Above Average 5 — Exceptional You should evaluate the proposal independently and each proposal is to be evaluated against RFP requirements. If you need further clarification, do not contact the proposer but e-mail your questions to me instead. After your review, please forward your evaluation sheets to me not later than February 21, 2012, so I can summarize your scores. The Proposal Evaluation meeting will tentatively be held on Monday, February 27, 2012, to discuss the scores given to each proposal and develop a team score. I'll confirm the date and time via email by the end of the week. If you have any questions regarding this process, please call me at 714-754-5062 or email me at kimberly.wilson(iDcostamesaca.gov. Thank you for your participation and cooperation in this project. Distribution: REPROGRAPHICS SERVICES EVALUATION COMMITTEE MEMBER STATEMENT Request for Proposal: REPROGRAPHICS SERVICES. You have been asked to participate in the evaluation of proposals that have been received as the result of the competitive solicitation referenced above. A proposal was received from each of the companies listed on the attached Inter -Departmental Communication dated February 8, 2012. It is essential that the integrity of the evaluation process be maintained to insure that each Proposer is given fair and equal consideration. Your knowledge of and/or past or current association with particular firms and/or individuals must not influence your evaluation. The proposals and any subsequent respective clarifications and/or negotiations must stand alone, and you are required to be particularly objective and guard against any tendency to favor a particular firm or individual. (This does not mean that you are to ignore past or current experiences with a particular firm in which goods or services they supplied to the City were sub par.) You are required to report to Purchasing, any actual or potential conflict of interest and the nature of the conflict. (You personally, or if your spouse or child has or had any association or interest with the business entity or any principal employee of the business entity.) An additional consideration is the need to maintain confidentiality during the evaluation regarding the contents of the Proposers' responses, as well as the proceedings of the evaluation committee. Any inquiries regarding the evaluation of this particular solicitation must be directed to Kim Wilson. You are asked to read and sign the following statement: I have read, understand, and agree to the above, and I will adhere to the policies presented. I know of no conflict of interest on my part, nor have I accepted any gratuities or favors from Proposers, which would compromise my objectivity. I have no personal interest in seeing that a specific Proposer is awarded a contract. I shall keep all evaluation proceedings in strict confidence prior to contract award. I will do my best to base my recommendation for contract award solely upon the evaluation criteria in the solicitation and each Proposer's response. Committee Member Signature Printed Member Name Date Please sign and return this form to Kim Wilson immediately upon receipt. Best Regards, Kim Wilson RFP Facilitator City of Costa Mesa Tel: (714) 754-5062 Fax: (714) 754-5040 Email: kimberly.wilson&costamesaca.gov INTERVIEW EVALUATION Evaluation Criteria Maximum Score Grasp of the project Requirements including 15 Points Identification of critical Elements and key issues. Approach and Work plan for the project, 25 Points Including innovative Approaches Qualification and experience Of the Project manager, other 25 Points Key individuals Communication skills of Personnel 20 Points Quality of the overall Presentation 15 Points Subtotal Response to key questions Points Total COMMENTS: Rated By: ATTENTIVE LISTENING SKILLS • Be motivated to listen • If you must speak, ask questions. • Be alert to nonverbal cues. • Let them tell the story. • Do not interrupt when they are speaking. • Fight off distractions. • Do not trust your memory. (We will have a recorder at these interviews) • Listen with a goal in mind. (I.e. how well will I work with these people.) • Look at them in the eye. • React to the message, not the person. • Don't get angry. • Remember, it is impossible to listen and speak at the same time. Poor listeners tend to concentrate on what they have to say rather than on what their counterpart is saying, and they use their listening time preparing for their next turn to speak. • Listening is not a passive role for this acquisition. CITY OF COSTA MESA I S Grasp of the Project a. Describe your understanding of the City's Payroll Services. b. Describe your understanding of the Costa Mesa and your relationship with them. c. To be successful, should the scope of the project be limited to the scope of services requirements? If not, what else should be included and why? 2. Approach and Work Plan a. Describe your approach and work plan for creating a transition with the city's including specific deliverables. b. What are the issues that you have experience in past implementations? c. Describe the City's responsibilities, requirements, supporting efforts needed in meeting your effort and delivery of services. d. What is the normal support you provide to clients with similar contracts (i.e., technical support for implementation/integration and trouble shooting of services)? Is this reflected in your schedule of cost? e. Describe your support outside of our primarily requirements. f. How will you comply with the city during emergency situations? g. Are you willing to be flexible with your schedule? If so, how will that affect your cost? 3. Qualifications and Experience a. Describe your firm's competence, support staff, turnover and willingness to adjust to specific needs. b. Of contracts that you have been awarded in the past, what percent have stayed within the proposal cost? Briefly describe the reason(s) for cost deviation on other similar projects/services. c. Describe one or two engagements where your firm may have had difficulty and explain why. How was it resolved? d. Is any portion of this service sub -contracted out? e. In order to facilitate the financial responsibility, City of Costa Mesa will request and evaluate Dun & Bradstreet (D&B) business analysis report form the prospective firm. If the financial information available through D&B is not sufficient to complete a satisfactory review will your firm offer to bring its latest completed comparative financial statement? 4. Please describe any additional cost as it relates to response time, emergency call outs and any other items we need to be aware of. DATE (Reference Name) CITY OF COSTA MESA 77 FAIR DRIVE, P.O. BOX 1200, COSTA MESA, CA 92628-1200 FINANCE DEPARTMENT PURCHASING The City of Costa Mesa is in the review and evaluation process from a Request for Proposal we have submitted for has put your company down for references. Please fill out the attached forms and fax back to my attention no later than My fax # is or you can email me at Thank you in advance for your assistance. If you have any questions regarding the attached please feel free to contact me at Sincerely, Racitator Costa Mesa For City of Costa Mesa Questions of References 1. What type of work did they do for you? • Dollar amount (estimate) 2. How would you rate this consultant, on total cost? 1 — unacceptable 2 3 — acceptable 4 5 — exceptional On Timeliness 1 unacceptable 2 3 — acceptable 3 5 — exceptional On Problem Responsiveness 1 — unacceptable 2 3 — acceptable 4 5 — exceptional On Quality of Services 1 — unacceptable 2 3 — acceptable 4 5 — exceptional On Attitude of Personnel 1 — unacceptable 2 3 — acceptable 4 5 — exceptional Questions of References Continued 3. If you had to go out and bid today for a similar project, would you choose this firm, again? 4. What are the strengths about this firm? 5. What are the weaknesses about this firm? 6. Did they exceed their proposal cost? 7. If so, by how much? 8. If applicable, do you feel that the exceeded costs were justified? Softwarc Licensing Scope of Services Pricing Metrics Payment Schedule NeLoctiaticn Team Checklist for Contract Discussicns 1. A description, including the version number and release date, of all prime and third -party software being purchased. 2. Detail of the ownership rights to the source code and object code -including all enhancements and modifications to the software -as well as technical and functional documentations 3. Stated limitations on who has the right to use the software. 4. Terms for outsourcing of support services for the software. 1. A comprehensive description of the scope of the contract and services that will be provided during implementation. 2. The process for adjusting the scope of services. 1. The pricing/licensing metric used to determine the cost of the services. 2. The user pricing formula 3. Price protection for each unplanned service hour. 4. The fixed hourly rate and total cost of the implementation services. 1. Terms and conditions for release of payment to the vendor for the software. 2. Terms and conditions for release of payment to the vendor for each of the implementation services. 3. The method that the vendor will use to track and report receivables. 4. The predetermined time frame for payment to the vendor. 5. The procedures for resolving disputes over invoiced amounts. 1. Considering placing the source code in escrow. 2. Ensure that all rights of usage apply to the third -party products as well as the base software. 3. Obtain recent versions of the functional, technical, and end-user documentation 4. Include a copy of the original RFP as exhibits to the contract. 5. Outsourcing protection clause. 1. Construct language in the contract that details the scope of services for the services. Make reference to the original RFP and SOW. 2. Develop a clear change control process that details the procedures for amending or modifying the scope. 1. Negotiate terms that make the most long-term economical sense for the city 2. Watch for hourly rate increases for services that are outside of the current scope of the contract. Negotiate a cap on the hourly rate for such services. 3.Request hourly rates and total cost for each of the services being provided by the vendor, including the training, change management, process re-engineering, data conversion, and interface development. 1. Avoid paying on standard invoicing terms. Develop a results -based agreement in which you only paid when a product or service is accepted. 2. No large deposits for implementation services. Clearly link the project timeline to the payment schedule and tie all payments to acceptance of a specific deliverable or major milestone. 3. Define the time frame for paying the vendor once a deliverable is accepted. 30 days. 4. Develop performance incentives and penalties that are manageable and meaningful. 5. Negotiate a holdback of payment for each milestone. 6. Release the final milestone payment, including holdbacks, after the full system, as described in the SOW, has been delivered, installed, tested and Procedures and Qualifications for Acceptance of the System System Warranty Maintenance and Support NeLoetiatien Team Checklist for Contract Discussicns 1. The definition of acceptance of cacti project milestone. 2. The procedures for accepting each deliverable. 3. Clearly defined responsibilities for acceptance. 4. The process for resolving issues that prevent acceptance. 1. The start and end of the warranty period. 2. The term and scope of the vendor's warranty obligation. 3. The definition of acceptable performance of the system after it is implemented. 1. The provisions of the maintenance agreement including bug -fixes and version upgrades/uploads. 2. The term of the maintenance period. 3. The response time within which the vendor must respond to a problem. 4. The type of technical support received as part of the maintenance agreement. 5. The acceptable uptime of the system 1. Specify acceptance test criteria for all major deliverables including the installation of the off - the -shelf -software, customized training documentation, interface development, data conversion, and the final system. 2. Use the SOW as a basis for developing the acceptance criteria. 3. Final acceptance should relate to the successful operation of the entire system -including how it performs on the hardware. 4. Define time frames for conducting acceptance tests that are reasonable. Allow ample time for your implementation team to fully test the system. 5. Clearly define the process for correcting deficiencies and rerunning tests. 6. Define deadlines, review procedures, and responsibilities for acceptance of each deliverable. 1. The warranty period should begin after full and final acceptance of the system. 2. Include a provision that warrants that the software will work in an acceptable manner on the hardware that is being used to run the system. 3. Negotiate a six to 12 month warranty period that not only covers the base software, but also all enhancements, modifications, and third -party applications. 4. Ensure that all bug -fixes are available before the maintenance period begins and are licensed free of charge during the warranty period. 1. Define the types of support like telephone, on- line and on-site support. 2. Ensure that all third -party software is supported by the agreement. 3. Negotiate a service level agreement and escalation procedure for each type of support. Develop the SLAB based on critical and non- critical problems. 4. Require the vendor to provide at least 18 months of support after the release of a new version of the software. 5. Negotiate for the period to begin after the warranty expires. 6. Negotiate a cap on all future maintenance fees. Use a standard index like CPI + 2% NeLoctiaticn Team Checklist for Contract Discussicns Contract Terms hat Should Be Included In the Final Ideas for Negotiating and Conditions 1. The term of the contract and provisions for 1. Develop clearly defined procedures for Term and Termination extending the time frame creating new work -orders or extending the 2. The circumstances under which vendor or contract beyond the originally agreed upon term. we can terminate the agreement. 2. Maintain the flexibility to terminate, with or 3. The lead-time to terminate. without cause, at anytime during the project. 4. The procedures for developing a transition 3. Clearly define what constitutes cause such as plan. violation of the warranty agreement or any other 5. The responsibilities of each party should material breach of the contract. termination occur. 4.Construct terms that allow us to receive a portion of our investment back should the project end prematurely. 5. Request delivery of all documentation developed up to the point of termination. 6. Clearly define the length of the transition period. 7. Ensure that all terms and conditions in the contract remain in effect during the transition period. Dispute 1. The process for resolving disputes between 1. Identify a process for resolving and elevating Resolution the vendor and the City of Costa Mesa. disputes that is reasonable, manageable, and 2. The time frames and terms for raising efficient. Define the types of issues that should be issues. resolved at the project management, senior management, and legal level. 2. Provide the vendor with a structured forum for communicating and resolving issues. Liability and 1. Limitations on liability including 1. Negotiate a limit on the vendor's liability that Remedies restrictions on punitive and consequential is reasonable and practical. Bond performance damages. 2. Litigation and financial remedies should not be 2. Comprehensive remedies for material and the only form of recourse. Develop remedies that non -material breeches of the contract terms are enforceable and motivate the vendor to and conditions. comply with the original contract terms. EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all OFFICE MAX 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all C2 REPROGRAPHICS SERVICES 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all ARC 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all ORANGE COUNTY FAST PRINT 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all SIR SPEEDY 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all PS/PUBLISHING SERVICES 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all RICOH 1 - unacceptable 3 - acceptable 5 - exceptional WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: Includes ability to provide the requested scope of services, the Proposer's Financial capacity, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: REFERENCE CHECKS This section provides a summary showing a list of respondent with their responses to the City's reference check. 06/12/2012 Reprographic Services CONTRACTOR OFFICE MAX, INC COUNTY OF ORANGE PUBLISHING C2 REPROGRAPHIC SERVICES Respondent CITY OF FONTANA No Response CITY OF ORANGE No Response COAST COMMUNITY COLLEGE No Response Received Received Received Printing our recreation brochure -City of Irvine -Children & Family C2 has provided the CCCD with a -City of Anaheim What type of work did they do for you? Full Service Printing -City of Vancouver Commission variety of reprographic services. -City of Irvine -superior Courts of These include blueprints/drawings, California bound print documents, CDs and delivery of plan & prints to contractors. Annual Cost $149,000 $15,000 plus/year How would you rate this consultant on 5 4 4 total Cost? On Timeliness? 5 4 5 On Problem Responsiveness? 5 4 4 On Quality of Service? 5 4 5 On Attitude of Personnel? 5 5 4 Everyone from desk clerks, printing room personnel and delivery drivers are friendly & courteous. If you had to go out and bid today for a Yes Yes Like the city the CCCD has checked similar project, would you choose this the rates and servcies of other local firm again? repro companies & has found C2 to be highly competitive. What are the strengths about this firm? -Competitive cost They have great customer service. Personnel are well trained & client -Good Communication They do their best to make the oriented. A sense of teamwork is -Knowledgeable Employees customer happy. apparent. What are the weaknesses of this firm? None. I'm completely satisfied with their They have such wonderful customer The CCCD is large with a district services service, our policy is no one is to go office & three campuses. Some billing straight to the County, and they still accounts and delivery sites have been accept printing req's from non confused in the past, but they have purchasing personnel. always worked with us to rectify the issue. Did they exceed their proposal cost? No No We work on a project basis, not a single P.O. They are always willing to provide estimates on all services & if we question a billing, they work it with us. If so, by how much? N/A N/A N/A If applicable, do you feel the exceeded N/A N/A In some cases, yes. Sometimes when costs were justified? billings were reviewed, errors were CCCD's, sometimes C2's (see question about weaknesses) Additional Comments PROPOSAL EVALUATION SCORES This section provides a matrix of individual's scores and their comments based on the proposal being reviewed. A team evaluation meeting was held to discuss scoring and comments among the panel members. REPROGRAPHIC SERVICES 1 2 Totals Qualifications of Entity and Key Personal ARC 3 4 7 9 175 C2 Reprographics Services 5 4 225 Office Max 5 4 9 225 Orange County Fast Print 2 2 4 100 County of Orange PS 3 5 8 200 RICOH 3 3 4 4 3 7 7 d Services 6 175 Sir Speedy ARC 175 60 Approach to Providing t 3 C2 Reprographics Services 4 3.5 8 75 Office Max 5 4 9 90 Orange County Fast Print 2 2 4 40 County of Orange PS 2 5 7 70 RICOH 3 4 7 70 Sir Speedy ARC 3 Price Proposal 3 2.5 3 6 6 55 300 C2 Reprographics Services 5 3.5 9 425 Office Max 3 3 6 300 Orange County Fast Print 2 2.5 5 225 County of Orange PS 4 5 9 450 RICOH 3 1 3.5 7 325 Sir Speedy 3 4 200 Innovative and/or Creative Approaches ARC 1 2 3 4 60 82.5 C2 Reprographics Services 3.5 6 Office Max 4 3.5 8 112.5 Orange County Fast Print 0 2 2 30 County of Orange PS 1 3 4 60 RICOH 3 4 7 105 Sir Speedy 2 2 4 60 PROPOSERS PROPOSALS RANK ARC 595.00 5 C2 Reprographics Services 807.50 1 Office Max 727.50 3 Orange County Fast Print 395.00 7 County of Orange PS 780.00 2 RICOH 675.00 4 Sir Speedy 490.00 6 Reprographic Services ARC C2 Reprographics OFFICE MAX Orange County County of Orange RICOH Sir Speedy Raters Services Fast Print PS 1 QUALIFICATIONS: QUALIFICATIONS: QUALIFICATIONS: INNOVATION: -City experience -Limited City -No local gov't -Presented various experience references options APPROACH: -Detailed transition plan included INNOVATION: -Significant use of technoloav 2 PRICE: QUALIFICATIONS: -Can't do a lot of - Very Professional what the City needs PRICE: -Among the Lowest Bidders INNOVATION: -Great use of technolociv Reprographic Services 7 Reprographic Services Approach to Providing the Requested Scope of Services r� 140- 120 40 120 k 100- 80- LO 0080LO N � 60 V iL CO cn a N � m 40 L t � � CL o r O o 0 �j 0 o 20CD Ix U c � O Cn N i 0 U i Flw� Q v O O v N 0 Reprographic Services Reprographic Services Reprographic Services INTERVIEW EVALUATION SCORES This section provides a matrix of individual panel scores and their comments based on the interview phase. A discussion is held after all interviews to the implementation phase, workforce transition along with monitoring and oversight for a better understanding of success REPROGRAPHIC SERVICES Interview Scores 2 Grasp of Project 3 Totals Office Max, Inc. County of Orange Publishing Services 4 5 5 5 4 13 195 5 15 225 C2 Reprographics Services 5 4 5 14 210 Office Max, Inc. 5 4 5 14 350 County of Orange Publishing Services 5 4 5 14 350 C2 Reprographics Services 5 5 10 250 Office Max, Inc. Qualification and experience 5 5 5 15 375 County of Orange Publishing Services 5 5 5 15 375 C2 Reprographics Services 5 5 5 15 375 Office Max, Inc. en 5 5 4 14 280 County of Orange Publishing Services 5 5 5 15 300 C2 Reprographics Services 4 4 5 13 260 Office Max, Inc. Quality of the overall Presentation 3 4 4 11 165 County of Orange Publishing Services 5 5 5 15 225 C2 Reprographics Services 3 5 5 13 195 PROPOSERS Interview Proposal Totals Office Max, Inc. County of Orange Publishing Services C2 Reprographics Services 1365.00 727.50 2092.50 1365.00 780.00 2145.00 1290.00 807.00 2097.00 - REPROGRAPHIC Office Max SERVICES 2 -Offering City free 3 Rater 1 -Offer a complete office solutions approach and 1 % warehousing space for return on expenditure documents -No rush fees for jobs -Web-based ordering of services -Public entity who understands the business -Significant municipal experience. 2 -Well done, good -Great customer service -Excellent expertise/experience -Excellent knowledge of City presentation and needs experience. -Would provide training -Customer oriented. 3 -An additional 1 % rebate -Costa Mesa -More work, more rebate? w/web-based system company -Are their printing services -Daily pick up & delivery -Very flexible national contracts? -No extra costs for additional -Can do Doc work. Imagining. Reprographic Services Reprographic Services Reprographic Services Reprographic Services Reprographic Services 9W Interview INTERVIEW MATERIALS This section provides the material that was uses by the proposers in the interview phase to show the interview panel. RESEARCH This section has any research that was done after accomplishing the Contracting Committee Council Policy 100-6 Reports. CENTRAL SERVICES DIVISION BUSINESS REVIEW Based on FY 2007/08 CITY OF HUNTINGTON BEACH FINANCE DEPARTMENT CENTRAL SERVICES BUSINESS REVIEW SUMMARY The Central Services Division is comprised of Procurement, Reprographics, and Mail Operations. The Division manages the daily operations, control and planning of the following functions: Procurement of Goods and Services, Procurement and Administration of Professional Services, Citywide Copier Leasing Program, Procurement Card Program, Fuel Management Program, Mail Operations, Equipment Replacement, Printing, and Copy Machine Management. The table below illustrates the total costs of the Central Services Division as well as the activities managed by this division. Central Central Services Svcs FY 0708 Functions Expenses $ Amount % Spent # of Units Total Central $335,347 $235,130,142 0.14% 8,029 $235,465,489 Services/Procurement Process Requisitions and Purchase Orders (#of trans) Develop specifications Coordinate RFQs Negotiation Contract Preparation Handle Disputes Train of Muni Codes 3.02 & 3.03 Monitor Leasing & Rates Professional Services $89,402 $8,142,026 1.10°/a 128 (#of trans) $8,231,428 Administration Develop and Coordinate RFPs Evaluate proposals Negotiation Contract Preparation Certify of Contracts Verify Scope of work and payment Verify contracts on approved list Maintain Records Ensure Compliance to Muni Codes 3.03 & AR 228 Train on Muni Codes 3.03 & AR228 Providing guidance to bid solicitation process Procurement Card Program $34,958 $1,326,457 2.64% 7,144(#of trans) $1,361,415 Distribution of Cards Set Up Approval Process Monitor Card Usage & Transactions Verify Billing Avg Trans Prepare Reports on Activity Alert ($186) Misuse of Procurement Cards Office Supply Distribution $126,759 $126,759 Monitor Office Supply Distribution Order Office Supplies Verifying Billing Handle Disputes Paper & Envelope Inventory Paper & Envelope Ordering Monitor Vehicle Wash Contracts Reprographics $188,784 2,926,595 (# of impressions) $188,784 Print Shop Management Process Print Request Forms Consultant Folding Color Coping Stapling, Bindery and Graphic Design Copy Machine Management $145,651 $173,159 $318,810 Maintain 42 Copy Machines Monitor Lease of Copiers Verify Payment & Volume Analyzes Total Cost Per Copy Prepare Reports on Activity Mail Operations $15,871 $350,015 4.53% $365,886 Oversee Outsourced Mail Management Services Pick Up & Deliver Mail Process Postage for Utility billing, Business Licenses, Fire Med and City Mail Folding Handle UPS/ Fed EX Receiving & Delivery for 2000 Main Fuel Management & Replacement Program Inventory management Fuel procurement Contract Audits Refill Decisions Quarterly Tax Supply Chain & Administration Spillage Pump repairs On-line development of tanks Verify Cost of Equipment Vehicle Registration & Records GRAND TOTAL $7,431 8944,203 $8,897,618 $254,019,417 0.08% $8,905,049 $254,963,620 The Central Services Division consists of 6 full time employees. The charts shown in this section illustrate the productivity levels for the Central Services Division. 9,000 8,000 7,000 6,000 5,000 4,000 3,000 2,000 1,000 0 Procurement Production Levels Total Transactions Processed and Dollars Spent 03/04 04/05 05/06 06/07 07/08 1. Transaction Processed • 2.Total Procurement Spent in Millions LSU.0 200.0 150.0 100.0 50.0 0.0 In FY 2007/08, the total number of transactions processed by the Central Services Division was 8,029, which is a 3% increase compared to FY 2006/07. The average amount of time this division spent to process material requisitions into purchase orders was 3.5 days. In addition, the total dollars spent in FY 2007/08 with regards to the procurement of goods and services increased by 16% in comparison to the prior fiscal year. 0.0200 -, 0.0180 _ 0.0160 . 0.0140 0.0120 0.0100 0.0080 0.0060 ❑.0040 0.0020 0.0000 Cost Per Procurement & Dollars Saved Per Procurement n 14 O O 7 9 O O [7 p p v G o yr e 07/08 � M � O 4 O 03/04 04/05 05/06 06/07 IN O O O yr e 07/08 13.Cost to procure $1 14.%Saved of $ Spent In FY 2007/08, the cost to procure $1 worth of goods and services increased by 39% in comparison to FY 2006/07. However, the percentage in dollars saved through competitive bidding in FY 2007/08 declined by 94% in comparison to FY 2006/07. 18.65% Procurement Customers FY 2007/08 26.62% 11.92% 5% 71% 3.04% 3.07% 3.70% 2.24% Others 1.15% City Attorney 1.15% Treasury 2.71% Bldg & Safety 6.87% Econ Dev 3.07% Library Svcs 3.70%• Finance 1.51 % Info Tech 3.04% HR 11.92% Fire 13.88% Police 18.66% Public Works 26.62% Comm Svcs The Procurement Customers for FY 2007/08 is illustrated in the graph above. Major customers include Community Services 26.62%, Public Works 18.65%, Police 13.88%, and Fire 11.92%. $18,000,000.00 $16,000,000.00 -$14,000,000.00 $12,000,000.00 -$10,000,000.0 0-$8,000,000.0 0-$6,000,000.0 0-$4,000,000.00 $2,000,000.00- $0.00 Professional Services Professional Services 2004/2005 2005/2006 2006/2007 2007/2008 In FY 2007/08, the total professional services procured were $8.142 million, which was 53% less than the total professional services procured in FY 2006/07. 6 5 4 3 2 1 0 Reprographics Production Levels Reprographics Cost & Production $0.113 $0.102 $0.082 $0.055 $0.056 4. 5' 4.63 3.54 2.93 03/04 04/05 05/06 06/07 07/08 9.# of Impressions (Mil) • 10.Cost per Impression 0.12 0.10 0.08 0.06 0.04 0.02 0.00 In the past five fiscal years, the cost per impression steadily increased from $.055 to $.113 due to increases in costs related to color copiers and the maintenance of citywide copiers. In FY 2007/08, the Central Services Division began managing copier leases on a citywide basis thereby resulting in a 119% increase in rental and maintenance costs in comparison to FY 2006/07. In contrast, the number of impressions decreased steadily in the past four years as more copiers are utilized outside the Reprographics division. In addition, several copiers were replaced with new copiers equipped with scanning capabilities, which enabled departments to scan more documents than in prior years. 0.08% 0.98% 8.19% ® Qty Council ■ Treasury ■ Fire ■ Planning Reprograhics Customers for FY 2007108 19.44% ■ Building & Safety 0 Community Services ■ Human Resources ■ Pblice 5.69% 0.16% k 1.27% 21.49% 1.040A 23.78% © Qty Attorney p City Clerk ■ Econorric Development O Finance ❑ Information Services o Library Services o Public Works The Reprographics Customers for FY 2007108 is illustrated in the graph above. Major customers include Community Services 23.78%, City Clerk 21.49% and Police 19.44%, Library Services 9.73%, and Fire 8.19%. Mail Overations Mail Postage Cost $250,000 yfP � �ry $200,000 $150,000 $100,000 $50,000 $0 03.N04 0405 OY06 06;01 7r;'iri In FY 2007108, the total postage cost increased by 5% in comparison to FY 2006107. 7.1 3.8% 9.59 Mail Operations Customers 1.8% 5'/- 7.1 % 04K --V7 E3 AdAnistration ■ Building & Safety ■ Economic Development O Finance ■ Planning ■ Fblice ■ Others 18.7% 1.5% 19.7% 2.5°/6 5.8% City Clerk o Cormunity Services ■ Fire o Library Services ❑ Public Works p Treasury The Mail Operations Customers for FY 2007108 is illustrated in the graph above. Major customers include Planning 21.6%, Finance 19.7%, and Community Services 18.7%. Surplus Revenue Surplus Revenue a� P $250,000 $200,000 $150,000 - $100.000 ��° 416 h� $50,000 $0 03104 041U5 05!06 06!01 07108 In FY 2007108, surplus revenue increased by 30% in comparison to FY 2006/07. "CUSTOMER SATISFACTION SURVEY" ORGANIZATIONAL TOTALS FOR 5 SURVEYS CENTRAL SERVICE "PURCHASING" • Awareness of your needs: • Legal Requirements (Municipal Code & GoverninQ Document) FY07/08 FY04/05 FY00/O1 11 FY97/98 FY93/94 Excellent 65% 47% 67% 50% 27% Good 31% 32% 24% 41% 68% Average 5% 21% 5% 9% 5% Unsatisfied 4% 3% 4% JF0 IF 3% • Legal Requirements (Municipal Code & GoverninQ Document) • Your financial conditions: FY07/08 FY04/05 FY00/O1 FY97/98 FY93/94 Excellent 45% 58% 68% 45% 39% Good 50% 32% 32% 41% 55% Average 5% 10% 5% 14% 3% Unsatisfied ji3 3% 5% IF 3% • Your financial conditions: • Vendors and contracts performance: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 50% 47% 38% 29% 21% Good 45% 39% 52% 58% 59% Average 5% 14% 5% 13% 17% Unsatisfied 3% 5% IF 3% • Vendors and contracts performance: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 53% 38% 60% 43% 36% Good 42% 50% 30% 50% 58% Average 5% 9% 7% 6% Unsatisfied 3% 10% 11 IF • Courtesy & responsiveness to request: • Timely results on requests: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 96% 79% 86% 85% 69% Good 14% 12% 10% 6% 28% Average 4% 9% 4% 9% 3% Unsatisfied =1 4% 2% 14% —]L__6% 3% Al • Timely results on requests: • Flexibility: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 86% 52% 64% II 59% 39% Good 14% 39% 14% 25% 42% Average 4% 9% 8% 9% 19% Unsatisfied 4% 2% 14% —]L__6% 3% Al • Flexibility: • Quality of Good and Services purchased: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 75% 52% 82% 50% 39% Good 17% 33% 10% 41% 43% Average 4% 12% 4% 6% 18% Unsatisfied 4% 2% 4% 3% Al • Quality of Good and Services purchased: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 50% 47% 59% 38% 27% Good 50% 47% 32% 53% 59% Average 6% 9% 9% 9% Unsatisfied ji • Price of Goods and Services purchased: • Provides clarity ofpurchasing policy: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 46% 36% 67% 26% 21% Good 54% 58% 19% 61% 61% Average j 9% 9% 9% 13% Unsatisfied 4% 3% 5% 4% 91 • Provides clarity ofpurchasing policy: • Assure supply of items/expediting: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 57% 47% 33% 33% 28% Good 39% 44% 52% 53% 47% Average j 6% 10% 10% 19% Unsatisfied 4% 3% 5% 4% 6% • Assure supply of items/expediting: • Maintains/Reduce prices: FY07/08 11 FY04/05 FY00/O1 j FY97/98 FY93/94 Excellent 48% 47% 33% 42% Good 52% 50% 52% 42% 70% Average j 3% 10% j 13% j 30% Unsatisfied 5% IF3% ±7 • Maintains/Reduce prices: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 35% 36% 40% 32% Good 65% 46% 55% 45% 75% Average 18% 23% 25% Unsatisfied 5% • Maintain ethical standards: • Develop new supplier(s) FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 91% 76% 90% 67% Good 9% 24% 5% 23% 89% Average 28% 23% 5% 10% 11% Unsatisfied II ji • Develop new supplier(s) Innovation of materials, system: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 47% 24% 44% 21% Good 53% 53% 50% 48% 66% Average 28% 23% 6% 31% 34% Unsatisfied II II Innovation of materials, system: • Assure customer satisfaction: FY07/08 11 FY04/05 FY00/O1 j FY97/98 FY93/94 Excellent 28% 32% 29% 33% Good 44% 48% 71% 52% 45% Average 28% 20% j 15% 52% Unsatisfied • Assure customer satisfaction: FY07/08 11 FY04/05 FY00/01 11 FY97/98 FY93/94 Excellent 71% 56% 71% 50% Good 29% 38% 29% 44% 71% Average 6% 6% 29% Unsatisfied • Demonstrate professionalism: CENTRAL SERVICE "REPROGRAPHICS" • Awareness of your needs: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 71% 71% 82% 73% 5% Good 29% 26% 14% 24% 90% Average 7% 3% 4% 4% 10% Unsatisfied j 3% j j 3% 71111 CENTRAL SERVICE "REPROGRAPHICS" • Awareness of your needs: • Outside printing services: FY07/08 FY04/05 FY00/01 FY97/98 11 FY93/94 Excellent 59% 70% 71% 45% 27% Good 41% 21% 19% 48% 68% Average 9% 10% 7% 5% Unsatisfied 43% 11 • Outside printing services: • Courtesy & responsiveness to request: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 50% 37% 53% 27% NA Good 43% 56% 42% 69% NA Average 7% 7% 5% 4% NA Unsatisfied j 3% j j 4 NA • Courtesy & responsiveness to request: FY07/08 FY04/05 FY00/01 I FY97/98 11 FY93/94 Excellent 83% 88% 86% 11 74% 69% Good 17% 9% 9% 16% 28% Average 5% 6% j 3% Unsatisfied j 3% j j 4 • Timely results and turnaround time on print request: • Flexibility: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 65% 73% 76% 65% 39% Good 24% 21% 19% 29% 42% Average 11% 3% 5% 3% 19% Unsatisfied 3% 3 NA • Flexibility: • Quality of the rinished product: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 69% 79% 76% 62% 39% Good 31% 15% 24% 35% 43% Average 5% 6% 3% 18% Unsatisfied NA • Quality of the rinished product: • Assure customer satisfaction: FY07/08 FY04/05 FY00/01 I FY97/98 11 FY93/94 Excellent 76% 94% 90% 11 74% JF NA Good 26% 6% j 10% 26% NA Average 5% 3% 3% NA Unsatisfied NA • Assure customer satisfaction: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 56% 82% 76% 71% Good 39% 15% 24% 26% 71% Average 5% 3% 3% 29% Unsatisfied • Demonstrate professionalism: CENTRAL SERVICE "MAIL OPERATION" • Awareness ofyour needs: FY07/08 FY04/05 j FY00/01 FY97/98 FY93/94 Excellent 72% 79% 85% 77% 27% Good 28% 18% 10% 19% 90% Average 12% 3% 5% 3% 10% Unsatisfied 6% 4% NA CENTRAL SERVICE "MAIL OPERATION" • Awareness ofyour needs: Outside mail services: FY07/08 FY04/05 FY00/O1 FY97/98 FY93/94 Excellent 41% 49% 73% 52% 27% Good 41% 43% 18% 39% 68% Average 12% 8% 9% 9% 5% Unsatisfied 6% 4% NA Outside mail services: • New locations for mail delivery and nick up: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 27% 51% 50% 50% NA Good 47% 43% 50% 43% NA Average 26% 6% 11% 7% NA Unsatisfied 4% NA • New locations for mail delivery and nick up: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 40% 40% 42% 35% NA Good 40% 53% 47% 46% NA Average 20% 7% 11% 15% NA Unsatisfied 4% NA • Mailroom personnel's courtesy & responsive to request: • Timely results on requests: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 47% 84% 91% 69% 69% Good 35% 11% 5% 25% 28% Average 18% 5% 4% 6% 3% Unsatisfied 6% • Timely results on requests: • Flexibility: FY07/08 FY04/05 FY00/O1 FY97/98 FY93/94 Excellent 41% 64% 86% 60% 39% Good 35% 36% 10% 37% 42% Average 18% 6% 4% 3% 19% Unsatisfied 6% • Flexibility: • Provides clarity ofAdministrative Regaulation 502 "Inclusion ofprinted materials with Water Bill" FY07/08 FY04/05 FY00/01 I FY97/98 11 FY93/94 Excellent 47% 50% 50% 11 42% 39% Good 18% 44% 45% 11 45% 43% Average 35% 6% 10% 13% 18% Unsatisfied • Provides clarity ofAdministrative Regaulation 502 "Inclusion ofprinted materials with Water Bill" FY00/01 FY97/98 FY93/94 Excellent 58% 29% NA Good 42% 65% NA Average 6% NA Unsatisfied NA • Assure customer satisfaction: • Demonstrate Professionalism: FY07/08 FY04/05 FY00/01 I FY97/98 11 FY93/94 Excellent 41% 51% 59% 11 61% JF - Good 41% 49% 36% 32% 71% Average 12% 9% 5% 7% 29% Unsatisfied =1 6% DNAil • Demonstrate Professionalism: CENTRAL SERVICE "SALVAGE" • Awareness of your needs: FY07/08 FY04/05 FY00/01 I FY97/98 11 FY93/94 Excellent 47% 57% 77% 11 63% 26% Good 41% 34% 18% 11 30% 90% Average 12% 9% 5% 7% 10% Unsatisfied 10% DNAil CENTRAL SERVICE "SALVAGE" • Awareness of your needs: • Methods of disposal: FY07/08 FY04/05 FY00/O1 FY97/98 11 FY93/94 Excellent 18% 30% j 31% 52% 26% Good 55% 29% 50% 40% 68% Average 27% 41% 19% 8% 5% Unsatisfied 10% DNAil • Methods of disposal: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 18% 29% 23% 38% NA Good 36% 36% A 54% 50% NA Average 36% 35% 23% 12% NA Unsatisfied 10% DNAil • Transfer to another department: • Courtesy & responsiveness to request: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 20% 27% A 29% 11 38% NA Good 50% 33% 11 50% 46% 11 NA Average 30% 40% j 21% 12% j NA Unsatisfied =1 9% IF j 4% j NA • Courtesy & responsiveness to request: • Timely results on request: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 36% 56% 81% 67% 69% Good 45% 31% 13% 30% 28% Average 10% 13% 6% 3% 5% Unsatisfied 9% • Timely results on request: • Flexibility: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 18% 56% 81% 52% 39% Good 64% 25% 6% 33% IF 42% Average 9% 19% 13% 15% 19% Unsatisfied 9% • Flexibility: • Assure customer satisfaction: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 45% 27% 69% 52% 39% Good 27% 47% 25% 36% 43% Average 18% 26% 6% 12% 18% Unsatisfied 10% • Assure customer satisfaction: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 27% 31% 69% 60% Good 55% 56% 25% 28% 71% Average 18% 13% 6% 12% 29% Unsatisfied 11 • Provides clarity of salvage policy: • Demonstrate Professionalism: FY07/08 FY04/05 FY00/01 FF 97/98 FY93/94 Excellent 9% 29% 40% 35% NA Good 64% 43% 47% 52% NA Average 27% 21% j 7% 13% j NA Unsatisfied 7% 11 6% 1 NA • Demonstrate Professionalism: CENTRAL SERVICE "MANAGEMENT" • Overall Purchasing Management: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 20% 56% 75% 60% 45% Good 60% 38% 13% 32% 90% Average 20% 6% 6% 8% 10% Unsatisfied 6% CENTRAL SERVICE "MANAGEMENT" • Overall Purchasing Management: Overall Reprographics Management: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 65% 66% 70% 59% 45% Good 35% 34% 25% 38% 47% Average 5% 3% 8% Unsatisfied Overall Reprographics Management: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 54% 80% 70% 68% 38% Good 46% 20% 30% 32% 44% Average 18% Unsatisfied • Overall Mail Management: • Overall Salvage Management: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 38% 45% 60% 50% 36% Good 58% 52% 40% 46% 56% Average 4% 3% 10% 4% 8% Unsatisfied 4% 4% • Overall Salvage Management: • Contract Management Program FY07/08 11 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 18% 17% 11 40% 52% 23% Good 47% 62% 11 50% 35% 45% Average 35% 17% 10% 9% 32% Unsatisfied 4% 4% • Contract Management Program • Managers courtesy and responsiveness to request and questions: FY07/08 Excellent 31% Good 44% Average 25% Unsatisfied 65% • Managers courtesy and responsiveness to request and questions: • Provides clarity of policy: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 70% 63% 65% 69% 55% Good 26% 34% 30% 28% 34% Average 4% 4% 5% 11% Unsatisfied 40/. j • Provides clarity of policy: CENTRAL SERVICE "CONTRACT MANAGEMENT PROGRAM" • Contract Manual: FY07/08 FY04/05 FY00/01 FY97/98 FY93/94 Excellent 43% 52% 42% 48% 28% Good 43% 42% A 42% 42% II 47% Average 14% 6% 11% 10% 19% Unsatisfied IF 5% ��6% CENTRAL SERVICE "CONTRACT MANAGEMENT PROGRAM" • Contract Manual: • Procurement Workflow Process: FY07/08 Excellent 40% Good 40% Average 20% Unsatisfied • Procurement Workflow Process: • Contract training workshops: • HB First Annual Contract Training 05 FY07/08 Excellent 40% Good 60% Average Unsatisfied • Fundamentals Training (06/07) FY07/08 Excellent 25% Good 75% Average Unsatisfied • RFP Process Training (08) FY07/08 Excellent 50% Good 25% Average 25% j Unsatisfied IF- 11 • Contract training workshops: • HB First Annual Contract Training 05 FY07/08 Excellent 40% Good 60% Average Unsatisfied • Fundamentals Training (06/07) FY07/08 Excellent 25% Good 75% Average Unsatisfied • RFP Process Training (08) • Selection Training (08) FY07/08 Excellent 20% J Good 70% 11 Average Unsatisfied 10% • Selection Training (08) • Contract Administration Training (08) FY07/08 Excellent 30% Good 70% Average Unsatisfied FY07/08 Excellent 14% Good 86% Average Unsatisfied • Contract Administration Training (08) FY07/08 Excellent 30% Good 70% Average Unsatisfied • Policies and Procedures on SIURFnet • Professional Services Bud, -et Process FY07/08 Excellent 22% Good 72% Average 6% Unsatisfied 7% • Professional Services Bud, -et Process FY07/08 Excellent 27% Good 53% Average 13% Unsatisfied 7%