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HomeMy WebLinkAboutR-25-05 Konica MinoltaRESOLUTION NO. R-25-05 A RESOLUTION OF THE CITY OF SEBASTIAN, FLORIDA, APPROVING A PIGGYBACK CONTRACT WITH KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC FOR OFFICE EQUIPMENT; ADOPTION OF RECITALS; PROVIDING FOR CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, pursuant to Chapter 287, Florida Statutes and City of Sebastian Code of Ordinances Section 2-10, whenever advantageous to the City, the City may utilize bids that have been awarded or under contract by the state, county, or other governmental agencies; and WHEREAS, Konica Minolta Business Solutions U.S.A., Inc. has an existing contract under Sourcewell (national public procurement cooperative) effective through April 19, 2025 (with one (1) additional one (1) year renewal period), see attached "Exhibit A," that the City of Sebastian is seeking to piggyback for the purchase of the above -referenced office equipment: copiers, printers, software, and specialty products; and WHEREAS, the City finds that at this time, it is in the City's best interest to enter into an agreement to contract between Konica Minolta Business Solutions U.S.A., Inc., and Soureewell, see attached "Exhibit B," for office equipment: copiers, printers, software, and specialty products when advantageous to the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA: SECTION 1. RECITALS. The above recitals are hereby found to be true and correct and are hereby adopted as the legislative intent of the City of Sebastian, Florida. SECTION 2. AUTHORIZATION. The City of Sebastian, Florida hereby authorizes the piggyback contract referenced above for the purchase of services specified in this Resolution, and authorizes the Mayor or his designee and the City Clerk, as attesting witness, on behalf of the City to issue purchase orders to Konica Business Solutions U.S.A., Inc. in an amount not to exceed $25,000.00, for office equipment and services under the agreement attached hereto as "Exhibit A" and the City's supplemental agreement attached hereto as "Exhibit B." SECTION 3. CONFLICTS. If any section, sentence, phrase, word, or portion of this Resolution is determined to be invalid, unlawful or unconstitutional, said determination shall not be held to invalidate or impair the validity, force or effect of any other section, sentence, phrase, word, or portion of this Resolution not otherwise determined to be invalid, unlawful, or unconstitutional. SECTION 4. SCRIVENER'S ERRORS Sections of this Resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager or designee, without need of further action by the City Council by filing a corrected copy of same with the City Clerk. SECTION 5. EFFECTIVE DATE. This Resolution shall become effective immediately upon adoption by the City Council. The foregoing Resolution was passed for adoption by Council Member Dodd , was seconded by Council Member Nunn and upon being put to a vote, the vote was as follows: Mayor McPartlan aye Vice Mayor Jones aye Council Member Dixon aye Council Member Dodd aye Council Member Nunn aye The Mayor thereupon declared this Resolution duly passed and adopted this 26th day of February ,2025. ATTEST. eanette Williams, City Clerk 2 CITY COUNCIL OF THE CITY OF SEB TIAN, F O D/ DA Bob McPartlan, Mayor = _ Approved as to form and Legality: Jei ' er Cockcroft, Esq., City Attorney Docusign Envelope ID E98389D0-FE45-4678-934C-7FD49A78B2C1 PIGGYBACK AGREEMENT FOR SERVICES BETWEEN THE CITY OF SEBASTIAN AND KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., Inc. THIS AGREEMENT is made and entered into on February 26, 2025 by the City of Sebastian, a municipal corporation of the State of Florida, (hereinafter referred to as "CITY") and Konica Minolta Business Solutions U.S.A., Inc., (hereinafter "VENDOR"). WHEREAS, Sourcewell has previously entered into a contract with Vendor to provide office equipment: copiers, printers, software, and specialty products on April 22, 2021 (attached as Exhibit A hereto); and WHEREAS, the City of Sebastian wishes to enter into a like contract with the Vendor under the same terms and applicable conditions as that prior agreement entered into by Sourcewell to provide office equipment: copiers, printers, software, and specialty products services and other related tasks as may be assigned by the City; and WHEREAS, Chapter 287, Florida Statutes and purchasing procedures of the City of Sebastian grant the authority to piggyback the purchase of goods and services as a form inter- governmental cooperative purchasing in which a public purchaser requests competitive sealed bids, enters into a contract, and arranges, as part of the contract, for other public purchasing units to purchase from the selected vendor under the same terms and conditions as itself in order to take advantage of the better pricing that large purchasers are able to obtain in order to reduce administrative time and costs involved in the procurement process (i.e., cost of preparing bid specifications, advertising, etc.); and WHEREAS, the City of Sebastian has determined that in this circumstance, piggybacking onto a contract entered into by Sourcewell is the most economically advantageous way to procure these goods and services. NOW THEREFORE, in consideration of the mutual covenants, terms, and provisions contained herein, the parties agree as follows: 1. TERM The initial term shall expire on April 19, 2025. This Agreement may be renewed for one (1) additional one (1) year period, if the renewal option is exercised by Sourcewell. 2. GENERAL PROVISIONS All other terms and conditions of the contract and any amendments thereto entered into between Sourcewell and the Vendor referenced above will be applicable to this agreement Procurement (Rev. 06/2024) Pagel of Docusign Envelope ID E98389D0-FE45-4678-934C-7FD49A78B2C1 unless specified herein. 3. NOTICES All notices and demands shall be sent U.S. Certified Mail, return receipt to: M►I; Kristen McKenna, Director, Government Contracts Konica Minolta Business Solutions, U.S.A., Inc. 100 Williams Dr Ramsey, NJ 07446 Kristen.McKennae.kmbs.konicaminolta.us 4. PUBLIC RECORDS CITY OF SEBASTIAN: Brian Benton, City Manager City of Sebastian 1225 Main Street Sebastian, FL 32958 IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT JEANETTE WILLIAMS, THE CUSTODIAN OF PUBLIC RECORDS AT 772-388- 8215 OR EMAIL JWILLL4MS(a),CITYOFSEBASTIAN.ORG CITY OF SEBASTIAN,1225 MAIN STREET, SEBASTIAN, FLORIDA 32958 5. VENDOR AGREES TO COMPLY WITH PUBLIC RECORDS LAWS. SPECIFICALLY TO: A. Keep and maintain public records required by the public agency to perform the service. B. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. D. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains Procurement (Rev. 06/2024) Page 2 of 5 Docusign Envelope ID: E98389D0-FE45-4678-934C-7FD49A78B2C1 public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Procurement (Rev. 06/2024) Page 3 of 5 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 IN WITNESS WHEREOF, the parties hereto have through their duly authorized representatives, approved and executed this Agreement as of the date set forth below. ATTEST: ATTEST: L?�DocuSigned byW MC City Clerk For the use and reliance of the City of Sebastian only. Approved as to form and legal sufficiency. Dmuftned by: ockcroft, Esq. City Attorney KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC. By: aDftftW. Umd Director, Government Contracts Date: 2/19/2025 CITY OF SEBASTIAN, FL By: L�eu8igned by: Manager Date: 2/28/2025 1 10:58:43 AM EST Procurement (Rev. 06/2024) Page 4 of 5 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 EXHIBIT A Soureewell Aereement Procurement (Rev. 06/2024) Page 5 of 5 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 10 C U'� vif e u r 11 CONTRACT EXTENSION Contract Number: 030321-KON Sourcewell and Konica Minolta Business Solutions 202 12th Street Northeast 1595 Spring Hill Rd Ste 410 P.O. Box 219 Staples, MN 56479 Vienna, Virginia 22182-2228 (Sourcewell) (Vendor) have entered into Contract Number: 030321-KON for the procurement of: Copiers, Printers, and Multi -Function Devices with Related Supplies, Accessories, and Services The Contract has an expiration date Of 2025-04-19 , but the parties may extend the Contract by mutual consent. Sourcewell and Vendor acknowledge that extending the Contract benefits the Vendor, Sourcewell and Sourcewell's Members. Vendor and Sourcewell agree to extend the Contract listed above for an additional period, with a new Contract expiration date of 2026-04-19 . All other terms and conditions of the Contract remain in full force and effect. Sourcewell _�4 DocuSigned W. S�AYfA' A'75ON4814nature Jeremy Schwartz Name Chief Operating and Procurement Officer Title 3/12/2024 18:42 AM CDT Date (Docuftned by: A :ftA 0 Kristen McKenna Name Director, Government Contracts Title 3/18/2024 16:57 AM EDT Date Rev.7/2022 1 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 030321-KON EIZZ `'� , Solicitation Number: RFP #030321 CONTRACT This Contract is between Sourcewell, 20212th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Konica Minolta Business Solutions U.S.A., Inc.,1595 Spring Hill Road, Suite 410, Vienna, VA 22182 (Vendor). Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada. Sourcewell issued a public solicitation for Copiers, Printers, and Multi -Function Devices with Related Supplies, Accessories, and Services from which Vendor was awarded a contract. Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts (Participating Entities). 1. TERM OF CONTRACT A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below. B. EXPIRATION DATE AND EXTENSION. This Contract expires April 19, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor. C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract. 2. EQUIPMENT, PRODUCTS, OR SERVICES A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above. Vendor's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract. Rev. 10/2020 Docusign Envelope ID. E98389DO-FE45-4678-934C:-7FD49A7862C:1 030321-KON All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor's product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity's site. This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed. B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and that all Vendor -branded equipment and products are free from defects in design, materials, and workmanship. Third -party branded equipment and products are covered exclusively by the terms of the third -party manufacturer's warranty. In addition, Vendor warrants that Vendor -branded equipment and products will perform in accordance with the manufacturer's specifications, and the services will be performed in a professional, workmanlike manner, in accordance with industry standards as described in the statement of work. Vendor's dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer's warranty that is effective past the expiration of the Vendor's warranty and can be transferred will be passed on to the Participating Entity. Vendor's entire liability for any warranty claim shall be for Vendor to repair or replace the defective Equipment and/or Products or re -perform the deficient Services, or, if Vendor fails to correct such defect or deficiency within thirty (30) days of notice of a claim, to void the invoice for the defective Equipment or Product or deficient Services. Vendor shall have no obligation with respect to a warranty claim (i) if notified of such claim more than thirty (30) days after the Product in question was delivered or the Services in question were first performed or (ii) if the claim is the result of third -party hardware or software failures, or the actions of Participating Entity or a third party. THIS SECTION SETS FORTH THE ONLY WARRANTIES MADE BY VENDOR. VENDOR HEREBY DISCLAIMS ALL OTHER WARRANTIES, CONDITIONS OR UNDERTAKINGS, EXPRESS OR IMPLIED, STATUTORY OR OTHERWISE, INCLUDING, BUT NOT LIMITED TO, THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor's authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time -to -time and is incorporated into this Contract by reference. It is the Vendor's responsibility to ensure Sourcewell receives the most current version of this list. Rev. 10/2020 2 Docusign Envelope IU: E98389DO-FE45-4678-934C-7F049A78B2C1 030321-KON All Equipment, Products, or Services under this Contract will be priced as stated in Vendor's Proposal. When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity's requested delivery location. Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase. A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities. Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition. Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity. B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax - exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity. C. HOT LIST PRICING. At anytime during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract. When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line -item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below. Rev. 10/2020 3 Docusign Envelope ID. E98389DO-FE45-4678-934C-7FD49A78S2C1 030321-KON Hot list program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot list Pricing must be published and made available to all Participating Entities. 4. PRODUCT AND PRICING CHANGE REQUESTS Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must: • Identify the applicable Sourcewell contract number; • Clearly specify the requested change; • Provide sufficient detail to justify the requested change; • Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and • Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged. A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and be incorporated by reference. S. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities. The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity's authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Participating Entity's use of this Contract is at the Participating Entity's sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source. Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities Rev. 10/2020 4 Docusign Envelope ID: E98389DO-FE45A678-934C-7FD49A78B2C1 030321-KON to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract. B. PUBLIC FACILITIES. Vendor's employees may be required to perform work at government - owned facilities, including schools. Vendor's employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures made available to Vendor prior to the commencement of services, and all applicable laws. 6. PARTICIPATING ENTITY USE AND PURCHASING A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract. Vendor's acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity. B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Vendor, such as job or industry -specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract. C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement. Rev.10/2020 Docusign Envelope ID. E98389DO-FE45-4578-934C-7FD49A78B2C1 BMPJ I MISPL D. TERMINATION OF ORDERS. Participating Entities may terminate an unfulfilled order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events: 1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased; 2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity's requirements; or 3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity and such breach continues for a period of 30 days after written notice and opportunity to cure. E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity's order will be determined by the Participating Entity making the purchase. 7. CUSTOMER SERVICE A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for: • Maintenance and management of this Contract; • Timely response to all Sourcewell and Participating Entity inquiries; and • Business reviews to Sourcewell and Participating Entities, if applicable. B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information. 8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made). The Report must contain the following fields: • Customer Name (e.g., City of Staples Highway Department); • Customer Physical Street Address; • Customer City; Rev.10/2020 6 Docusign Envelope ID: E98389DO-FE45-4678-934C:-7FD49A78B2C1 030321-KON • Customer State/Province; • Customer Zip Code; • Customer Contact Name; • Customer Contact Email Address; • Customer Contact Telephone Number; • Sourcewell Assigned Entity/Participating Entity Number; • Item Purchased Description; • Item Purchased Price; • Sourcewell Administrative Fee Applied; and • Date Purchase was invoiced/sale was recognized as revenue by Vendor. B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee. The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor's name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above "Attn: Accounts Receivable" or remitted electronically to Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter. Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract. In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract's expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date. 9. AUTHORIZED REPRESENTATIVE Sourcewell's Authorized Representative is its Chief Procurement Officer. Vendor's Authorized Representative is the person named in the Vendor's Proposal. If Vendor's Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing. Rev.10/2020 Docusign Envelope 10 E98389DO-FE45-4678-934G-7FD49A78B2C1 RX&IN►UO 10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract. Audits will be subject to reasonable conditions Vendor may impose to protect the confidentiality, integrity, and availability of its data and systems, will be conducted during Vendor's normal business hours, with reasonable advance written notice to Vendor, and with minimal disruption to Vendor's business. B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assignor transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld. C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties. D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it. E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22, the terms of Articles 1-22 will govern. F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master -servant, or principal -agent. 11. LIABILITY Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any third -party claims or causes of action, including reasonable attorneys' fees, for bodily injury, including death, or real or tangible property damage arising out of the performance of this Contract by the Vendor or its agents or employees to the extent caused by the negligence (or greater culpability) of Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Vendor's indemnification obligations under this section are conditioned upon Rev.10/2020 Docusign Envelope ID: E98389DQ-FE45-4678-934C-7FD49R78B2C1 31 10 4 ,{61►` the indemnified party: (i) promptly notifying Vendor of any claim in writing; and, (ii) cooperating with Vendor in the defense of the claim. Vendor is not liable to Sourcewell or Participating Entities under this Contract for any indirect, incidental, special, punitive, exemplary, or consequential damages (including, without limitation, damages for interruption of services, loss of business, loss of profits, loss of revenue, loss of data, or loss or increased expense of use), whether in an action in contract, warranty, tort (including, without limitation, negligence), or strict liability, even if the parties have been advised of the possibility of such liabilities. 12. GOVERNMENT DATA PRACTICES Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract. If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request. 13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT IrAI►111414tA0111201:2_43 1 1. Grant of License. During the term of this Contract: a. Sourcewell grants to Vendor a royalty -free, worldwide, non-exclusive right and license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell's relationship with Vendor. b. Vendor grants to Sourcewell a royalty -free, worldwide, non-exclusive right and license to use Vendor's Trademarks in advertising and promotional materials for the purpose of marketing Vendor's relationship with Sourcewell. 2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively "Permitted Sublicensees") in advertising and promotional materials for the purpose of marketing the Parties' relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees. 3. Use; Quality Control. a. Sourcewell must not alter Vendor's Trademarks from the form provided by Vendor and must comply with Vendor's removal requests as to specific uses of its trademarks or logos. Rev. 10%2020 9 Docusign Envelope ID E98389DO-FE45-4678-934C-7FD49A78B2C1 030321 -KON b. Vendor must not alter Sourcewell's Trademarks from the form provided by Sourcewell and must comply with Sourcewell's removal requests as to specific uses of its trademarks or logos. c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party's Trademarks only in good faith and in a dignified manner consistent with such party's use of the Trademarks. Upon written notice to the breaching party, the breaching parry has 30 days of the date of the written notice to cure the breach or the license will be terminated. 4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor in violation of applicable patent or copyright laws, except to the extent the violation of applicable patent or copyright laws was caused by Sourcewell, a Participating Entity, or a party under their direction or control. Vendor's indemnification obligations under this section are conditioned upon the indemnified party: (i) promptly notifying Vendor of any claim in writing; and, (ii) cooperating with Vendor in the defense of the claim. S. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed catalog of vendors which may be used until the next printing). Vendor must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell's written directions. B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract. C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract. D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services. 14. GOVERNING LAW, JURISDICTION, AND VENUE Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota. Rev.10j2020 10 Docusign Envelope ID E98389DO-FE45-4678-934C-7FD49A78B2C1 030321-KON 15. FORCE MAIEURE Neither party to this Contract will be held responsible for delay or default other than payment obligations, caused by acts of God or other conditions that are beyond that party's reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default. 16. SEVERABILITY If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed. 17. PERFORMANCE, DEFAULT, AND REMEDIES A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows: 1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties. 2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have 30 calendar days to cure an outstanding issue. 3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed will be borne by the Vendor. B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default: 1. Nonperformance of contractual requirements, or 2. A material breach of any term or condition of this Contract. Written notice of default and a reasonable opportunity to cure (not less than 30 days) must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non -defaulting party may: Rev.10/2020 11 Docusign Envelope ID. E98389DO-FE45-4678-934C-7FD49A78B2C1 03032 l -KON + Exercise any remedy provided by law or equity, or + Terminate the Contract or any portion thereof, including any orders issued against the Contract. 18. INSURANCE A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better, with coverage and limits of insurance not less than the following: 1. Workers' Compensation and Employer's liability. Workers' Compensation: As required by any applicable law or regulation. Employer's Liability Insurance: must be provided in amounts not less than listed below: Minimum limits: $500,000 each accident for bodily injury by accident $500,000 policy limit for bodily injury by disease $500,000 each employee for bodily injury by disease 2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office ("ISO") Commercial General Liability Form CG0001(2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products -completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract. Minimum Limits: $1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury $2,000,000 aggregate for Products -Completed operations $2,000,000 general aggregate 3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non -owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001(2010 edition or newer), or equivalent. Minimum Limits: $1,000,000 each accident, combined single limit Rev. 10%2020 12 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 030321-KON 4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers' Compensation, Commercial General Liability, and Commercial Automobile. Minimum Limits: $2,000,000 5. Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Vendor's security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data — including but not limited to, confidential or private information, transmission of a computer virus, or denial of service. Minimum limits: $2,000,000 per occurrence $2,000,000 annual aggregate Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default. B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 20212th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. Vendor agrees that renewal certificates must be provided within ten (10) days after inception of the renewal policies and will be issued by Vendor's insurance broker(s). Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract. C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to include Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor's commercial general liability insurance policy with respect to liability arising out of activities, "operations," or "work" performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsements) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds. Rev. 10J2020 13 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self -insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors. E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self -insured retention. 19. COMPLIANCE A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold. B. LICENSES. Vendor must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Participating Entities. 20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing. Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time. 21. PROVISIONS FOR NON -UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER UNITED STATES FEDERAL AWARDS OR OTHER AWARDS Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the Rev. 10/2020 14 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A7882C1 03032 1 -KON procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. Within this Article, all references to "federal" should be interpreted to mean the United States federal government. The following list only applies when a Participating Entity accesses Vendor's Equipment, Products, or Services with United States federal funds. A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60- 1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated herein by reference. B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis -Bacon Act provisions. C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5). Rev.10/2020 is Docusign Envelope ID. E98389DO-FE45-4678-934C-7FD49A78B2C1 030321-KON Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above. D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that "funding agreement," the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above. E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above. F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency. Rev. 1012020 16 Docusign Envelope ID: E98389DO-FE45-4878-934C-7FD49A78B2C1 030321-KON G. BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31 U.S.C. § 1352). H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed. I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition. K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor's discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor's personnel for the purpose of interview and discussion relating to such documents. L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring Rev. 10/2020 17 Docusign Envelope ID. E98389DO-FE45-4678-934C-7FD49A78B2C1 03032 1 -KON solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. 22. CANCELLATION Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days' written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor's Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation. Sourcewell Konica Minolta Business Solutions U.S.A., Inc. By: Oftuftned W. By: DocuSigned by: Jeremy Schwartz Kristen McKenna Title: Chief Procurement Officer Title: State and Cooperative Contract Manager Date: 4/19/2021 1 9:49 AM CDT Date: 4/22/2021 1 10:31 AM EDT Apr, DOCUSIOMd W. By:E Chad Coauette Title: Executive Director/CEO 4/22/2021 1 9:51 Am CDT Date: Rev.10/2020 18 Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 RFP 030321 - Copiers, Printers, and Multi -Function Devices with Related Supplies, Accessories, and Services Vendor Details Company Name: Konica Minolta Business Solutions U.S.A., Inc. 1595 Spring Hill Rd Address: Suite 410 Vienna, VA 22182 Contact: Scott Mccool Email: smccool@kmbs.konicaminolta.us Phone: 303-941-9746 HSTM 13-1921089 Submission Details Created On: Tuesday January 12, 2021 09:39:32 Submitted On: Wednesday March 03, 2021 09A2:28 Submitted By: Nitzia Payne Email: statebids@kmbs.konicaminolta.us Transaction #: 213eada9-67f0-461c-8324-d5e04967ec9d Submitters IP Address: 100.15.33.218 Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. S YD f' c i l t, "' ZI * !� 0 " S & /, i I P c, "', 11 — , , I G e i i e r a i I i i is�l i ts o i i }Cis i S f 11 11 L ie Lit,{ C i o 10 � i a; l i e s l � k 1 1 u 6 1 r i I et, y 9 �,JU,lch aodltion�d documen,�s to yout [oSpoi)s0',Vith0Jt sAtbt*WUVe rf"sponse Da ilot leavc, allswotc: rIflonk, mark 1,46, if VW dUl,"S*tioll 00(�S T)Ot ap"fly to yot I (pv(-,A,,=rably Witt I Lill ex[Amli I th i)z I), Line I Question Response Item Proposer Legal Narne (and Konica BuSin(-I'Ss SOIW3U-'1S U.S.A. Inc (Konica, lAnorta) ;pplicabte 6'bla, if any), 1 2 Proposer Address: 1595 Spring Hill Rend, Surle 410, Vienna, VA 22182 3 Proposer websile address: Lis 4 Proposer's Authorized Kristen McKenna, State and Cooperative Contract Manager Representative (name, title, 1595 Spring Hill Road, Suite 410 Vienna, VA 22102 address, email address & phone) kfistcti.inckerna@knit)S,kofl!("a,.iiinotta.us (The representative must have 7103-760-3551 aultionly to Sign the "Proposer's, ASSUfance of Compliance" o!i behaff of the proposer alldin the c-vow of award, v.,W be expected to execute the resultmq contract) 5 Proposers primary contact for this proposal (name. title, address, cruail address & phone)� !6 Prop' oser's other contacts for this, proposal, d' any (narrip, title, ;address, email address & phone,) Kristen McKenna, Stag; and Cooperative Contract Manage!, 1595 Spring Hill Road. Suite 410 Vienna, VA 22102 703-760-3551 Scott McCoof Manager of Nation at Cooperat;ve, Sates 1 1595 Spring Hii! Road, Suite 410 Vrnnna. VA 22182 sr)xCOoI@kMbs kawcamiriolla us303-941-9746 Nilzio Payne Stale and Cocporistivo Conlract Specia;'ist 1595 Spring Hill Road, Suite. 410 Vienna, VA 22182 ripayre@kmbs konicarninolla. Lis 703-637-15,10 Table 2. Company Information and Financial Strength lftsponse" Item 7 Provide a b,ief histor.,, of your company, History -,f ow, Company mc:udinig your company's cure Vok:e$. It all lbegan it,- 1873, wheii Rokusaburo Sugiura began sekng photographic nraterials business philosophy, and m(kistry loncevity in Tokyo By 19DO1, 1hr, connpany had developed its first camera. Japan's 'irsl p!a;,n related to in(, requested equipinon', products paper copier wis introduced in 19711. A rnernor of Konica and klinoltp. was Cil' serviCes accornplished in 2003, creating a corporate giant with wide-ranging expertise in digital, optical and electronic technology. In 2001"', Konica Corporation and Minolta Co- Ltd- who had lizing fostered 1 relafionsfiqi of mutual trust through parinniehips iii tire field of business toC becayne oni, r.onrpanv through nianagenielit PitegraWti with a vimv to g commet ifivem"'S5 -Ilid n',aximizng corooralo, vakies The nev, zoinpany iriode a frosh stail o oc',O)r, 2003 under a new corisorate syst(,in con"Prlsed of a hoidtnn conpanv, busmc<;,,-, companies and common function companies, reo-ganizelion ,trod intt:,,gr,Wjon of tho bus�ness units vviftrn the groom In 2,013 lhi-, (iiou,;., managernetir system of our cornpany rec'ganized and th(„ conlpeilv nairlu, ch,'ttqed to Konica Njitrolt,,, Iric, Konica Mii,o!la U.S A kic is a subsidiary (,if K,;nica Minolta inc, Wi0c: Konroa Mnofta had nifenialned a holdint i comp an 1 � system� since its inception in 200',f. sevem companies In in(, Efun;lp %veffll merged in ApH 2013 as part of a reorganization of the management system, Under jr)is nev,, stroctiro, tfw company's trade. Ilaine was chmmed to Konmi tkiiofla, Inc. Bid Number: RFP 030321 Vendor Name: Konica Mincifta Business Solutions U.S.A- Inc, Docusign Envelope ID: E98389Db-FE45-4678-934C-7FD49A78B2C1 from Konica Minolta Holdings, which indicated a pure holding company status. This reorganization aimed to accelerate various initiatives designed to increase corporate value by enhancing management capabilities in the Business Technologies Business, facilitating strategic and agile utilization of management resources, and building systems to support efficient operation. KONICA MINOLTA TODAY Konica Minolta is a leader in enterprise content management, technology optimization and cloud services. Our solutions help organizations improve their speed to market, manage technology costs, and facilitate the sharing of information to increase productivity. Operating as a Complete Solution Provider, we hold and manage numerous contracts with top rated FORTUNE© 1000 Companies, as well as smaller and mid- sized corporations and businesses around the country. Konica Minolta is also a successful contractor to many federal, state and local public sector agencies. in support of our numerous public sector customers, we have a dedicated contract, sales and marketing office located near our Nation's Capital. We are continually recognized as an Innovator in the Imaging Technology field, and as the Industry benchmark for all customer support. Konica Minolta sells and services the products we manufacture, ensuring we have the resources to properly support our customers In both the products we sell and the services we provide. By capitalizing on the financial strength of our $10 billion organization, Konica Minolta possesses every capability necessary to become an effective and efficient business partner. We cultivate and maintain effective strategic partnerships with numerous solutions manufacturers, allowing us to present innovative and comprehensive programs that meet and, more often, exceed the expectations of client workgroup administrators. Innovative Solutions to Give Shape to ideas Operating as a Complete Solution Provider, we hold and manage numerous contracts with top rated FORTUNE® 1000 Companies, as well as smaller and mld-sized corporations and businesses around the country. Konica Minolta is also a successful contractor to many federal, state and local public sector agencies. We are continually recognized as an innovator In the Imaging Technology field, and an Industry benchmark in customer support. Our Philosophy and Core Values The Creation of New Value We believe in bringing the Ideas of customers and society to life through innovation and contributing to the creation of a high -quality society. We're determined to be a company vital to humanity by providing exciting innovation that exceeds expectations. We're committed to being a company that stands firmiy In the tracks of our values even in difficult times with a solid and quality business base, ensuring we remain courageous and ready to provide new value in the face of any challenge. This is the reason Konica Minolta exists. And what guides everything we do as a company. It is our goal to identify the values that our customers and society as a whole, seek — and then do what we can do to meet those needs. Vision - Possessing a mindset that drives us to best serve and improve the quality of society in all our activities, we are determined to become a company that is vital to global society by providing excitement that exceeds the expectations of ail. Our 8 Values are the essence of our innermost beliefs and define how we go about our business and act towards all our partners. They articulate what we stand for and direct our decision making. • Open and Honest Customer -centric Innovative • Passionate • inclusive and Collaborative • Accountable 8 What are your company's expectations in the Konica Minolta expects to continue to provide Sourcewell with a contract scope that event of an award? allows its clients to implement office technologies, software and services that support their digitalization and digital life cycle initiatives. As a current supplier with over $20M of annual sales to participating agencies, this Sourcewell award will continue to be marketed as a powerful contract to achieve Konica Minoita's public sector goals. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. % ifral is }'ors Cinadloin market shark, for the solutions that vou are proposing? 12 Has your business petitioned for trankruploy, piotectican ? if be, explain in detail. 13 Flov, is your organizalion best described. is it a manufaGluier, a or a service provider? Answer wh'chever question (,either i) or bk lust below! best applies to your orgamzrition- a F If your company is best describe- as a (or similar entity). provide your writion aLghonzation to act as a distrib�itor/dealerireselit)r for the manufacturer of the products proposed in this RFP, If applicable, is your dealer network independent or culmpany owned? bi If your company, is best desc,nbed as a nkanufaclurerfar strvice provider, descrim, your relationship will,, your sales and servvce fa rce and oitfi you!' deail.:nc,,,work in deiivering tire pfoducis and seivices, proposed in this RFP. An, these individuals your employees, or in(, employees of a third party? 1.11 !if applicable, provide a detailed explanation the ticenses and certifications Irilt are both required to be heW, and a(%)Efl;y ne'd, by yow orgarlization (inc!ijd';ng third oarties and that you uso) in pursur, of the business, contemplated by this JRFP4 Provide all "Suspensirin or Debarment infoation that has applied to your organization during the past ten years, Cine lOuostion Item i 'p , i0o, A", rrs,k't sf,,,vo ?s 7 �ma5Kel, 12 �3' ,Krinrca Mlnoita Cal,, provicic, our solutions thfoogh our direct cf,�anf,,e r� Canada 1010 too not track iazvkel share for the proposed solutions in Canada Nor a Not applicable, b. Our products ano services are offered nationwide by more than 813 representatives of 125 dirai,.t sales locations, 10oreover, 300t authorizod dealers v,rth approxirrialbly 10,00' rerpresf,Fntatrves cover all 50 Sla'aS an(I Lmdefsland the local markets ,-,,here thel, sell, deliver and provide services Each ties elaconshfps vl:ith 'tie schcols, locai a0vemments, universifies, rion-profiles and other padic' pntinq entities - many of which are CUrrent customers, Those relationships 1,,avv greatly assisted in delivering Our PrOdUCtS and services of the prev;ous Konica tAinolta-held Sourceweli contract and will continue to do so fori this award. Konica Minolta is committed to providing our mutual clients mth to world class service program that com,plemen's our advanced product line. ShoLfld Konica tvlinoltr, exlend this contract to Canadian panicipating agencics, Konica Minolta covers most (may be limited in remote tocations) rif ttae torritor", ithrouciti 12 cerect brim-hei and a 100t dealer nr,!wclk, I - Not applicable. Krrnic;,,,,,i Minolta hac sera, had any contracts torininated by either partv prior to the end of the contract lerni in Ilru, preceding ten (10) years to the best of our knowledge, M EaO Bid Number: RFP 03032 1 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope 1D: E98389DQ-FE45.4678-934C-7FD49A78B2C1 16 Describe any relevant industry awards or Industry Recognition recognition that your company has received in the past five years Nikkei Environmental Management Survey Ranked #1 of 413 companies for the 2nd consecutive year in the 19th annual Nikkei Environmental Management Survey, an evaluation of sustainability initiatives in environmental and business management. Brand Keys #1 Brand for Customer Loyalty in the MFP Office Copier Market by Brand Keys for fourteen consecutive years Dow Jones Sustainability World Index DJSI World — ninth consecutive year DJSI Asia Pacific - twelfth consecutive year RobecoSAM Awarded Industry Leader for the second consecutive year Gold Class 2019; a global distinction for corporate sustainability, by RobecoSAM, an Investment specialist focused exclusively on Sustainability Investing, based in Switzerland. Carbon Disclosure Project (CDP) Konica Minolta has secured a position on the Japan 500 Climate Disclosure Leadership Index (CDLI) for the fifth time, for disclosing extensive carbon emissions & energy data -exemplifying a high level of transparency. Product Recognition Buyers Laboratory LLC Awarded BLI 2021 A3 Line of The Year Award Awarded BLI 2021 Winter A3 Pick and Outstanding Achievement Awards Buyers Laboratory LLC All Covered, a Division of Konica Minolta was named the 2020-2021 Pacesetter for Managed IT Services. Buyers Laboratory LLC Awarded BLI 2021 Inaugural BLI Color Consistency Awards for A3 Device Families 17 What percentage of your sales are to the For the 12-month periods ending July 2018, July 2019, and July 2020, the percent governmental sector in the past three years of Konica Minolta's Direct Channel business (excluding service) in the KMBS- defined Government sector accounted for 9.9%, 9.3%, and 10.60A of overall revenue respectively. 18 What percentage of your sales are to the For the 12-month periods ending July 2018, July 2019, and July 2020, the percent education sector In the past three years of Konica Minolta's Direct Channel business (excluding service) in the Education sector accounted for 9.8%. 10.4°%, and 8.8% of overall revenue respectively. 19 List any state, provincial, or cooperative AEPA purchasing contracts that you hold. What is • 2020 - $21,908,242 the annual sales volume for each of these • 2019 - $27,877,950 contracts over the past three years? • 2018 - $32,353,669 KPN interactive White Boards • 2020 - $99,078 2019 - $192,265 • 2018 - $288,824 NASPO ValuePolnt • 2020 - $32,766,869 • 2019 - $30,768,495 • 2018 - $32,163,999 Konica Minolta also currently holds a contract with Region 4 ESC, powered by OMNIA Partners for copiers and related products and services that was not effective until June 2020, as well as a KPN contract for security cameras that was awarded In January 2020. Region 4 ESC, powered by OMNIA Partners — 2020 — $114,794 KPN Security Cameras — 2020 — $158, 164 • 2020 - Konica Minolta currently holds 47 Statewide Contracts within the following States: AZ, AR, AL, AK, CA, CO, CT, FL, HI, IA, KY, MD, MA, MI, MO, MS, NE, ND, NV, NM, NJ, NY, OH, OK, PA, SC, SD, TX, LIT, VT, WA, WI Sales data is available upon request. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Line llonl 21 Supply leference In fort 'nal I() t -I from three customers viho an'� obg6le to bril Sourcewe!i patticipatinc; emlulies' Entity Name Contact Name Phone Number North Kansas City Schools jStacy Swenson, Director of Purchasino 816-321-445() Dallas Colki�gt- 110aria Gar/a, CASP, Senior Drectot Purchasino 972-860-4009 St,"i-vice's �Qty of filj"Sion voejo iSherry Misrrifietd, Administrative Services Analyst 949-470-Y)59 Table 5: Top Five Government or Education Customers njulucuill, efit VI -ripe, trie 51die *r prwriffue umr-arlmj 15 till bi;Vpw-wf life Z>14U wi UdWsclutiviltb), cul'if, wiffiYA volumes from the past three years. Entity Name I Entity Type State I Province, Various Public Government Califo-nia CA Sector EnIiIies Various Publ'c Government No-,%, York - NY Sector Enotfo,, i jVariocas Public Government Florida - FL Sector Entities VahOUS PUbf;C, Government Texas - TX Sector Entities Various Public Government Illinois - IL Sector Entities •It Scope of Work Size of Transactions' Dollar Volume Past Three iYears MFPs, Printers, Solution,,. ECNI, Rartues from, $50 S2NI ----------- -- S1(i7,097,662 Protessionai Services, NIPS. Wide Forma% 3D. Classroom, 11 Services, Sec-urity Ca"Iteras, Managed Voicc- MIF-Ps. Printers, SOILKOOnS, EC1,1, Ranges from $50 - 52M -'�71 828.160 Pmfessronaf Services, NIPS, Wide Forrnai, 3D. Ciassroorn, 1T Services, Security Cameros, Managed Voice MFPs, Printers, Solutions, EGG, Ranges from S50 - $21v9 ',;58173�158 Professional Services, MPS, Wide Format, 3D. Classroom, H Services- Security Cameias, Man aced Voice 11,*Ps, Printers. Solutions, EC1,11, fbilrjes from $50 - S2M $51,3n,,073 Professwal Services, MRS, Widis Formal, 32t, Classroorn Services, Security Can-teras. fvlanaqed V6ce MFPs, Printers, Solutions, ECt,,l, Rarijes from $50 - S2104 S-12,309,903 Professional Services, %11PS, Wide Fortriat, 3D, Classroom, 11 Services, SeCUMY CafunUAS, Managed Voice Describe YOUT. company's capability to nroet the needs of Sourcewell parlicipating entities across the US arid Canada, as applicable. Your response should address In detaill at least the following areas: focations of voui network of sales -and service pmviders, the number of workers (futl-time equivalents) involved in cacti sector, v,,hether these vvovkers, are YOUr direct employees for employeesofa third party), and any overlap between the sales and service functions, Line Question Item Re s po n s e Bid Number: RFP 033321 Vendor Name: Konica Mitiolia Business Solutions U,SA. Inc. Docusign Envelope ID: E98389D0-FE45-4678-934C:-7FD49A78B2C;1 23 Sales force Our products and services are offered nationwide by more than 125 direct branch sales locations, and by approximately 300 Konica Minolta authorized dealers. This network is responsible for both the sates and service of placed products and services. We have over 813 representatives nationally to support this contract with our direct branches, and over 10,000 authorized dealer employees. We maintain 12 national distribution centers. including a major distribution warehouse complex in Brooks, Kentucky, just minutes from a central UPS shipping hub, conveniently allowing us to serve the document production and management needs of client companies throughout North America in a minimum amount of time. Specific to the public sector vertical and this contract award, Konica Minolta employs a Public Sector Sales Team comprised of a National Director of Government Sales, Manager of National Cooperative Sales, 2 Regional Director of Government Sales, and 11 Government Account Managers. The Government Account Managers are responsible for all public sector sales including state, local, education and federal. These individuals work closely with our direct branches and dealers to educate them on the contracts and assist with participating agencies within their designated territories. The State Contracts Department is responsible for the overall management and compliance of all of our state and national cooperative contrails. Our contracts department manages over 54 state contracts nationally and its national cooperative contracts. 24 Dealer network or other distribution Konica Minolta is committed to providing participating agencies with a world -class methods. service program that complements our advanced product line. We have gone to great lengths to establish a nationwide service program that is effective, simple to manage and efficient In delivering comprehensive service, while also achieving our overall goals of increased reliability and customer safisfacdon. To meet these goals, Konica Minolta has Invested vast resources Into the development of a service maintenance and support program that Is recognized by many experts as the best In the industry. All of our branches and dealers will sell and service in their assigned territories. They will be responsible for upholding all terms, conditions and pricing of the contract, and selling In a professional manner to all participaUng agencies. They will be responsible for Installing equipment and training the clients on the use of the equipment. After Installation, they will be responsible for service on the equipment installed. Ail Konica Minolta authorized dealers are contractually bound to uphold all pricing terms and conditions of Konica Minolta held contracts. Konica Minolta will hold quarterly meetings with our sales and servicing branches and dealers to discuss the contract, issues, sales progress and performance. We have included a list of all of our direct branches and authorized dealer locations that provide support from technical services to installation and training. 25 Service force. Reliable, Centralized Service Dispatch Systems Konica Minoita's proposal to you includes a centralized service call request process that will ensure timely response to all service requests. While Konica Minolta utilizes a vast network of service providers, the service call process has been standardized, through the Konica Minolta's GCS (GLOBAL CLIENT SERVICES), located in our bizhub customer care centers In Oldsmar, Florida and Phoenix, Arizona. The GCS is staffed 24 hours a day, 365 days per year, with trained customer support professionals. They ensure each customer receives consistently high levels of service in a simple to manage manner. All your locations will be provided toll -free and web - based access to the GCS, in order to simplify the process of requesting service for your fleet. Users can initiate a service call either through the dedicated toll -free hotline or www.MyKMBS.com. our interactive fleet management site, from anywhere at any time. Upon receipt of a service request, a Customer Support Representative enters all machine and call related information into the Konica Minolta SAP -based Service Management system, which automatically creates a unique service ticket and Immediately notifies the assigned Konica Minolta branch technician or Authorized Dealer dispatcher of a new service call. Within 1 hour of receipt of call, the technician or dispatcher will contact the requestor to confirm call receipt and provide an estimated time of arrival. Upon compiefion of all service calls, the technician "doses" the call In SAP, which gathers details regarding the call, including response lime, machine volume and service issue for future reporting. 26 Describe in detail the process and Every participafing agency is unique. Order processes, shipping and installation will procedure of your customer service vary based on the client's specific needs. Your Konica Minolta Account Management program, if applicable. Include your Team will tailor an order process around how you conduct business, to make response -time capabilities and equipment acquisition as seamless as possible for all locations. Typically, the Major commitments, as well as any incentives Account Management Team or local sales and service provider will first assist in that help your providers meet your stated analyzing the actual needs of the location and then recommend a right -sized solution service goals or promises. for the environment. Order documents will then be prepared for either purchase or Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID: E98389DQ-FE45-4678-934C-7FD49A7862C1 lease and submitted directly to your dedicated Major Account Management Team. Konica Minolta or Dealer administrators will then process the order through our SAP - based operations system. Orders are usually entered into our system within 24 hours of receipt of proper order documentation. Within 10-14 business days, the order will be shipped from a Konica Minolta Regional Distribution Center to a staging area for pre -installation activities. The local Konica Minolta Administrator will then coordinate a delivery and installation schedule with the local end user location, our drivers will deliver on set date, a technician will follow within four hours after the delivery to install and our local trainer will call to schedule training. Orders for consumable supplies can be placed through our web -based fleet management tool, www.MyKMBS.com or by toll -free phone number. Upon receipt of an order request from a client the Konica Minolta Major Account Representative will process the requested order as follows: • Requested order is immediately input from the order- processing center through the Konica Minolta Corporate Order Entry System • Within 24 hours an Order Number is generated against the order input • Within 24 hours inventory is checked for availability at the Branch Servicing Center (BSC) • Upon confirmation of Inventory availability, a serial number is assigned to the order • Upon assignment of serial number, the schedule ship date/delivery date is confirmed • Upon shipping, an invoice number is immediately generated • Upon shipping confirmation, oration, the unit (s) is entered Into the KM SAP System, which is the database/software that supports the Global Client Services (GCS). Upon entry into SAP, the unit(s) is immediately scheduled for technical setup at the customer location. Ail of the order information from time of order input is tracked by the Konica Minolta branch administrator and assigned Konica Minolta Account Representative. The order entry system is an enterprise wide system offering available access from any KM desktop or networked laptop as well as remote dial up access. Hours of operation Konica Minolta's Direct branch employees with be available between the hours of 8- 5. Additional assistance during normal business hours and after hours can be obtained through our Global Client Services (GCS). Konica Minotta's Global Client Services (GCS) Is staffed 7 x 24 hours/day 365 days/year. Problem identification and Resolution Multiple Departments are involved with Business Process Flow for problem identification and resolution, These departments are - Global Client Services (GCS) — Creates the Service Notification in SAP Printer Support — Works with Customer to Resolve or Escalate the Service Notification Service Operations — Provide Replacement Parts to Repair Equipment Branch / Dealer — On -site Service Support The Printer Support Group will triage any issues with the following steps: "MOBILE" Service Notifications directed to Printer Support Routed via Contact to Advisor to triage the problem If Problem Resolved — Close service notification in SAP If Problem Escalated — On site support required. Printer Support works with customer to make sure problem is resolved to customer satisfaction. Printer Support Advisor updates notes in SAP such as • Describes Problem Resolution • TAP (Telephone Assistance) Priority • Updates SAP service notification information Customer up and running — SAP updated and the service notification is closed. Global Client Services Ail calls regarding equipment, supplies, consumables, software solutions, and help desk support will go through our Konica Minolta Global Customer Support Center. Konica Minolta utilizes two centralized, service dispatch operations as part of our GCS, and they are located in Florida and Arizona. They manage all reporting for our services and follow-up calls. In addition, Konica Minolta accepts calls for the above services via the Internet, and at MyKMBS.com. The GCS has the capability to handle voice calls In English, French and Spanish as well as TTY capabilities for the hearing impaired. We have 24 hours a day / 7 days a week ("241r) support through our Global Client Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID: E98389DQ-FE45-4678-934C-7FD49A78B2C1 Services. Our GCS is staffed 7x24 hourstday, 365 days /year. During normal staffing days, we have as many as 145 agents on the phones handling transactions. Our GCS contact information is 800-456-5664. The email is GCS@kmbs.konicaminolta.us and the fax is 800-967-0410. We understand that answering services, pagers and/or answering machines are not an acceptable means of communication for awarded Contractors. The GCS uses sophisticated staffing algorithms to determine the appropriate number of customer service agents required to handle call volumes. The staffing levels are based on historical information as well as predicted spikes or lulls due to business activity. For after hours, weekend and holiday coverage the GCS utilizes a minimal staffing level that meets our customer's business needs and requirements. During normal staffing days we have as many as 145 agents on the phones handling transactions. The GCS tracks its call volume and utilizes skills based routing to ensure calls are routed to the appropriate agent. On a typical day during the business week, the GCS handles between 5,500 6,000 calls/day. The GCS's average queue time for a service call is 25 - 30 seconds. The caller also is provided options for self-service applications using our telephony routing system as well as via the Internet. Service call information Is Immediately and automatically transmitted to the field technician's hand held device as soon as the service notification is opened in Konica Minolta's service management system. We will also utilize our Professional Services and Support Team. This team is comprised of: 1. Consultants and analysts who are dedicated to understanding the customer's enterprise print environment, and will provide leadership in the areas of assessment methodology development and planning, optimizatlontrationalization analysis and continued monitoring. 2. Architecture Design and Infrastructure Readiness Specialists .who provide technical consulting services and prepare the customer to design, build and support the technical Infrastructure for the recommended solution 3. Deployment Service Team that provide device deployment services to help drive fast and efficient installation activities 4. Technical Support Services who provide knowledge transfer to designated customer core team member through their Insight into the functional process and technical workings of server and device side print software components. bizhub MFDs: • 1 hour guaranteed call back • Minimum 950/6 average fleet uptime • Guaranteed response times bizhub Production Print • 1 hour guaranteed call back • Minimum 98% average fleet uptime • Guaranteed response times bkzhub Printers • Break/Fix-Trouble shooting via phone • Next business day onskte service Expert Support Technicians • Product Certified • Certified on network and software applications • Real time visibility Into available stock • Escalation support from engineers at Systems Solutions & Development (SSD) • Continuous Training Program Client Services Desk (option) • Support for networked multifunctional peripherals, applications & IT environments • Certified System Support Engineers available via Web -based & Toll -Free • Certified Microsoft Partner • Virtual Onsite Support (VOS) for remote updates & troubleshooting MyKMBS Konica Minolta offers participating agencies a unique web -based management - reporting tool, www.MyKMBS.cam, which allows clients to quickly and easily manage the equipment In their fleet. MyKMBS offers the ability to place service calls and order supplies online, as well as run ad hoc fleet management reports, which Include usage, uptime and other valuable data relevant to your fleet. The primary focus of MyKMBS.com is to provide clients with an on -tine service management tool, designed to manage their equipment fleet more efficiently. Additionally, it provides an outlet for Konica Minolta to communicate with clients In a way never before possible. This site provides 24 hour a day, 7 days a week real-time access to all of your Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID. E98389Dp-FE45-4678-934C-7FD49A7862C1 equipment information needs, an offering only available through Konica Minolta. My MyKMBS.com is intended to provide Konica Minolta clients with a unique perspective into their account. This application allows the client to view pertinent, consolidated information that would normally be provided on a manual case -to -case basis. All information provided is real time and accurate information, which is linked directly to the Konica Minolta SAP operating system for seamless information flow. All reports include data on a rolling 90-day period, allowing our clients to view the most up to date information possible. In addition, ail reports can easily be downloaded directly into Microsoft Excel, providing a simple method to sort and retain data. Available reports include: General Fleet Information • Provides an overview of the enfre fleet, including equipment installation dates and service contract coverage dates. • Fleet Uptime Performance • Provides uptime and response time statistics for the entire fleet, including the average monthly copy volume and copies between calls. • Equipment by Location • A customized Inventory report detailing the location of all machines. • Open Service Calls • View a list of all open service tails for the entire fleet, and monitor response times. Konica Minolta also provides a 3 in 30 report, which creates a hot list of problematic machines should a particular unit require more than 3 legitimate service calls in a 30 day period. in such cases, the assigned Technical Manager is automatically alerted to escalate the service issue. Additionally all critical information of the account is turned RED on all display screens throughout the system until the issues have been resolved Escalation Process Konica Minolta has a mull€ -phase escalation process designed to determine the root cause of any failure to achieve service standards. This process is enforced to initiate corrective actions, ensuring that any service failures are promptly rectified, and service is returned to acceptable levels. We empower our people to deliver excellence In service day after day. First Level Support: All first level technical support will be provided by our factory trained and authorized Konica Minolta service technicians. Konica Minolta technicians will be available to provide on -site support to troubleshoot contract related hardware, software, and network Issues. Each technician is fully trained In all aspects of the Konica Minolta products they service, and many have additional network certifications to provide complete support. In addition, all certified technicians maintain direct access to Konica Minolta's Technical Support Team to assist in troubleshooting and problem resolution. Second Level Support: The Konica Minolta Systems Solutions and Development Division (SSD) Wil provide second level support via direct communication with authorized technicians. The primary objective of the SSD is to provide technical and integration -support services to support the technical needs of participating agencies. Upon receipt of inquiry, the SSD evaluates the data it receives to determine trends regarding service, reliability, operation, and safety. The data used comes from problems reported via the hotline, less urgent voice mail, Internet, written communications from field personnel, field surveys, spare parts usage, and reports of on -site visits by Konica Minolta's personnel. If a trend is observed, the matter is referred to the appropriate departments for manufacturing changes, field modification programs, and technical bulletins. Useful serviceability and reliability Information collected from the above sources is immediately available to all authorized service technicians, ensuring they have ready access to all current data to assist In supporting the technical functionality of all equipment installed throughout our clients' sites. Third Level Support: If the SSD is unable to resolve the issue in conjunction with the local systems engineer, the open issue will escalate to Konica Minolta Professional Services (KMPS) for third level review. KMPS is chartered to provide a full spectrum of services to customers in North and South America. These services range from consultation and project management to network design and integration. KMPS is also on -site support for complex issues or anomalies in conjunction with SSD. KMPS is staffed with engineers carrying various industry certifications including but not limited to MCSE I MCSA / CNE / MCNE / Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID: E98389D0-FE45-4678-934C-7FD49A78B2C1 CNI / CCNA / CDIA / SCO / Solaris / AS/400 Systems Manager). All data relating to the issue is escalated to the applicable Konica Minolta engineer. Our engineers will respond on -site upon review of the issue with the required knowledge and expertise. Konica Minolta works with the SSD and on -site customer service personnel to isolate client needs, root cause and implement the required solution set. Advanced Communications: To facilitate the flow of Information between Field Service Technicians and Product Engineering Experts, Konica Minolta has made a large investment in technology solutions for these key representatives. Service Technicians utilize wireless connected laptops and direct -connect cellular phones to instantly access information required to maintain our product. This investment ensures that our field technicians have instant connection capabilities to the full array of Konica Minolta corporate resources, promptly resolving all service Issues. Incentive Programs The Pro -Tech Service Award recognizes Konica Minolta branches and dealers who have demonstrated an exceptional commitment to customer support and satisfaction. The Pro -Tech Service standard is challenging — and the evaluation procedure is rigorous and far-reaching. Konica Minolta Is committed to assuring the highest performance standards across our organization. The Pro -Tech Service Award represents achievement of Konica Minolta's highest standards for branch and dealer service and proficiency. Every element of the service operation is scrutinized, including technical expertise, inventory control, dispatch systems, management skills and customer satisfaction. This rigid standard is the reason our Pro -Tech Award has become such a powerful symbol of dedication and proficiency. Attaining Pro -Tech certification and becoming a member of the elite Pro -Tech group is indeed an honor. How we assess Customer Satisfaction Customer satisfaction is measured using several key metrics that measure the most important elements of our performance from a customer's perspective. For one, customer satisfaction surveys are electronically presented to clients following implementation and periodically during contract with clients. Secondly, we use key performance Indicators to measure our service response time such as: wait time in the KMBS Global Customer Support Center queue, first call back time, response time for a technician to arrive on -site, time to repair, uptime on a machine basis and a fleet basis, MCBF or mean copies (prints) between failures, utilization rates of the MFDs and printers, to name a few key measures. Other measures may be added based on agreed to SLAB. 27 Describe your ability and willingness to The ability and willingness to provide products and services to participating agencies provide your products and services to in the United States Is evidenced in our annual revenue within the public sector and Sourcewell participating entities in the success through other Sourcewell contracts we hold. Our Public Sector Sales Team + United States. will continue to be supported by the teams within over 120 branch and 300 dealer locations. The combination of expertise In public sector sales and the scope of this contract will result in a successful partnership for any participating agency. 28 Describe your ability and willingness to Konica Minolta can provide our products and services through our direct channels In provide your products and services to Canada. If awarded, KMBS will coordinate with our Canadian teams to facilitate " Sourcewell participating entities in Canada. contract sales where possible. 29 Identify any geographic areas of the United None. States or Canada that you will NOT be " fully serving through the proposed contract. 30 Identify any Sourcewell participating entity Konica Minolta is able to fully support Sourcewell nationwide with a majority of our sectors (i.e., government, education, not -for- proposed offerings. Certain Items may be limited to specific markets. profit) that you will NOT be fully serving through the proposed contract. Explain in + detail. For example, does your company have only a regional presence, or do other cooperative purchasing contracts limit your ability to promote another contract? 31 Define any specific contract requirements Ali MFD's included In this proposal are delivered FOB Destination, delivered to the or restrictions that would apply to our customer's requested location within the 48 contiguous states and the District of participating entities In Hawaii and Alaska Columbia. Any orders OCONUS (Outside the Continental US) deliveries are offered and in US Territories. on an Open Market FOB Origin basis. If premium routing is requested, the additional " charge shall be added as a separate item to KMBS' invoice on an Open Market basis. Prices do not include the cost of special equipment or rigging needed for delivery to the customer requested location. Table 7: Marketing Plan Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope 10. E98389D0-FE45A678-934C-7FD49A7862C1 Line Question Item Response 32 Describe your marketing strategy for Konica Minolta's strength in marketing the Sourcewell contract will come from our direct promoting this contract opportunity. branches and expansive dealer network. Our direct sales teams and dealers cover all 50 Upload representative samples of your states and understand the local markets that they sell, deliver and provide services. They marketing materials (if applicable) in have relationships with the schools, local govemments, universities, non -profits and other the document upload section of your qualified entities, many of which are current customers. Those relationships will greatly response. assist in our continued promotion of the Sourcewell contract. Konica Minolta will continue to utilize our corporate marketing department to deploy our Sourcewell marketing strategy. Marketing initiatives will include the following: • internal Email Campaign to Channel Sales Teams — in order to create awareness and expertise to the Sourcewell contract, Konica Minolta will create an internal email campaign that will highlight the benefits of Sourceweil's contract for all participating agencies and for the individual sales reps. The campaign will also spotlight product updates, success stories and the addition of field resource materials. • Konica Minolta - Sourcewell Website — Konica Minolta will continue to maintain a customer -facing website for contract information, pricing catalogs, product information and sales contact information. The website will be used to post contract updates and other customer marketing materials. • Marketing Materials — Konica Minolta will update and maintain contract -specific marketing materials highlighting Konica Minolta and Sourceweli's partnership and benefits to public sector clients. These materials may be customized and made available to Sourcewell for use in Sourcewell marketing publications. We will also co -brand Konica Minolta brochures and sell sheets that will provide features and benefits of Sourcewell and Konica Minolta products that are available on Sourceweil's Contract. • Email Campaign— Konica Minolta will use our public sector database to run email campaigns that will continually bring the Konica Minolta products and services available on the Sourcewell contract to current and prospective customers. • National Conferences and Trade Shows — Konica Minolta will attend government and education procurement conferences and trade shows to showcase our offerings and to promote the Sourcewell contract. Konica Minolta will attend shows like NIGP, ASBO, NAEP, ISTE and any other shows that Sourcewell recommends. Our dealers and branches also attend the many local conferences and expos in their markets to showcase Konica Minolta products, the Sourcewell contract and their local sales teams. Sample marketing materials have been included (Email Campaign, Marketing Flyer) 33 Describe your use of technology and Konica Minolta uses various forms of technology in marketing internally and externally to digital data (e.g., social media, clients. metadata usage) to enhance marketing effectiveness. Internal - We use Konica Minolta's Learning Group to conduct a Government Sales Learn Track that sales teams are assigned. It covers the fundamentals for selling to government and how to discuss cooperative contracts with government buyers and business managers. Additionally, we have created a team track to 'include materials about Sourcewell and will update that material to cover this contract re -award. Sales teams also have access to our internal Government Portal which is located on a website available to all Konica Minolta employees. Available on this site are internal newsletters that share success stories, sales strategies and Konica Minolta related news. We will use this platform to announce the award of the Sourcewell Contract and any other relevant news. Konica Minolta's direct channel uses Brainshark to provide a 20-30 minute sales overview on a monthly basis. On this recorded overview, we will announce the Sourcewell award and provide a short overview of the Sourcewell benefits that we will be introducing to our public sector customers and prospects. Our direct sales force uses a CRM system to collect customer data and uses it in the sales process. That data can also be used in marketing to those prospects using a variety of tools within the system to include email campaigns as previously mentioned in our marketing plan. External - Konica Minolta uses social media platforms such as Facebook, Twitter, Linkedin, YouTube, Pinterest, instagram and Flickr to provide followers information. These platforms will be used to announce a Sourcewell contract award. We also use industry publications to make announcements and promote Konica Minolta and its partners. Konica Minolta has also created the web series GovTV, which includes interviews of industry experts on government solutions. These Interviews will be posted on Konica Minolta's YouTube channel. All of the solutions discussed will be available via the Sourcewell Contract. As previously mentioned, Konica Minolta will maintain a public website for this Sourcewell contract and our other Sourcewell contracts to put information at the fingertips of clients and prospects. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. 35 Are your products or services � ava , iiable through ask e procurement ordering process'? If so, describe your ,e-procurement system and how sgovernniental and educational icustorners have used it, A V lion cz: f.1 ii t )pd Konil""i vecok:zr" lienls or; 0�ddil:on of prouw',,-. and"nl ser'.6ce"', any 0ihe, contrar:l r r, at 11 -,,1 mfc;nna',ion, Customer E-nqa, gements - Konica 10inolta would request assistance from Source ,.�rcll Oil participating agency engagements including answering client questions, prospective ,client meeting,;, contract validation discussions arid any other contract related engagements that require Sourcewell assistance to move, an opportunity forward. Konica Miinolta Training - We would request assistance with Regional and Local 1 Sales Meetings to share Sourcewell's cooperative contram talk track and benefits in lout words. On occasion. we ,vouad ash that SOUrceweil be invoNted in specific branch jmeetmgs that are focused on a specific pecific market or participating agency engagenlent Sonte meetings will be in person, but many firnes a webinar or conference Call WOL001 suffice, Sourcewell Member Product Showcases - We like to showcase our industry -leading technology to captive audiences. In doing so, we can introduce innovative ideas to Sourcewell clients that can transform their work environments or reduce their costs. vVe would request Sourcev. ell's assistance in inviting members tea view Konica f0inotta's lProduct Showcases which could be webinars or, on occasion, demonstrations Usina Isource,velk or Konica fv1inolta video productecns, i. EniaiVDirecl, Mail Introduction of Konxa t4molta 'a Source-,veli f0embership .. Witn Sourcevvells assistance, Konica Minalla would request access to a membership list lemail addresse,,, arid /Or mailing addresses to introduce Konica Minolta technologies to Ithe Sourcewell nrembefship and provide information on what we have to offer via the lSourcewetl contract. The membership list would also be used of other Sourcewi-df iapproved communications such as product announcernents. ploduct showcase inv1at(cris or 10t7',ef eXCitloCi LJpd@teS- 10w vertically assigned branch sales tearnS have well established sv,'es processes that �inc!ude a cooperative contract sales track, Our Sourcewell tmining will provide their t1le ,information they nec�d to market tire Sourcewell corli-aal's beriefils and scope of solutkons o current and ;)rDsp(,,cttve customers, Materials will be trade reatHy available to the Isales teams so they can actively pronivile Sourcevvell in lhoir everyday sales ptocesses No. Konica Minolta does not have an e-pfocurenrent ordering process. Currently, we. liaVe a dedicated website, for Sourcev.,ell members to view prodUCt specifications and awatcted pricing. Due to tire complexity of configuring PMdUGIS, 50f(AOM and services we do, nor offer punch out capability for contracts of this natdre. Line I ;Question I i lResponse Item . . .......... . 36 Describe any product, equipment, . . .. ... ....... ..... I'mining is a slanclard offering a, no additional charge. There are insiarices .vhere advanced inaintenance, or operate,, training or specialized training may be requested by i client- In sucl, cases, these types of traming programs that you offer to may be ciargeable. Sourcewell parlicipatin,9 entities, Koniui Minotio firmly believes that proper user trainuig is the cornerstone of any successful Include details, such as whether program and is standard at no additional charge, By ensuring that users are properly training is standard or optional, ti-nined to operate our equipment, as well as utilize the advanced features to simplify who provides training and any document workflow procedures and increase efficiency. Konica h4moila increases the costs that ap';)f,;, sruisfncuon of ox iYses. To meet thrs aaal, Konica Minolta offers in-depth cfien( user traq-iin- upor, instnliatiori of all new MFP equipment These traming courses ccinsist (if a QCnorat overviev, of the features of the tr achine. a review of avaliibio doclumem such as fin,;shtng, ;s,.allntng and other options, lnstfuction On how to rininiain the, uni;1" such ,s f-Ic,aring simple paper janis arid adding toner, Fmd training oil hov., to place service and callect meter readSr Konica Minolta views user training as an onqoinq process anc is committed to providing follow-up training thr0UghOUt the course Of OUT relationship, at 110 additional charge to onsure, all users are comfortable with the installed fleet of Koniui Minolta equipment For production print e(juipi,,ent, wide format, speonity products, manal'c-d services and lappkcatlons solutions there are advanced user functions and impJerneirtations requirements �that reqipre additii,na' sj-*6a'ized traMInCr Advanced trainmg on these fUcCliCifIS n1,1V tit" Bid Number: RFP 030321 Vendor Narne: Konica Minoqa Business Solutions USA, Ing Docusign Envelope iD. E98389DQ-FE45-4678-934C-7FD49A78B2C1 37 Describe any technological Konica Minolta is reshaping and revolutionizing the Workplace of the Future", with its advances that your proposed expansive smart office product portfolio from IT Services (Ail Covered), ECM, Managed products or services offer. Print Services and industrial and commercial print solutions. Konica Minolta continually invests in Research and Development to strengthen our brand value and the value provided to our customers and society. We are fostering meaningful innovation, developing new technologies and growing creative ideas, through thought leadership, that deliver significant change for millions of people. Konica Minolta, while remaining dedicated to developing new products, enhancing our lineup in workgroup MFPs and production print devices, we customize our offering portfolio to our client's specific sectors and business categories. Our next generation of models will continue to focus on the MFP not just as a printer/copier/scanner, but as part of an integral part of an information management system. We will drive future growth in our print production portfolio, including markets such as industrial inkjet, label printing, and marketing automation. We will feature the next generation of 3D models that will provide our customers access to additive manufacturing solutions, complementing and expanding their capabilities through our complete product and services portfolio. Our philosophy, "The Creation of New Value" guides us to provide more value to our clients by transforming Into a digital organization while continually delivering a best in class experience to our clients. 38 Describe any "green" Initiatives Based on our Philosophy and Vision, Konica Minolta has created an environmental policy that relate to your company or to that is reducing the environmental impact of every business process we conduct resulting in your products or services, and new social and economic value. Protecting our planet is a top priority of our leaders and Include a list of the certifying employees. Our broad array of environmental initiatives include eliminating pollutants, agency for each. reducing energy consumption and creating products and solutions that help our customers realize their own sustainabliity goals. We strive to assist our customers and are enabling them to construct their own environmental plans for becoming kinder to the environment. Our approach contributes to creating shared value (CSV) for environmental improvement with our customers, sharing ideas to improve and enhance everyone's environmental activities. Konica Minolta's environmental Initiatives are listed below. • EcoVision 2050 • Solar Energy Initiatives • Earth Friendly Products • IH Fixing Technology • Clean Planet Recycling • SimitrI@ HDE Polymerized Toner • PET Plastics • ICE-u Technology • OLED Lighting • Green Factory Certification System • Green Product Certification System • Green Marketing Our strategic and extensive development of these initiatives have achieved acclaim as being some of the best in the world, having the number one position In the overall manufacturing sector of the Nikkei Environmental Management Survey as well as receiving first -tier ratings in International CSR and SRI assessments. EPEATO, which is managed by the Green Electronics Council, has been a comprehensive environmental rating that helps identify greener computers and other electronic a equipment since 2006. imaging equipment was added as a new product category in 2013. it ranks products as gold, silver or bronze based on fifty nine environmental performance criteria considering life cycle of imaging equipment. Green Products Certification System is our own unique system for evaluating and certifying products with superior environmental performance. To date, all of our sites have achieved a 12 percent reduction in CO2 emissions per unit of production. PET Plastics is our newly developed polymer allow recycled PET that overcomes the disadvantages of conventional PET plastic, such as fragility, low fire —resistance and difficulties in Injection molding. This plant -based bloplastic offers low environmental Impact, using less petroleum -based resources and emitting less CO2 during its lifecycle than petroleum -based plastic. IH Fixing Technology is an Induction Heating QH) fixing technology that reduces poor consumption during the MFP fixing process resulting in a shorter wane -up time. It automatically cuts off residual fixing heat when no print jobs are taking place, contributing to energy savings. Alternative Energy can be found at our US headquarters In Ramsey, NJ, where we installed a 967,000 kWh solar energy system consisting of 3,498 240-watt solar panels. Based on EPA standards, our system produces enough energy to power more than 80 homes for one year or offset the greenhouse gas emissions produced by 132 passenger vehicles. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 39 Identify any third -party issued eco- We are proud that Konica Minolta products meet or exceed the requirements of the world's labels, ratings or certifications that most widely recognized certifications. When you choose our products, you can rest assured your company has received for that you are making environmentally conscious decisions white maintaining high quality, the equipment or products performance and reliability. included in your Proposal related to energy efficiency or Nikkei Environmental Management Survey: Ranked #1 of 413 companies for the 2nd conservation, life -cycle design consecutive year in the 19th annual Nikkei Environmental Management Survey, an evaluation (cradle -to -cradle), or other of sustainability initiatives in environmental and business management. greenlsustainability factors. Blue Angle: Launched in Germany In 1978 as the world's first environmental labelling system, the Blue Angie is awarded to products and services that have a smaller environmental impact. Since receiving the world's first Blue Angle certification In the field of copiers in January 1992, Konica Minolta has continued to receive certification for new products by clearing the certification bar each time it has been raised. Dow Jones Sustainability World Index: Highest Score in Economic and Environmental Dimensions In the Sector ECO LEAF Labelling: The ECO LEAF labelling provides information on the environmental impact of a product, based on quantitative measurement of the environmental performance through the product's entire life cycle, from raw material procurement to production, sales, usage, disposal, and recycling. Konica Minolta provides environmental impact data relating to its office equipment through the ECO LEAF. ENERGY STAR: Products that meet certain standards can be registered as ENERGY STAR devices as part do an energy saving program for office equipment. Implemented in 1995 through an agreement between the Japanese and US governments, the international program has expanded with the participation of the EU, Canada, Australia, New Zealand, Taiwan and other countries. Konica Minolta joined the ENERGY STAR program early on, and most of our products now fulfill the ENERGY STAR requirements. EPEATO: Managed by the Green Electronics Council, EPEATO has been a comprehensive environmental rating that helps identify greener computers and other electronic a equipment since 2006. Imaging equipment was added as a new product category In 2013. it ranks products as gold, silver or bronze based on fifty nine environmental performance criteria considering life cycle of Imaging equipment. Learn more about EPEATO certification here. We have attached our EPEATO Environmental Disclosures with our response. EcoLogo: North America's most widely recognized and respected environmental certification program. Launched by the Canadian Federal Government In 1988, EcoLogo has grown to serve buyers and sellers of green products throughout Canada, the United States, and around the world. RoHS2 & Declaration of Conformity: Effective since July 2006 on the European market, the RoHS Directive (Restriction of Hazardous Substances) was superseded In January 2013 by the new RoHS 2 Directive, which integrates RoHS 2 into the Declaration of Conformity. As a result, the CE mark now covers RoHS 2 Compliance and replaces the former 'RoHS 2 and not only avoids the listed substances In the RoHS-designated products but has discontinued the use of these substances in all office products. Eco Mark: The Eco Mark program Is operated by the Japan Environment Association (JEA), founded in 1989. Products displaying the Eco Mark symbol are certified as being useful for environmental preservation. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID E98389D0-FE45-4678-934C-7FD49A78B2C1 40 Describe any Women or Minority While Konica Minolta is not a small. minority or woman owned business enterprise, we are Business Entity (WMBE). Small committed to the sourcing of materials and services from suppliers who are at least 51% Business Entity (SBE), or veteran owned and operated by one of the following categories or ethnicity's: owned business certifications that your company or hub partners • Small Disadvantaged Businesses have obtained. Upload • Minority -owned businesses documentation of certrficabon (as • Women -owned businesses applicable) in the document • Disabled -owned businesses upload section of your response. • Veteran -owned businesses • LGBT businesses In all aspects of our purchasing and performance we encourage the utilization of Minority, Women Owned, and Disadvantaged business enterprises. On many contracts, Konica Minolta utilizes these enterprises to support the lease financing, delivery and service maintenance needs of our devices. Additionally, our Strategic Alliance program works to establish partners or teams with companies that have minority or hub zone certification both on a State and Federal level to pursue both public sector and private sector business opportunities. The Strategic Alliance program allows Konica Minolta to form partnerships with the following minority certifications (Women Owned, African American Owned, Veteran Owned, Asian American Owned, Native owned and Hispanic American Owned) in support of opportunities within specific geographies or in support of speck contracts. Partnerships are based on the needs of the specific opportunity, statement of work, partner's useful business function in overall solution, financial viability, contract requirements and customer need / preference. Once a partner is selected, a teaming agreement is drafted which is primarily governed by the statement of work associated with the opportunity. Konica Minolta can provide specific examples of some of our partnerships upon request. 41 What unique attributes does your While Konica Minolta is typically perceived as an MFP/printer vendor, the company has company, your products, or your made considerable progress in repositioning itself as a managed services company that services offer to Sourcewetl delivers workplace solutions. Thus Konica Minotta's product evolution involves a continuum of participating entities? What makes products and services including hardware, managed services, and business process your proposed solutions unique In automation integrated Into an intelligent Connected Workplace. your industry as it applies to Konica Minolta's transformation strategy Is focused on helping customers realize this Sourcewell participating entifies? workplace vision. The Intelligent Connected Workplace means using state-of-the-art technologies to connect people with Intelligently analyzed data, identify and address customers' expanding needs, and manufacture high -quality products. This vision follows various stages of maturity where an evolutionary level of security is provided at each step. It starts with customers that are locked into paper processes (stage 0) to various levels of connectedness (IT to work to people) to achieve a fully optimized workplace. Konica Minolta Is an industry leader due to our consistent growth In technology offerings. Our expansion of our overall product and services portfolio has been fueled by acquisition, organic growth and focused corporate strategy. We offer solutions in the areas of IT Services, Enterprise Content Management, and Specialty Products such as 3D printers, Managed Print Services, Work Smart Technology, Interactive Classroom Technology and Production Print Products and Services. Our experience provides definitive ways for our customers to optimize their business environments: • Centralized procurement concept with "print less" specifications • Industry leading recycling program • Industry leading security features in MFP product line • Automation of toner management (automation of processes with no manual intervention) • Reduction in internal efforts • Significant and sustained reduction in costs • Provision of user -appropriate, standardized, and secure output service • Ensuring a high level device effclency • Attainment of a high level of user satisfaction thanks to ease -of -use • Development of central and automated management of the entire output infrastructure with transparency • As little product diversification as possible • Central administration, major relief for product support team (first -level support) Our Managed Print Service methodology combines consultancy, Implementation and management services. We align your business outcomes to develop executable strategies and Improvement plans. Desired business outcome planning is based on business operation, workflow processes, precise statistics, Integration requirements and current to future state cost reduction opportunity. This concept rests on three core activtties, Consult — Implement —Manage, with each comprised of three key components: • Consult - capture, analyze, optimize • Implement - project, change, inform & train • Manage - operate, monitor, improve Operating as a complete solution provider, we embrace our history In innovation and our Investments in future technologies to continually evolve and remain focused on the management of the entire information Recycle across various industries. In the United States, our products, solutions and services are offered by more than 125 direct sales Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID: E98389D0-FE45-4678-934C-7FD49A78B2C1 locations and authorized dealers. Innovative Solutions to Give Shape to Ideas Konica Minolta utilizes our expertise and proprietary technologies we have amassed over the decades; to solve problems, improve productivity and more. Through our innovative efforts, we are committed to giving shape to our customers' ideas, by offering our technologies and innovative solutions which are the driving force behind the creation of new value for our customers. Key differentiators from those of our competitors: ✓ Service Focused - Customized service solutions to optimize workflow by tailoring solutions to meet the unique needs of each customer. • Mobility: innovation • Enable a mobile workforce to connect securely, communicate and collaborate. Ensures the added flexibility to utilize multiple network devices. • Technology Optimization: Cost Controls • Transform your network to deliver the best value for the lowest costs while transitioning to the next generation of technology. • Security and Compliance: Data Regulations • Secure your systems and data against internal and external threats, Ensure your organization meets current and future compliance regulations. • Content Management: Productivity • Enterprise content management enables information to move seamlessly throughout your organization, allowing you to get more done In less time. ✓ Integrated Hardware and Service Solutions to support the design and implementation of complete solutions for document creation, production and management • Managed Print Services (MPS) • A fully customized solution that can assess a document and print environment, optimize document workflow, and reduce maintenance costs to improve document output. • We have included our MPS site agreement in our bid response. The MPS site agreement is required with all MPS transactions. • IT Services • All Covered, a division of Konica Minolta, is a leading provider of IT services. Engineers provide your organization with customized IT support to ensure that your IT infrastructure operates optimally. • We have included our Master Services Agreement (MSA), and the applicable Managed IT Supplement (MITS), In our bid response. The MSA and MITS are required with all IT transactions. • Digital Solutions Center • A single point of contact, staffed by system engineers to help you achieve maximum productivity from your networked multifunctional peripherals and applications. • Enterprise Content Management (ECM) • Design, deploy and support an ECM strategy customized for your business --a strategy that organizes your information, optimizes your printing, manages your infrastructure and controls your costs. • We have included our Master Services Agreement (MSA), and the applicable ECM supplement, in our bid response. The MSA and supplement are required with all ECM transactions. • bEST Developer Support Program • Offers a comprehensive support infrastructure designed to help streamline your development efforts. ✓ Unified Product Approach designed to create consistency and efficiency across product lines. ✓ Intuitive blzhub MarketPlace Applications for a new dimension in multifunctional productivity. Download apps that give you direct access to personal or professional Information, streamline workflow, Improve productivity and enhance user experience. ✓ Business Innovative Centers (BIC) launched In five major regions around the world to initiate, support and mange new business and technology in responding to regional customer needs and market development. ✓ EcoVision 2050 Is a long-term environmental vision to fulfill our commitment, as a global corporation, to a sustainable earth and society. (Established in 2009) Table 9: Warranty Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your warranty materials (if applicable) In the document upload section of your response in addition to responding to the questions below. Line, _ •_ ... . •::. -,._ r _ _ -_ .. .,.- -, - - '_ - _ .. . tfeni Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docustgn Envelope ID E98389DO-FE45A678-934C-7FD49A78B2C;1 42 Do your warranties cover all products parts, and labor? 43 Do your warranties impose usage restrictions or other limitations that adversely affect overage? 44 Do your warranties over the expense of technicians' travel time and mileage to perform warranty repairs? 45 Are there any geographic regions of the United States or Canada (as applicable) for which you cannot provide a certified technician to perform warranty repairs? How will Sourceweli participating entities in these regions be provided service for warranty repair? 46 Will you over warranty service for items made by other manufacturers that are part of your proposal, or are these warranties issues typically passed on to the original equipment manufacturer? 47 What are your proposed exchange and return programs and policies? 48 Describe any service contract options for the Hems included in your proposal. Table 10: Payment Terns and Financing Options Yes. Konica Minolta offers our Customer One Guarantee- "it Works or it Walks" We are so confident in the quality of our products that we guarantee your Konica Minolta MFP will (1) meet factory specifications and (2) be compatible with your network, or we'll replace it with an equivalent model: • First two years: replacement will be a brand new MFP • After two years: replacement may be new or refurbished • Plus, Konica Minolta will also provide a $1,000 credit towards your next Konica Minolta MFP as a way to say "we're sorry for the inconvenience" Please see attached copy of our Customer One Guarantee 3rd Party Products - significant failure must be determined by an onsite, Konica Minolta Service representative. The Customer One Guarantee does not apply to these Products. No, although we do not impose usage limits or restrictions in our warranty agreement, we do provide recommended volume levels for various devices through "right sizing" to ensure the device functions property within our recommended specifications. Yes. However, for remote locations where devices are outside of a fifty (50) mile radius from a support location, an additional charge may apply. Konica Minolta will provide service including warranty repairs throughout all fifty states. However, some remote areas may require a longer response time than normal. These warranties are typically passed on to the original equipment manufacturer. Konica Minolta offers our Customer One Guarantee- "It Works or it Walks" We are so confident in the quality of our products that we guarantee your Konica Minolta MFP will (1) meet factory specifications and (2) be compatible with your network, or weT replace it with an equivalent model: • First two years: replacement will be a brand new MFP • After two years: replacement may be new or refurbished • Pius, Konica Minolta will also provide a $1,000 credit towards your next Konica Minolta MFP as a way to say `wVre sorry for the inconvenience" Please see attached copy of our Customer One Guarantee 3rd Party Products - significant failure must be determined by an onsite, Konica Minolta Service representative. The Customer One Guarantee does not apply to these Products. Konica Minolta will offer Sourceweil members various service contract offerings: • Cost -per -copy with no minimums • Monthly Rate with minimum and averages (this method helps with budgeting and will be customized based on customers' needs at time of quote) • Pooled (Aggregate) billing • Fiat rate service programs- On a case by case basis we offer this type of program based on the customer's needs. • At the end of the first year of a Sourceweil contract maintenance agreement and once each successive 12-month period, KMBS and our authorized dealers may increase the maintenance base and usage charges. The annual increase in the maintenance and base usage charges will not exceed 11%. • All 11" x 17" prints/copies will be charged for 2 dicks. • Legacy Equipment- Konica Minolta may provide Maintenance Agreements on any Equipment that is owned, leased, or rented through previous Sourcewell contracts or that were procured via any other means. Our direct branches and network of authorized dealers will work the Sourceweli client to ensure that the member's needs are met. We have included our Standard Maintenance Agreement, along with our Service Level Agreement (SLA) in our bid response. These terms and conditions apply to all service transactions. Bid Number. RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID. E98389D0-FE45-4678-934C-7FD49A78B2C:1 Line Question Response' Item 49 What are your payment terms (e.g., net 10, net 30)? Net 30 days 50 Do you provide leasing or financing options, especially Konica Minolta has several financing options we can offer those options that schools and governmental entities may Sourcewell members: need to use in order to make certain acquisitions? Konica Minolta Premier Finance (USA) We administer financing through our Konica Minolta Premier Finance (KMPF) program. KMPF is the private label leasing program of Konica Minolta. We hold a portion of the transactions we originate internally as leases and rentals. The balance of our transactions are billed and collected by a wide variety of financial services partners from large banks to specialty services providers. Any transaction that we assign, only the rights, title and interest in the equipment portion of a lease payment pass to a partner, with all other contractual obligations remaining with KMBS. All transactions are governed by extensive Operating Agreements designed to protect our customers and ensure a world -class customer experience. Through these financing programs, we can offer the following suite of Finance Solutions: 1. Fair Market Value Lease — 24-60 month terms (applicable only to Hardware Financing) 2. Dollar Buyout Leases - 24-60 month terms (applicable only to Hardware Financing) 3. * True Municipal Finance Programs — 24 - 60 month terms Minimum transaction size $20,000 and the customer must qualify 4. Software Only Finance Program — 24 - 60 month term 5.* Purchase Order Only Lease Program (ancillary documents may be required). * Customer Must Qualify Details on Purchase Order Only Program are provided below: Purchase Order only transactions: The following language must be incorporated into the members or participating entity's purchase order: This purchase order incorporates the terms and conditions of the Konica Minolta Sourcewell Contract No. 030321-kon specifically those financing terms from the Financing Agreement referenced in Table 10, attached to Contract as Exhibit A and Exhibit A-1 as set forth in hops: https://kmbs.konicaminolta.us/kmbs/microsdes/sourc:ewell contract for full terms and conditions that govern and control financing transactions which we have read and expressly agree to be bound by, as the controlling terms over any preprinted terms stated on this purchase order. We have included our KMPF Finance Agreements in our bid response. The KMPF Finance agreements are separate and standalone agreements. In event of any conflicts among the terms or conditions of the Sourcewell RFP #030321 and/or Contract regarding the financing of any Equipment, Product or Services (as defined in RFP 030321 Section II.B.), the Financing Agreement terms shall control. Konica Minolta has also partnered with NCL Government Capital ("NCL"), who is a current Sourcewell financing contract holder (#011620-NCL). By using NCL's Sourcewell contract for the financing and Konica Minolta's contract for the MFD, the customer receives a turnkey solution and the entire project has satisfied their bid laws. NCL will offer leasing terms from 12-72 months on transactions from $16,000.00 and up. Programs will be offered with both Tax Exempt Municipal Lease Purchase agreements as well as traditional FMV and $1.00 Purchase Options. Konica Minolta Premier Finance Canada We administer financing through our KMPF program. Konica Minolta Premier Finance Is the private label leasing program of Konica Minolta Business Canada Solutions (Canada) Ltd. Our transactions are billed and collected by a wide variety of financial services partners from large banks to specialty services providers. Any transaction that we assign, only the rights, title and interest In the equipment portion of a lease payment pass to a partner, with all other contractual obligations remaining with KMBS. All transactions are governed by extensive Operating Agreements designed to protect our customers and ensure a world -lass customer Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope ID. E98389D0-FE45-4678-934C-7FD49A78B2C1 51 Briefly describe your proposed order process. Include enough detail to support your ability to report quarterly sales to Sourcewell as described in the Contract template. For example, indicate whether your dealer network is included in your response and whether each dealer (or some other entity) will process the Sourcewell participating entities' purchase orders. 52 Do you accept the P-card procurement and payment process? if so, is there any additional cost to Sourcewell participating entities for using this process? experience. Through the KMPF program, we can offer the following suite of Finance Solutions: 1. Fair Market Value Lease — 24-60 month terms 2. Dollar Buyout Leases - 24-60 month terms 3. Software Only Finance Program — 24-60 month term Order Process All ordering and sales reporting will be provided directly by Konica Minolta, our KMPF finance partners, and/or NCL under a resulting contract. Konica Minolta establishes a Master Agreement ("MA") in SAP at time of award, which represents the complete contractual relationship between Konica Minolta and a customer or group of related customers. This MA # directly correlates to the issued contract number. Order documents are prepared for either purchase or lease and submitted directly to the assigned dedicated Account Management Team. The order department will then process the order through our SAP -based operations system against the assigned MA number, once orders are processed the transactions data automatically flows through our SAP -based operating system. Upon receipt of an order request from a client the Konica Minolta Account Representative will process the requested order as follows: 1. Requested order is immediately input from the order - processing center through the Konica Minolta Corporate Order Entry System 2. Within 24 hours an Order Number is generated against the order input 3. Within 24 hours inventory is checked for availability at the Branch Servicing Center 4. If applicable, upon confirmation of inventory availability, a serial number is assigned to the order 5. Upon generation of software licenses, customers are provided a copy of the software licenses via email 6. 48 hours after licenses being distributed, the invoice number is generated 7. Upon software license distribution, the Konica Minolta Professional Services Team will schedule for implementation as required Quarterly Sales Reporting Konica Minolta is currently an awarded vendor on two (2) Sourcewell contracts (MFD's and Unified Communications), which has given us experience using the preferred contract sales template. The data captured in our SAP -based operating system provides a wide array of Information related to each transaction. Using a tool connected to SAP we run our sales reports based on the required criteria on Sourceweii's contract template. Should we receive an award under the resulting contract, Sourcewell will continue to receive timely and accurate reports from Konica Minolta. All ordering and sales reporting will be provided directly by Konica Minolta and/or our KMPF finance partners under a resulting contract. Konica Minolta readily accepts and supports the use of procurement cards for ordering hardware and chargeable supplies. For purchases, there is no additional cost to Sourcewell Members. For leases, there is a nominal upcharge in the lease rate factor when a p-card is utilized. P-card payment for leases is not available in Canada. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope 10: E98389DO-FE45-4678-934C-7FD49A7862C1 Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as desribed in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Question Item 53 Describe your pricing model (e.g., line -item discounts or product -category discounts). Provide detailed pricing data (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. If applicable, provide a SKU for each item in your proposal. Upload your pricing materials (if applicable) in the document upload section of your response. 54 Quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. 55 Describe any quantity or volume discounts or rebate programs that you offer. 56 Propose a method of facilitating "sourced" products or related services, which may be referred to as "open market" items or "nonstandard options". For example, you may supply such items "at cost" or "at cost plus a percentage," or you may supply a quote for each such request. 57 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like pre - delivery Inspection, installation, set up, mandatory training, or initial Inspection. Identify any parties that Impose such costs and their relationship to the Proposer. 58 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program. 59 Specifically describe freight, shipping, and delivery terms or programs available for Alaska, Hawaii, Canada, or any offshore delivery. 60 Describe any unique distribution and/or delivery methods or options offered In your proposal. Response* Konica Minolta is providing Sourcewell, and participating entities, product category discounts from MSRP in our proposal. We have provided our pricing schedule in detail on the attached excel file (including MSRP, SKU's, and Sourcewell discounted price). In addition, spot discount pricing based on specific opportunities is also available. In Canada prices will be converted to Canadian Dollars in the month in which the quote is provided to Customer according to the average exchange rate between U.S. Dollars and Canadian Dollars over the preceding ninety (90) days as published an www.oanda.com. Such converted pricing will be valid for sixty (60) days from the issuance of the quote and will be readjusted, if necessary, if any order is not executed within such sixty (60) day validity period. Konica Minolta MFD Main Unit Hardware Range — (550/6-69%) Konica Minolta Printers Hardware Range — (350/6-54%) Konica Minolta Accessories Range — 250/6-30% Consumables — 0% - 10% 3rd Party Products (interactive technology products, wide format printers, 3D Printers, professional services, (software, scanners, etc.) Range 00/6-38% Konica Minolta will look at each opportunity on a case -by -case basis, and will offer spot discounting based on the customer's needs, and the competitiveness of that particular market. Depending on the product or service that was needed, If it fell within the scope of the Sourcewell contract, we would first attempt to get the item added to the contract. If for some reason the client needed it right away or we were not able to add it, Konica Minolta will offer them an open market price, which is typically a discount from MSRP. Depending an the product or service, the client may have to sign our KMBS standard terms and conditions for the open market Items. OCONUS deliveries are offered on an Open Market FOB Origin basis. If premium routing is requested, the additional charge shall be added as a separate item to KMBS' invoice on an Open Market basis. This will be quoted at time of request. We have listed pricing for the following on our price list: • Installation • Training • Professional Services • Delivery to remote areas of Alaska and Hawaii (case by case) • Delivery • Hard Drive Sanitation and Removal • Relocation/Moves are open market • For Software and Services ail items are identified individually on our price list. Some of our 3rd party products require that we charge for delivery (size, weight, complexity). These charges are indicated on our price list. Any orders OCONUS (Outside the Continental US) deliveries are offered on an Open Market FOB Origin basis. If premium routing is requested, the additional charge shall be added as a separate item to KMBS' invoice on an Open Market basis. Konica Minolta has included all of our standard delivery and installation methods in our proposal. However, in the past, we have utilized very unique abilities In the past to provide critical services, for example; Installation with cranes, and deliveries to very remote areas via snowmobiles, bush pilots and ferries. Although rare, we are committed to thinking outside the box and exhausting every method needed to meet the needs of our customers. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. rt he Pnc: I u i nrcr C" i?z 'I tN4 P I, o I I, n SS,' Line �Questjon Item . ... . .. .... 62 Specifically descrine any self -audit process or program tnat you plan to smplcy to verity cor71p4ance with your piolposed Coritracr wt!h SourcewelThis process includes ensuring that Sour~ evalfl! participating entitles obtain the proper pricing, that the Vendor reports all sales under the Contract each quarter, and tnat Ithe Vender remits the propei administrative fee to Sourceweii 63 identify a proposed administrator e fee that you Wit! pay to Source,wpl: for facilitating, rrianaging, and promofing the Sourcevveli Contract in the eveInt that you ate awarded a Contract, This fecr is typically Ca,C(41ateo as at percentage of Vendor's sales undei thi, Contract or as il Per -Unit fPc, it is not a line-i,,em addit§on to lhu,, Member cost of goods. (See the RFP and template Contract for additional det??jls ) L "le it Item IRe - spons , e' I Response' KMOC.,8 M11101to USCS a rustomwed vor-!on of SAP that vvril enabit: Us to asygn to specific inlerm,,O Ma.Mer Acreen',ent -wnrbor for 1hc"r Sourceweil conitact i he niastor agreenient svifl rearesent the cornplete contractual relationship berocen MOBS and Sourcewell, includjr", g JefnjS ar"d o Cn s 11d ria atSC_ �)e a�le 0 U S(he e rn a S t er nunibei to riafll oil billing activity for reportijin and 1 1paymc,ni of any administrative fees ;Master �Ivlaster Agreeoient, wders and adai�nsitativo fe- paynieot iand reportin(i wii; be managed by our Kl,.413S Direct Adrrjnistrotion team Aodaionaiiy, we are subject to JSOX procedures that ensure thorough checks ,in,' baiances and pf-o(hc audits to con6rm 1i*11 appropripte tones anu. condinons and pricing have been appT(,1vc-f ano are C(,Irr(,-Ct;y loaded tc Inastef ngrer'fnc"nt, :Jai;;? "", FlnatlCini Instrunnents and Exchane, Unv is f-, vcrs�rw of S-,)rbanws-Oxlcy tSOX), Ja�:)anes !Tine i-SOX con-iniiance iaw *'C' fv the oarltral of tinincN.11 reporitno ;n order to protec� ivestors by innoroving the accuracy ar,d re`3bir'y 4 coriloTale diSCiOSWOS. thal hiwdle: owr suies m;x)nsngr Vs a, ha"'o t"anC ra il o ,f our pub'`,, secto! conract aies reportioa, Thus, art: very familia+ vith the process'. and unde-,,Mancf the importanrx of keoping Konica frlw,,olta )n compkance vJth our conlract,:�. Tho Sta;o and Cooperahve Ccintract Manager, Kasten NlcKenna, has ovorati respoTisibility for th£ day to day contract corqphance, "-,s vie! as the sales ropOrlrog anc remittance of it rebates We ensure that reports and rebates, are subfni1ln.1 t4nely to our public seclor Konica is to proposes a slawtard adn'linisl"111VO, fee payabic, to Sourcewell as fol)ows 2`�on ail hardware sales Addjtlonally, due to tiie conipetitive riatute of 11arge upfrortwn&es, we propose as rodUCUW! of the sdl*,'WlistrafiVe foo to !'% for opporlundics "01cre th, hardwarc, sae is above ""250,000 Bid Number: RFP 030321 Vendor Name., Konica Minolta Business Solutions U-S.A., Inc, Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 64 Provide a detailed description of the Konica Minolta is proposing an all -encompassing solution that will not only meet the equipment, products, and services that you objectives of Sourceweil's request, but will exceed them by forming a relationship are offering in your proposal. that will institute a methodology of continual savings, optimization, and growth. We are proposing to continue to act as your business partner, not simply an equipment supplier. We are offering Sourcewell and its members solutions in the areas of MFD's, IT Services, Enterprise Content Management, Document Workflow Solutions, Specialty Products such as 3D printers, Wide Format and Scanners, Managed Print Services, Facilities Management, Work Smart Technology, Interactive Classroom Technology and Production Print Products and Services. All of our proposed products and service to Sourcewell meet and/or exceed industry standards. 65 Within this RFP category there may be Office Multi -function Printers (MFP's) — Konica Minolta's award -winning bizhub subcategories of solutions. List subcategory muitifuncctison printers speed up output and streamline workflows with multifunctional Was that best describe your products and productivity — printing, copying and scanning with simple on -screen control, services. seamless software Integration and all the options you need for right -size scalability In any business or professional application. Printers — Konica Minolta printers offer a wide range of print solutions for any -size business, giving customers the document solution that best fits their needs — and allowing them to replace legacy desktop devices with fast, cost-efficient, networkable printers that speed output, improve image quality and help keep ahead of rising workloads. Production/Specialty Printers and Finishing Equipment — Konica Minolta bizhub PRESS and blzhub PRO equipment leads the industry in digital print production performance — with revolutionary color image quality, ultra -high-speed B&W output, pro -quality Iniine and offline finishing options to meet any job specs, and purpose- built to keep pace with rising workloads. Wide Format Printers — Konica Minolta wide format printers provide superior solutions for viewing and printing wide -format engineering drawings, public -works documents and more — with fast output, simple operation, superior Image quality In both color and B&W, and scalable configurations to meet the needs of both headquarters and field operations. 3D Printers - 3D professional printing brings ideas to life. Konica Minolta provides dramatic 3D printing that communicates user's best designs and ideas, quickly and accurately. Scanners — Konica Minolta's Scanner Portfolio offers a range of desktop scanners for general office and production environments, as well as microfilm and book scanners - bringing information into the digital era to streamline workflows. Enterprise Content Management Software and Services - Konica Minolta's Enterprise Content Management (ECM) services and document management solutions allow for better capture, retrieval and retention of data, and then houses it all In one central, online repository either on premise or offsite — or both. Now, with digital content all in one place, customers benef t from a tailored solution that integrates seamlessly with their existing systems. They will experience accelerated information flow, increased staff productivity and reduced costs from processes that will be significantly more productive. Application Software — Konica Minolta provides software that can be integrated with our hardware offerings to solve business problems that exist in the public sector. The software solutions Include options for cost recovery, document management, automated workflow, business process automation, mobility and security and compliance. Interactive Technology Products, Software and Services — Konica Minolta's advance portfolio of interactive technology solutions provide a digital means for data capture and analytics as well as providing of new ways of communicating through interactive solutions. Enterprise Print Management Services — Konica Minolta's Enterprise Print Management Services are defined by our three pillars: Technology, Management Services and IT Services. These pillars represent a complete portfolio of solutions and services that are designed to address your print strategy at the office, production and external print resource level. Below are the services Konica Minolta provides: • Managed Print Services - Konica Minolta's Managed Print Services program helps government organizations identify the right devices at the right locations, while more effectively managing their print environments. A properly designed print management program monitors the printing behaviors of staff and Identifies actual printing needs, thereby eliminating wasteful printing practices. A well -executed print management strategy can save money, reduce environmental waste, free up iT resources and extend the useable fife of printing devices. All of this adds up to huge savings for our customers. • Facilities Management - Konica Minolta's Facilities Management is an extensive program that can reduce costs and implement best business practices throughout your organization — from staffing to technologies — and across all aspects, including managing your flow of Information to moving hard copy and electronic documents to their final destinations. We ensure the smooth operation of your business so you can focus on its performance. We help you optimize your operations and control operating costs. And we offer solutions for managing Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. 2 e t-' (:omw e I e 1) s'v. !'OWS uK' ttal cjn bo GLIStOM)Zod to an aaoncvs necos HiNp dess, "q',riflcafion dood srirvwes,, niaoaqe d 11 and n,ores .-I I Services lfrorri Konica f0inolta. does it all, incteising productivity without @c1citrig personnel to ,the payfolf, Table 14B., Depth and Breadth of Offered Equipment Products and Services indicate below if the listed types or classes of equipment, products, and services are offered within vour proposal. Provide additional comments In the text box provided. as necessary, Line 1 CategM or Type Offered Comments Item Copie, s 4 Yes N,A r No 67 Pnnteis r. Yes N/A No 168 MUROunction devices r Yes N/A No 169 Fiardwarv. software, supplies, r Yes WA consk,nnables, and related r No accessories 170 Managed Print Services r Yes NIA ihIpsl soitiIio'-'s No Rel"ed service's Yes N,)A No MEWI* � Line Question �Response Item 72 If YOU are, awarded a contract, provide a Konica Minolta's Public Sector Tearn understands that the award of a natior4 f(.rW eXalodk,'S of internal metrics that will cooperative contract does not end its procoss" We are, constantly evaluating be tracked to measure whether YOU are contracts within our cooperative contract portfolio to understand the strengths and having success with tire contract weaknesses will, each. As such arnong our internal metrics are the foliovving exarnples� 0 fdontNy Reveouc: Revenue roporwil) pmvides the guidancf, to evaluate the strengths and weaknesses of our use of tfaf.. nationa( cooperative contract, This information 'Miows us to pivot with the field sales organization to advance me contrad, with4,, specific pattic ina t ing enl;t% sectors a Caonpaign ROi, OUr CUstorner Rel-@�'Ionship Marl8sOn"Cril lco' aflows us to ass3on vlien:ificat+ons is markeling CafopaiCMS'Vy?e use, this detair, to analyze *re success of prnspecting and conversion to safe's This R01 infoi'rnariion aJ;o-'-jz use tc adds-c"Ss o-ilions that are underperforrn;nq in tnc-tr and develcp besi Whc'(Tu rogiol"have found succoss 73 Oescribe shipping arid delivery options A'Ve have included delivery on all of our Kon;ra Minolta core riroducis. Ha,,%,ever' lavailable to participalmg entities. soine or our 2,rd party ptoducts require that we charge, for delivery (size, weight, coniplexfly), These charges are indicated on our price list. WO fWlintain WoMhOUS&S thf0Ugh0Ut the United Stoles, timely delivery of all erjSo;Tjj)9 doviccis and supplies, As an expedenceri integrated software provider, we are tarniliar with the requirements of nor custoiners to have a complete unir, ready for Us(", upon of the equiprnent Konica l6noltz3 Tnakes all reasonable eflorts to comply w0h the tinieframes outlined in our response- PrOdL;Cls in 0 C S' ci; on lvpioialy !'Ie delivered o'fthin 10-14 business d-nys, imt we gmarantee deiivery vvilhin bubiness days ARO, We viilt de4,elop a nnttual!y acceplable, dekery schedule, with the Sourcevvell parlicipating ageicy, at time ()' ord(-,,r, Bid Nun)ber: RFP 030321 Vendor Name; Konica Minolta Business Solutions U,S.A., Inc. Docusign Envelope ID: E98389DO-FE45-4678-934C-7FD49A78B2C1 74 Describe your applicable quality Konica Minolta has established a quality assurance system. It is striving to improve control/chain of custody protocols related its ability to resolve market quality problems that are related to the safety of to delivery of genuine and authentic products and services and is working to avoid serious accidents and reduce quality equipment, parts, and supplies. problems. Konica Minolta regularly holds quality meetings to discuss product safety and other quality -related issues and work to continuously improve quality by thoroughly implementing the PDCA cycle. For example, twice a month the Quality Assurance Division of the Business Technologies Business holds a Quality Council attended by those in charge of development, procurement, production, and customer support. They work to solve cross -functional quality problems and improve the quality management system as a united team. Established at this council was the Double Quality Assurance System in which, in addition to self -assessments performed by those in charge of the development and production processes, evaluations are implemented from the unique perspective of the Quality Assurance Division. Sind its start in April 2011, this system has greatly enhanced the quality management system. MFPs and laser printers used in offices must be designed so that misusage and break -downs do not cause electric shocks, smoking, or injuries to users. For this reason, Konica Minolta has established independent product safety standards that exceed the requirements of the legal standards and have rules requiring the detailed check of every aspect of its products. Past quality problems are thoroughly analyzed, the causes are identified, and measures to deal with the problems are Investigated. The results of this process are reflected In updated product safety standards. Continuous implementation of this process prevents the recurrence of quality -related problems and prevents new problems from arising. Konica Minolta is committed to establishing and monitoring quality processes and procedures in all areas of our company. Quality in our products is established through a thorough testing, performed by our Compliance Engineers, as are all of the products received from our parent company for distribution In the United States. This team performs laboratory and field level tests on all components and software tools for each machine to ensure compliance with our high standards. With 125 Corporate Sales Offices and approximately 300 Authorized Dealers nationwide, all fully supported by Konica Minolta Service and Technical experts, the Konica Minolta service model ensures that our customers receive the same high level of service, compliant with Konica Minolta's prescribed standards, consistently across all locations. Whether or not subcontractors are used and, if so, the quality control measures used to ensure acceptable subcontractor performance. Below is an excerpt from our Dealer Agreement that all of our Authorized Dealers must sign before accepting any of our equipment for delivery, installation, and service. Service and Maintenance - Dealer shall provide, in accordance with KMBS' service policy contained In KMBS' technical procedures, prompt, efficient and correct installation, service and maintenance to End -Users for all Products sold by Dealer, and as may be required, for any National or Major Account service which has been assigned to Dealer by KMBS as set forth in Paragraph22 hereof, and for any Products which are tendered for service by an End -User at a location within the Territory. Dealer shall adhere to KMBS' installation and service policies and procedures as set by KMBS from time to time. KMBS Supplies and Spare Parts - For purposes of servicing End -Users, Dealer agrees to stock an appropriate amount of parts at each Authorized Location in such quantities as are necessary to provide adequate service and maintenance for the Products. Dealer recognizes that End -Users rely on KMBS quality and, to the degree practicable, Dealer will use only KMBS Supplies and Spare Parts. Service Training - Dealer understands and agrees that having knowledgeable and trained sales and service personnel is vital to properly servicing KMBS customers and growing sales in the Territory. Dealer must be service trained by KMBS for each Authorized Location and the requisite number of Dealer's service technicians, for each Authorized Location with respect to Dealer's field population of Products, must complete the service school to KMBS' standards. Training may be provided in such place as KMBS may deem appropriate at Dealer's sole cost and expense. Service Records - Dealer shall maintain a service history with respect to each placement by Dealer of Product and all other service records as may be required by KMBS procedures. During normal business hours and upon reasonable notice KMBS may Inspect Dealer's service facilities and service records for the Products. KMBS will maintain the confidentiality of Dealer's service records and use such information solely to identify problems with Products or for Product Improvement purposes. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc. Docusign Envelope 10; E9838900-FE45-4678-934C-7FD49A78B2C1 Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text. Bid Number: RFP 030321 Vendor Name: Konica Minolta Business Solutions U.S.A., Inc.