region 4 education service center (esc) · : region 4 esc will review proposed offeror contract...
TRANSCRIPT
REGION 4 EDUCATION SERVICE CENTER (ESC)
Contract R171401
for
Managed Print Solutions
with
Canon Solutions America, Inc.
Effective: March 1, 2018
The following documents comprise the executed contract between the Region 4 ESC and Canon Solutions America, Inc., effective March 1, 2018:
I. Appendix A Vendor Contract II. Signature Form III. Supplier’s Response to the RFP, incorporated by reference
APPENDIX A
VENDOR CONTRACT AND SIGNATURE FORM
This Vendor Contract and Signature Form (“Contract”) is made as of October 24, 2017, by and between and Region 4 Education Service Center (“Region 4 ESC”) for the purchase of Managed Print Solutions
RECITALS
WHEREAS, both parties agree and understand that the following pages will constitute the contract between the successful vendor(s) and Region 4 ESC, having its principal place of business at 7145 West Tidwell Road, Houston, TX 77092.
WHEREAS, Vendor agrees to include, in writing, any required exceptions or deviations from these terms, conditions, and specifications; and it is further understood that, if agreed to by Region 4 ESC, said exceptions or deviations will be incorporated into the final contract “Vendor Contract.”
WHEREAS, this contract consists of the provisions set forth below, including provisions of all attachments referenced herein. In the event of a conflict between the provisions set forth below and those contained in any attachment, the provisions set forth below shall control.
WHEREAS, the Vendor Contract will provide that any state, county, special district, local government, school district, private K-12 school, technical or vocational school, higher education institution (including community colleges, colleges and universities, both public and private), other government agencies or non-profit organization may purchase products and services at prices indicated in the Vendor Contract upon registering and becoming a member with TCPN; and it being further understood that Region 4 ESC shall act as the Lead Public Agency with respect to all such purchase agreements.
WHEREAS, TCPN has the administrative and legal capacity to administer purchases on behalf of Region 4 ESC under the Vendor Contract with participating public agencies and entities, as permitted by applicable law.
ARTICLE 1- GENERAL TERMS AND CONDITIONS
1.1 TCPN shall be afforded all of the rights, privileges and indemnifications afforded to Region 4 ESC under the Vendor Contract, and such rights, privileges and indemnifications shall accrue and apply with equal effect to TCPN, including, without limitation, Vendors obligation to provide insurance and other indemnifications to Lead Public Agency.
1.2 Awarded vendor shall perform all duties, responsibilities, and obligations, set forth in this agreement, and required under the Vendor Contract.
1.3 TCPN shall perform its duties, responsibilities, and obligations as administrator of purchases, set forth in this agreement, and required under the Vendor Contract.
1.4 Purchasing procedure:
• Purchase orders are issued by participating governmental agencies to the awarded vendor indicating on the PO “Per TCPN Contract # R 171401.”
• Vendor delivers goods/services directly to the participating agency.
• Awarded vendor invoices the participating agency directly.
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Canon Solutions America, Inc.
• Awarded vendor receives payment directly from the participating agency.
• Awarded vendor reports sales monthly to TCPN.
1.5 Customer Support: The vendor shall provide timely and accurate technical advice and sales support to Region 4 ESC staff, TCPN staff and participating agencies. The vendor shall respond to such requests within one (1) working day after receipt of the request.
ARTICLE 2- ANTICIPATED TERM OF AGREEMENT
2.1 Unless otherwise stated, all contracts are for a period of three (3) years with an option to renew annually for an additional two (2) years if agreed to by Region 4 ESC. Region 4 ESC will notify the vendor in writing if the contract is extended. Awarded vendor shall honor all administrative fees for any sales made based on the contact whether renewed or not.
2.2 Region 4 ESC shall review the contract prior to the renewal date and notify the current awarded vendor, no less than ninety (90) days of Region 4 ESC’s intent renew the contract. Upon receipt of notice, awarded vendor must notify Region 4 ESC if it elects not to renew. Awarded vendor shall honor the administrative fee for any sales incurred throughout the life of the contract on any sales made based on a Region 4 ESC contract whether awarded a renewal or not. Region 4 ESC reserves the right to exercise each two-year extension annually.
ARTICLE 3- REPRESENTATIONS AND COVENANTS
3.1. Scope: This contract is based on the need to provide the economic benefits of volume purchasing and reduction in administrative costs through cooperative purchasing to schools and other members. Although contractors may restrict sales to certain public units (for example, state agencies or local government units), any contract that prohibits sales from being made to public school districts may not be considered. Sales without restriction to any Members are preferred. These types of contracts are commonly referred to as being “piggybackable”.
3.2. Compliance: Cooperative Purchasing Agreements between TCPN and its Members have been established under state procurement law.
3.3. Offeror’s Promise: Offeror agrees all prices, terms, warranties, and benefits granted by Offeror to Members through this contract are comparable to or better than the equivalent terms offered by Offeror to any present customer meeting the same qualifications or requirements.
ARTICLE 4- FORMATION OF CONTRACT
4.1. Offeror Contract Documents: Region 4 ESC will review proposed offeror contract documents. Vendor’s contract document shall not become part of Region 4 ESC’s contract with vendor unless and until an authorized representative of Region 4 ESC reviews and approves it.
4.2. Form of Contract: The form of contract for this solicitation shall be the Request for Proposal, the awarded proposal(s) and best and final offer(s), and properly issued and reviewed purchase orders referencing the requirements of the Request for Proposals. If a firm submitting an offer requires Region 4 ESC and/or Member to sign an additional agreement, a copy of the proposed agreement must be included with the proposal.
4.3. Entire Agreement (Parol evidence): The contract, as specified above, represents the final written expression of agreement. All agreements are contained herein and no other agreements or representations that materially alter it are acceptable.
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4.4. Assignment of Contract: No assignment of contract may be made without the prior written approval of Region 4 ESC. Purchase orders and payment can only be made to awarded vendor unless otherwise approved by Region 4 ESC. Awarded vendor is required to notify Region 4 ESC when any material change in operations is made that may adversely affect members (i.e. bankruptcy, change of ownership, merger, etc.).
4.5. Novation: If contractor sells or transfers all assets or the entire portion of the assets used to perform this contract, a successor in interest must guarantee to perform all obligations under this contract. Region 4 ESC reserves the right to accept or reject any new party. A simple change of name agreement will not change the contractual obligations of contractor.
4.6. Contract Alterations: No alterations to the terms of this contract shall be valid or binding unless authorized and signed by a Region 4 ESC staff member.
4.7. Order of Precedence: In the event of a conflict in the provisions of the contract as accepted by Region 4 ESC, the following order of precedence shall prevail:
• Special terms and conditions• General terms and conditions• Specifications and scope of work• Attachments and exhibits• Documents referenced or included in the solicitation
4.8 Supplemental Agreements: The entity participating in the Region 4 ESC contract and awarded vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the participating entity and awarded vendor. Neither Region 4 ESC, TCPN, its agents, members and employees shall be made party to any claim for breach of such agreement.
4.9 Adding authorized distributors/dealers: Awarded vendors are prohibited from authorizing additional distributors or dealers, other than those identified at the time of submitting their proposal, to sell under their contract award without notification and prior written approval from TCPN. Awarded vendors must notify TCPN each time it wishes to add an authorized distributor or dealer. Purchase orders and payment can only be made to awarded vendor unless otherwise approved by TCPN. Pricing provided to members by added distributors or dealers must also be less than or equal to the pricing offered by the awarded contract holder, unless otherwise approved by TCPN.
ARTICLE 5- TERMINATION OF CONTRACT
5.1. Cancellation for Non-Performance or Contractor Deficiency: Region 4 ESC may terminate any contract if Members have not used the contract, or if purchase volume is determined to be low volume in any 12-month period. Region 4 ESC reserves the right to cancel the whole or any part of this contract due to failure by contractor to carry out any obligation, term or condition of the contract. Region 4 ESC may issue a written deficiency notice to contractor for acting or failing to act in any of the following:
i. Providing material that does not meet the specifications of the contract;ii. Providing work and/or material that was not awarded under the contract;iii. Failing to adequately perform the services set forth in the scope of work and specifications;iv. Failing to complete required work or furnish required materials within a reasonable amount of
time;v. Failing to make progress in performance of the contract and/or giving Region 4 ESC reason
to believe that contractor will not or cannot perform the requirements of the contract; and/orvi. Performing work or providing services under the contract prior to receiving an authorized
purchase order from Region 4 ESC or participating member prior to such work
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Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a satisfactory response to Region 4 ESC. Failure to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this paragraph, all goods, materials, work, documents, data and reports prepared by contractor under the contract shall become the property of the Member on demand.
5.2 Termination for Cause: If, for any reason, the Vendor fails to fulfill its obligation in a timely manner, or if the vendor violates any of the covenants, agreements, or stipulations of this contract Region 4 ESC reserves the right to terminate the contract immediately and pursue all other applicable remedies afforded by law. Such termination shall be effective by delivery of notice, to the vendor, specifying the effective date of termination. In such event, all documents, data, studies, surveys, drawings, maps, models and reports prepared by vendor for this solicitation may become the property of the participating agency or entity. If such event does occur then vendor will be entitled to receive just and equitable compensation for the satisfactory work completed on such documents.
5.3 Delivery/Service Failures: Failure to deliver goods or services within the time specified, or within a reasonable time period as interpreted by the purchasing agent or failure to make replacements or corrections of rejected articles/services when so requested shall constitute grounds for the contract to be terminated. In the event that the participating agency or entity must purchase in an open market, contractor agrees to reimburse the participating agency or entity, within a reasonable time period, for all expenses incurred.
5.4 Force Majeure: If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch.
The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty.
5.5 Standard Cancellation: Region 4 ESC may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order. Vendor may be requested to provide additional items not already on contract at any time.
ARTICLE 6- LICENSES
6.1 Duty to keep current license: Vendor shall maintain in current status all federal, state and local licenses, bonds and permits required for the operation of the business conducted by vendor. Vendor shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract. Region 4 ESC reserves the right to stop work and/or cancel the contract of any vendor whose license(s) expire, lapse, are suspended or terminated.
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6.2 Survival Clause: All applicable software license agreements, warranties or service agreements that were entered into between Vendor and Customer under the terms and conditions of the Contract shall survive the expiration or termination of the Contract. All Purchase Orders issued and accepted by Order Fulfiller shall survive expiration or termination of the Contract.
ARTICLE 7- DELIVERY PROVISIONS
7.1 Delivery: Vendor shall deliver said materials purchased on this contract to the Member issuing a Purchase Order. Conforming product shall be shipped within 7 days of receipt of Purchase Order. If delivery is not or cannot be made within this time period the vendor must receive authorization from the purchasing agency for the delayed delivery. At this point the participating entity may cancel the order if estimated shipping time is not acceptable.
7.2 Inspection & Acceptance: If defective or incorrect material is delivered, purchasing agency may make the determination to return the material to the vendor at no cost to the purchasing agency. The vendor agrees to pay all shipping costs for the return shipment. Vendor shall be responsible for arranging the return of the defective or incorrect material.
ARTICLE 8- BILLING AND REPORTING
8.1 Payments: The entity using the contract will make payments directly to the awarded vendor. Payment shall be made after satisfactory performance, in accordance with all provisions thereof, and upon receipt of a properly completed invoice.
8.2 Invoices: The awarded vendor shall submit invoices to the participating entity clearly stating “Per TCPN Contract”. The shipment tracking number or pertinent information for verification shall be made available upon request.
8.3 Tax Exempt Status: Since this is a national contract, knowing the tax laws in each state is the sole responsibility of the vendor.
8.4 Reporting: The awarded vendor shall provide TCPN with an electronic accounting report, in a format prescribed by TCPN, on a monthly basis summarizing all contract Sales for the applicable month.
Reports of Contract Sales for Region 4 ESC and member agencies in each calendar month shall be provided by awarded vendor to TCPN by the 10th day of the following month. If there are no sales to report, Vendor is still required to communicate that information via email.
Failure to provide a monthly report of the administrative fees within the time and manner specified herein shall constitute a material breach of this contract and if not cured within thirty (30) days of written to Supplier shall be deemed a cause for termination of the contract at Region4 ESC’s sole discretion.
ARTICLE 9- PRICING
9.1 Best price guarantee: The awarded vendor agrees to provide pricing to Region 4 ESC and its participating entities that are the lowest pricing available and the pricing shall remain so throughout the duration of the contract. Pricing offered to Federal government buying consortiums for goods and services is exempt from this requirement. The awarded vendor, however, agrees to lower the cost of
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any product purchased through TCPN following a reduction in the manufacturer or publisher's direct cost.
9.2 Price increase: Should it become necessary or proper during the term of this contract to make any change in design or any alterations that will increase expense Region 4 ESC must be notified immediately. Price increases must be approved by Region 4 ESC and no payment for additional materials or services, beyond the amount stipulated in the contract, shall be paid without prior approval. All price increases must be supported by manufacture documentation, or a formal cost justification letter.
Awarded vendor must honor previous prices for thirty (30) days after approval and written notification from Region 4 ESC if requested.
It is the awarded vendor’s responsibility to keep all pricing up to date and on file with Region 4 ESC. All price changes must be provided to Region 4 ESC, using the same format as was accepted in the original contract.
9.3 Additional Charges: All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing.
9.4 Price reduction and adjustment: Price reduction may be offered at any time during contract and shall become effective upon notice of acceptance from Region 4 ESC. Special, time-limited reductions are permissible under the following conditions: 1) reduction is available to all Members equally; 2) reduction is for a specific time period, normally not less than thirty (30) days; 3) original price is not exceeded after the time-limit; and 4) Region 4 ESC has approved the new prices prior to any offer of the prices to a Member. Vendor shall offer Region 4 ESC any published price reduction during the contract period.
9.5 Prevailing Wage: It shall be the responsibility of the Vendor to comply, when applicable, with the prevailing wage legislation in effect in the jurisdiction of the purchaser (Region 4 ESC or its Members). It shall further be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate department of labor for any increase in rates during the term of this contract and adjust wage rates accordingly.
9.6 Administrative Fees: All pricing submitted to Region 4 ESC shall include the administrative fee to be remitted to TCPN by the awarded vendor.
The awarded vendor agrees to pay administrative fees monthly to TCPN in the amount of 3% of the total purchase amount paid to awarded vendor, less refunds, credits on returns, rebates and discounts, for the sale of products and/or services to Region 4 ESC and member agencies pursuant to the contract (as amended from time to time and including any renewal thereof) ("Contract Sales").
Administrative fee payments are to accompany the contract monthly sales report by the 10th day of the following month, in the amount indicated on the report as being due. Administrative fee payments are to be paid by the awarded vendor via Automated Clearing House to a TCPN designated financial institution.
Failure to provide a monthly payment of the administrative fees within the time and manner specified herein shall constitute a material breach of the contract and if not cured within thirty (30) day of written notice to awarded vendor shall be deemed a cause for termination of the contract, at Region 4 ESC’s sole discretion.
All administrative fees not paid when due shall bear interest at a rate equal to the lesser of 1 ½% per month or the maximum rate permitted by law until paid in full.
ARTICLE 10- PRICING AUDIT
10.1 Audit rights: Vendor shall, at Vendor’s sole expense, maintain appropriate due diligence of all purchases made by Region 4 ESC and any entity that utilizes this Agreement. TCPN and Region 4 ESC each reserve the right to audit the accounting for a period of three (3) years from the time such purchases are made. This audit right shall survive termination of this Agreement for a period of one (1)
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year from the effective date of termination. In the State of New Jersey, this audit right shall survive termination of this Agreement for a period of five (5) years from the date of final payment. Such records shall be made available to the New Jersey Office of the State Comptroller upon request. Region 4 ESC shall have the authority to conduct random audits of Vendor’s pricing that is offered to eligible entities at Region 4 ESC's sole cost and expense. Notwithstanding the foregoing, in the event that Region 4 ESC is made aware of any pricing being offered to eligible agencies that is materially inconsistent with the pricing under this agreement, Region 4 ESC shall have the ability to conduct an extensive audit of Vendor’s pricing at Vendor’s sole cost and expense. Region 4 ESC may conduct the audit internally or may engage a third-party auditing firm. In the event of an audit, the requested materials shall be provided in the format and at the location designated by Region 4 ESC or TCPN.
ARTICLE 11- OFFEROR PRODUCT LINE REQUIREMENTS
11.1 Current products: Proposals shall be for materials and equipment in current production and marketed to the general public and education/government agencies at the time the proposal is submitted.
11.2 Discontinued products: If a product or model is discontinued by the manufacturer, vendor may substitute a new product or model if the replacement product meets or exceeds the specifications and performance of the discontinued model and if the discount is the same or greater than the discontinued model.
11.3 New products/Services: New products and/or services that meet the scope of work may be added to the contract. Pricing shall be equivalent to the percentage discount for other products. Vendor may replace or add product lines to an existing contract if the line is replacing or supplementing products on contract, is equal or superior to the original products offered, is discounted in a similar or to a greater degree, and if the products meet the requirements of the solicitation. No products and/or services may be added to avoid competitive procurement requirements. Region 4 ESC may require additions to be submitted with documentation from Members demonstrating an interest in, or a potential requirement for, the new product or service. Region 4 ESC may reject any additions without cause.
11.4 Options: Optional equipment for products under contract may be added to the contract at the time they become available under the following conditions: 1) the option is priced at a discount similar to other options; 2) the option is an enhancement to the unit that improves performance or reliability.
11.5 Product line: Offerors with a published catalog may submit the entire catalog. Region 4 ESC reserves the right to select products within the catalog for award without having to award all contents. Region 4 ESC may reject any addition of equipment options without cause.
11.6 Warranty conditions: All supplies, equipment and services shall include manufacturer's minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in writing.
11.7 Buy American requirement: (for New Jersey and all other applicable States) Vendors may only use unmanufactured construction material mined or produced in the United States, as required by the Buy American Act. Where trade agreements apply, to the extent permitted by applicable law, then unmanufactured construction material mined or produced in a designated country may also be used. Vendors are required to check state specific requirements to ensure compliance with this requirement.
ARTICLE 12- SITE REQUIREMENTS
12.1 Cleanup: Vendor shall clean up and remove all debris and rubbish resulting from their work as required or directed by Member. Upon completion of the work, the premises shall be left in good repair and an orderly, neat, clean and unobstructed condition.
12.2 Preparation: Vendor shall not begin a project for which Member has not prepared the site, unless vendor does the preparation work at no cost, or until Member includes the cost of site preparation in a purchase order. Site preparation includes, but is not limited to: moving furniture, installing wiring for networks or power, and similar pre-installation requirements.
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12.3 Registered sex offender restrictions: For work to be performed at schools, vendor agrees that no employee or employee of a subcontractor who has been adjudicated to be a registered sex offender will perform work at any time when students are or are reasonably expected to be present. Vendor agrees that a violation of this condition shall be considered a material breach and may result in the cancellation of the purchase order at the Member’s discretion. Vendor must identify any additional costs associated with compliance of this term. If no costs are specified, compliance with this term will be provided at no additional charge.
12.4 Safety measures: Vendor shall take all reasonable precautions for the safety of employees on the worksite, and shall erect and properly maintain all necessary safeguards for protection of workers and the public. Vendor shall post warning signs against all hazards created by its operation and work in progress. Proper precautions shall be taken pursuant to state law and standard practices to protect workers, general public and existing structures from injury or damage.
12.5 Smoking: Persons working under the contract shall adhere to local smoking policies. Smoking will only be permitted in posted areas or off premises.
12.6 Stored materials: Upon prior written agreement between the vendor and Member, payment may be made for materials not incorporated in the work but delivered and suitably stored at the site or some other location, for installation at a later date. An inventory of the stored materials must be provided to Member prior to payment. Such materials must be stored and protected in a secure location, and be insured for their full value by the vendor against loss and damage. Vendor agrees to provide proof of coverage and/or addition of Member as an additional insured upon Member’s request. Additionally, if stored offsite, the materials must also be clearly identified as property of buying Member and be separated from other materials. Member must be allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite, as necessary.
Until final acceptance by the Member, it shall be the Vendor's responsibility to protect all materials and equipment. The Vendor warrants and guarantees that title for all work, materials and equipment shall pass to the Member upon final acceptance.
ARTICLE 13- MISCELLANEOUS
13.1 Funding Out Clause: Any/all contracts exceeding one (1) year shall include a standard “funding out” clause. A contract for the acquisition, including lease, of real or personal property is a commitment of the entity’s current revenue only, provided the contract contains either or both of the following provisions:
“Retains to the entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on best effort attempt by the entity to obtain appropriate funds for payment of the contract.”
13.2 Disclosures: Offeror affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract.
Include a complete description of any and all relationships that might be considered a conflict of interest in doing business with participants in TCPN.
The Offeror affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract.
13.3 Indemnity: The awarded vendor shall protect, indemnify, and hold harmless both Region 4 ESC and TCPN and its participants, administrators, employees and agents against all claims, damages, losses and expenses arising out of or resulting from the actions of the vendor, vendor employees or vendor subcontractors in the preparation of the solicitation and the later execution of the contract, including
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any supplemental agreements with members. Any litigation involving either Region 4 ESC or TCPN, its administrators and employees and agents will be in Harris County, Texas. Any litigation involving TCPN members shall be in the jurisdiction of the participating agency.
13.4 Franchise Tax: The Offeror hereby certifies that he/she is not currently delinquent in the payment of any franchise taxes.
13.5 Marketing: Awarded vendor agrees to allow Region 4 ESC/TCPN to use their name and logo within website, marketing materials and advertisement. Any use of TCPN name and logo or any form of publicity, inclusive of press releases, regarding this contract by awarded vendor must have prior approval from TCPN.
13.6 Certificates of Insurance: Certificates of insurance shall be delivered to the Region 4 ESC participant prior to commencement of work. The insurance company shall be licensed in the applicable state in which work is being conducted. The awarded vendor shall give the participating entity a minimum of ten (10) days’ notice prior to any modifications or cancellation of policies. The awarded vendor shall require all subcontractors performing any work to maintain coverage as specified.
13.7 Legal Obligations: It is the Offeror’s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFP and any awarded contract and shall comply with all while fulfilling the RFP. Applicable laws and regulation must be followed even if not specifically identified herein.
13.8 Open Records Policy: Because Region 4 ESC contracts are awarded by a governmental entity, responses submitted are subject to release as public information after contracts are executed. If a vendor believes that its response, or parts of its response, may be exempted from disclosure, the vendor must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt. In addition, the Offeror must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). Offeror must provide this information on the “Acknowledgement and Acceptance to Region 4 ESC’s Open Record Policy” form found at the beginning of this solicitation. Any information that is unmarked will be considered public information and released, if requested under the Public Information Act.
The determination of whether information is confidential and not subject to disclosure is the duty of the Office of Attorney General (OAG). Region 4 ESC must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the Offeror are not acceptable. Region 4 ESC must comply with the opinions of the OAG. Region 4 ESC assumes no responsibility for asserting legal arguments on behalf of any vendor. Offeror are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.
After completion of award, these documents will be available for public inspection.
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VENDOR CONTRACT SIGNATURE FORM
The undersigned hereby proposes and agrees to furnish goods and/or services in strict compliancewith the terms, specifications and conditions at the prices proposed within response unless noted inwriting. The undersigned further certifies that he/she is an officer of the company and has authority tonegotiate and bind the company named below and has not prepared this proposal in collusion with any other Offerer and that the contents of this proposal as to prices, terms or conditions of said proposalhave not been communicated by the undersigned nor by any employee or agent to any person engaged in this type of business prior to the official opening of this proposal.
Prices are guaranteed: 120 days
Company name Canon Soluuons :\mcric:1. !nc.
Address Om: Canon Park
City/State/Zip \[elville, N.Y. 117 -17
Telephone No. l-8()0-815-4000
Fax No. N/.\_...:.......! _____________________ _
Email address s1 r:[email protected]
Printed name l'w:r Kowalczuk
Position with company I :.xccuuv<.: Vic<.: Prc:;1dcnt and Ccncral i\.lam1gcr, ESS
Authorized signature� C �Acknowledgement of Addendum Number(s): 1 (6/1/ 17) 2 (6/21/17)
Accepted by The Cooperative Purchasing Network:
Term of contract to ------------ -------------
Unless otherwis stated, all contracts are for a period of three (3) years with an option to renew annuallyfor an additi I two ( ears if agreed to by Region 4 ESC and the awarded vendor. Awarded vendorshall hon all adm· trative fees for any sales made based on a contract whether renewed or not.
lC2M"VIZDate
Date
Print ame
Region 4 Contract Number KI t I tfo I
March 1, 2018 February 28, 2021
Region 4 Education Service Center
July 18, 2017
Prepared by Glen Hitchens
Senior Managed Print Services Consultant
Canon Solutions America, Inc.
P: 562-285-1719
Request for Proposal for Managed print solutions
Solicitation number 17-14
REDACTED VERSION
Table of Contents Canon Solutions America, Inc.
Table of Contents
Region 4 Education Service Center
Solicitation Number 17-14
Managed Print Solutions
Appendix A: Entire Vendor Contract and Signature Form ................................................ Tab 1 Appendix D: General Terms and Conditions Acceptance Form Managed Print Services Agreement Canon Financial Services, Inc. Lease Agreement Canon Financial Services, Inc. Municipal Fiscal Funding Addendum
Appendix E: Questionnaire ................................................................................................. Tab 2 Diversity Programs
Appendix F: Company Profile (excluding References section) .......................................... Tab 3 Canon Solutions America, Inc. U.S. Locations List
Staff Member Resume *PROPRIETARY AND CONFIDENTIAL*
Canon America’s Environmental Charter
Original Equipment Manufacturer’s Certification Letter
Appendix B: Products/Services .......................................................................................... Tab 4 Managed Print Services Brochure MPS Customer Expectations Document Case Study
Appendix F: References *PROPRIETARY AND CONFIDENTIAL* ............................................ Tab 5
Appendix C: Pricing ............................................................................................................ Tab 6 Appendix G: Value Add ....................................................................................................... Tab 7 Required Documents........................................................................................................... Tab 8 Appendix H: Additional Required Documents DOC #1: Clean Air and Water Act DOC #2: Debarment Notice DOC #3: Lobbying Certification DOC #4: Contractors Requirements DOC #5: Antitrust Certification Statements DOC #6: Implementation HB 1295 (Certificate of Interested Parties) DOC #7: EDGAR Certifications DOC #8: Ownership Disclosure Form DOC #9: Non-Collusion Affidavit DOC #10: Affirmative Action Affidavit Affirmative Action Plan Affirmative Action NJ Certificate of Employee Information Report DOC #11: Political Contribution Disclosure Form DOC #12: Stockholder Disclosure Certification Attachment A: Participating Addendum State of Hawaii Active Status – Evidence of Good Standing
Table of Contents Canon Solutions America, Inc.
Acknowledgement & Acceptance of Region 4 ESC Open Records Policy
Canon Solutions America, Inc. Documents .........................................................................Tab 9 Certificate of Liability Insurance Letter of Assignment
Tab 1
Appendix A: Entire Vendor Contract and
Signature Page
APPENDIX A
VENDOR CONTRACT AND SIGNATURE FORM
This Vendor Contract and Signature Form (“Contract”) is made as of ___________________2017, by and between and Region 4 Education Service Center (“Region 4 ESC”) for the purchase of Managed Print Solutions
RECITALS
WHEREAS, both parties agree and understand that the following pages will constitute the contract between the successful vendor(s) and Region 4 ESC, having its principal place of business at 7145 West Tidwell Road, Houston, TX 77092. WHEREAS, Vendor agrees to include, in writing, any required exceptions or deviations from these terms, conditions, and specifications; and it is further understood that, if agreed to by Region 4 ESC, said exceptions or deviations will be incorporated into the final contract “Vendor Contract.”
WHEREAS, this contract consists of the provisions set forth below, including provisions of all attachments referenced herein. In the event of a conflict between the provisions set forth below and those contained in any attachment, the provisions set forth below shall control. WHEREAS, the Vendor Contract will provide that any state, county, special district, local government, school district, private K-12 school, technical or vocational school, higher education institution (including community colleges, colleges and universities, both public and private), other government agencies or non-profit organization may purchase products and services at prices indicated in the Vendor Contract upon registering and becoming a member with TCPN; and it being further understood that Region 4 ESC shall act as the Lead Public Agency with respect to all such purchase agreements. WHEREAS, TCPN has the administrative and legal capacity to administer purchases on behalf of Region 4 ESC under the Vendor Contract with participating public agencies and entities, as permitted by applicable law.
ARTICLE 1- GENERAL TERMS AND CONDITIONS
1.1 TCPN shall be afforded all of the rights, privileges and indemnifications afforded to Region 4 ESC under the Vendor Contract, and such rights, privileges and indemnifications shall accrue and apply with equal effect to TCPN, including, without limitation, Vendors obligation to provide insurance and other indemnifications to Lead Public Agency.
1.2 Awarded vendor shall perform all duties, responsibilities, and obligations, set forth in this agreement, and required under the Vendor Contract.
1.3 TCPN shall perform its duties, responsibilities, and obligations as administrator of purchases, set forth in this agreement, and required under the Vendor Contract.
1.4 Purchasing procedure:
• Purchase orders are issued by participating governmental agencies to the awarded vendor indicating on the PO “Per TCPN Contract # R________.”
• Vendor delivers goods/services directly to the participating agency.
• Awarded vendor invoices the participating agency directly.
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Canon Solutions America, Inc.
• Awarded vendor receives payment directly from the participating agency.
• Awarded vendor reports sales monthly to TCPN.
1.5 Customer Support: The vendor shall provide timely and accurate technical advice and sales support to Region 4 ESC staff, TCPN staff and participating agencies. The vendor shall respond to such requests within one (1) working day after receipt of the request.
ARTICLE 2- ANTICIPATED TERM OF AGREEMENT
2.1 Unless otherwise stated, all contracts are for a period of three (3) years with an option to renew annually for an additional two (2) years if agreed to by Region 4 ESC. Region 4 ESC will notify the vendor in writing if the contract is extended. Awarded vendor shall honor all administrative fees for any sales made based on the contact whether renewed or not.
2.2 Region 4 ESC shall review the contract prior to the renewal date and notify the current awarded vendor, no less than ninety (90) days of Region 4 ESC’s intent renew the contract. Upon receipt of notice, awarded vendor must notify Region 4 ESC if it elects not to renew. Awarded vendor shall honor the administrative fee for any sales incurred throughout the life of the contract on any sales made based on a Region 4 ESC contract whether awarded a renewal or not. Region 4 ESC reserves the right to exercise each two-year extension annually.
ARTICLE 3- REPRESENTATIONS AND COVENANTS
3.1. Scope: This contract is based on the need to provide the economic benefits of volume purchasing and
reduction in administrative costs through cooperative purchasing to schools and other members. Although contractors may restrict sales to certain public units (for example, state agencies or local government units), any contract that prohibits sales from being made to public school districts may not be considered. Sales without restriction to any Members are preferred. These types of contracts are commonly referred to as being “piggybackable”.
3.2. Compliance: Cooperative Purchasing Agreements between TCPN and its Members have been established under state procurement law.
3.3. Offeror’s Promise: Offeror agrees all prices, terms, warranties, and benefits granted by Offeror to Members through this contract are comparable to or better than the equivalent terms offered by Offeror to any present customer meeting the same qualifications or requirements.
ARTICLE 4- FORMATION OF CONTRACT
4.1. Offeror Contract Documents: Region 4 ESC will review proposed offeror contract documents. Vendor’s contract document shall not become part of Region 4 ESC’s contract with vendor unless and until an authorized representative of Region 4 ESC reviews and approves it.
4.2. Form of Contract: The form of contract for this solicitation shall be the Request for Proposal, the awarded proposal(s) and best and final offer(s), and properly issued and reviewed purchase orders referencing the requirements of the Request for Proposals. If a firm submitting an offer requires Region 4 ESC and/or Member to sign an additional agreement, a copy of the proposed agreement must be included with the proposal.
4.3. Entire Agreement (Parol evidence): The contract, as specified above, represents the final written expression of agreement. All agreements are contained herein and no other agreements or representations that materially alter it are acceptable.
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4.4. Assignment of Contract: No assignment of contract may be made without the prior written approval of Region 4 ESC. Purchase orders and payment can only be made to awarded vendor unless otherwise approved by Region 4 ESC. Awarded vendor is required to notify Region 4 ESC when any material change in operations is made that may adversely affect members (i.e. bankruptcy, change of ownership, merger, etc.).
4.5. Novation: If contractor sells or transfers all assets or the entire portion of the assets used to perform this contract, a successor in interest must guarantee to perform all obligations under this contract. Region 4 ESC reserves the right to accept or reject any new party. A simple change of name agreement will not change the contractual obligations of contractor.
4.6. Contract Alterations: No alterations to the terms of this contract shall be valid or binding unless authorized and signed by a Region 4 ESC staff member.
4.7. Order of Precedence: In the event of a conflict in the provisions of the contract as accepted by Region 4 ESC, the following order of precedence shall prevail:
• Special terms and conditions • General terms and conditions • Specifications and scope of work • Attachments and exhibits • Documents referenced or included in the solicitation
4.8 Supplemental Agreements: The entity participating in the Region 4 ESC contract and awarded
vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the participating entity and awarded vendor. Neither Region 4 ESC, TCPN, its agents, members and employees shall be made party to any claim for breach of such agreement.
4.9 Adding authorized distributors/dealers: Awarded vendors are prohibited from authorizing additional
distributors or dealers, other than those identified at the time of submitting their proposal, to sell under their contract award without notification and prior written approval from TCPN. Awarded vendors must notify TCPN each time it wishes to add an authorized distributor or dealer. Purchase orders and payment can only be made to awarded vendor unless otherwise approved by TCPN. Pricing provided to members by added distributors or dealers must also be less than or equal to the pricing offered by the awarded contract holder, unless otherwise approved by TCPN.
ARTICLE 5- TERMINATION OF CONTRACT
5.1. Cancellation for Non-Performance or Contractor Deficiency: Region 4 ESC may terminate any
contract if Members have not used the contract, or if purchase volume is determined to be low volume in any 12-month period. Region 4 ESC reserves the right to cancel the whole or any part of this contract due to failure by contractor to carry out any obligation, term or condition of the contract. Region 4 ESC may issue a written deficiency notice to contractor for acting or failing to act in any of the following:
i. Providing material that does not meet the specifications of the contract; ii. Providing work and/or material that was not awarded under the contract; iii. Failing to adequately perform the services set forth in the scope of work and specifications; iv. Failing to complete required work or furnish required materials within a reasonable amount of
time; v. Failing to make progress in performance of the contract and/or giving Region 4 ESC reason
to believe that contractor will not or cannot perform the requirements of the contract; and/or vi. Performing work or providing services under the contract prior to receiving an authorized
purchase order from Region 4 ESC or participating member prior to such work
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Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a satisfactory response to Region 4 ESC. Failure to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this paragraph, all goods, materials, work, documents, data and reports prepared by contractor under the contract shall become the property of the Member on demand.
5.2 Termination for Cause: If, for any reason, the Vendor fails to fulfill its obligation in a timely manner,
or if the vendor violates any of the covenants, agreements, or stipulations of this contract Region 4 ESC reserves the right to terminate the contract immediately and pursue all other applicable remedies afforded by law. Such termination shall be effective by delivery of notice, to the vendor, specifying the effective date of termination. In such event, all documents, data, studies, surveys, drawings, maps, models and reports prepared by vendor for this solicitation may become the property of the participating agency or entity. If such event does occur then vendor will be entitled to receive just and equitable compensation for the satisfactory work completed on such documents.
5.3 Delivery/Service Failures: Failure to deliver goods or services within the time specified, or within a reasonable time period as interpreted by the purchasing agent or failure to make replacements or corrections of rejected articles/services when so requested shall constitute grounds for the contract to be terminated. In the event that the participating agency or entity must purchase in an open market, contractor agrees to reimburse the participating agency or entity, within a reasonable time period, for all expenses incurred.
5.4 Force Majeure: If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch.
The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty.
5.5 Standard Cancellation: Region 4 ESC may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order. Vendor may be requested to provide additional items not already on contract at any time.
ARTICLE 6- LICENSES
6.1 Duty to keep current license: Vendor shall maintain in current status all federal, state and local licenses, bonds and permits required for the operation of the business conducted by vendor. Vendor shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract. Region 4 ESC reserves the right to stop work and/or cancel the contract of any vendor whose license(s) expire, lapse, are suspended or terminated.
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6.2 Survival Clause: All applicable software license agreements, warranties or service agreements that were entered into between Vendor and Customer under the terms and conditions of the Contract shall survive the expiration or termination of the Contract. All Purchase Orders issued and accepted by Order Fulfiller shall survive expiration or termination of the Contract.
ARTICLE 7- DELIVERY PROVISIONS
7.1 Delivery: Vendor shall deliver said materials purchased on this contract to the Member issuing a Purchase Order. Conforming product shall be shipped within 7 days of receipt of Purchase Order. If delivery is not or cannot be made within this time period the vendor must receive authorization from the purchasing agency for the delayed delivery. At this point the participating entity may cancel the order if estimated shipping time is not acceptable.
7.2 Inspection & Acceptance: If defective or incorrect material is delivered, purchasing agency may make the determination to return the material to the vendor at no cost to the purchasing agency. The vendor agrees to pay all shipping costs for the return shipment. Vendor shall be responsible for arranging the return of the defective or incorrect material.
ARTICLE 8- BILLING AND REPORTING
8.1 Payments: The entity using the contract will make payments directly to the awarded vendor. Payment shall be made after satisfactory performance, in accordance with all provisions thereof, and upon receipt of a properly completed invoice.
8.2 Invoices: The awarded vendor shall submit invoices to the participating entity clearly stating “Per TCPN Contract”. The shipment tracking number or pertinent information for verification shall be made available upon request.
8.3 Tax Exempt Status: Since this is a national contract, knowing the tax laws in each state is the sole responsibility of the vendor.
8.4 Reporting: The awarded vendor shall provide TCPN with an electronic accounting report, in a format prescribed by TCPN, on a monthly basis summarizing all contract Sales for the applicable month.
Reports of Contract Sales for Region 4 ESC and member agencies in each calendar month shall be provided by awarded vendor to TCPN by the 10th day of the following month. If there are no sales to report, Vendor is still required to communicate that information via email.
Failure to provide a monthly report of the administrative fees within the time and manner specified herein shall constitute a material breach of this contract and if not cured within thirty (30) days of written to Supplier shall be deemed a cause for termination of the contract at Region4 ESC’s sole discretion.
ARTICLE 9- PRICING
9.1 Best price guarantee: The awarded vendor agrees to provide pricing to Region 4 ESC and its participating entities that are the lowest pricing available and the pricing shall remain so throughout the duration of the contract. Pricing offered to Federal government buying consortiums for goods and services is exempt from this requirement. The awarded vendor, however, agrees to lower the cost of
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any product purchased through TCPN following a reduction in the manufacturer or publisher's direct cost.
9.2 Price increase: Should it become necessary or proper during the term of this contract to make any change in design or any alterations that will increase expense Region 4 ESC must be notified immediately. Price increases must be approved by Region 4 ESC and no payment for additional materials or services, beyond the amount stipulated in the contract, shall be paid without prior approval. All price increases must be supported by manufacture documentation, or a formal cost justification letter.
Awarded vendor must honor previous prices for thirty (30) days after approval and written notification from Region 4 ESC if requested.
It is the awarded vendor’s responsibility to keep all pricing up to date and on file with Region 4 ESC. All price changes must be provided to Region 4 ESC, using the same format as was accepted in the original contract.
9.3 Additional Charges: All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing.
9.4 Price reduction and adjustment: Price reduction may be offered at any time during contract and shall become effective upon notice of acceptance from Region 4 ESC. Special, time-limited reductions are permissible under the following conditions: 1) reduction is available to all Members equally; 2) reduction is for a specific time period, normally not less than thirty (30) days; 3) original price is not exceeded after the time-limit; and 4) Region 4 ESC has approved the new prices prior to any offer of the prices to a Member. Vendor shall offer Region 4 ESC any published price reduction during the contract period.
9.5 Prevailing Wage: It shall be the responsibility of the Vendor to comply, when applicable, with the prevailing wage legislation in effect in the jurisdiction of the purchaser (Region 4 ESC or its Members). It shall further be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate department of labor for any increase in rates during the term of this contract and adjust wage rates accordingly.
9.6 Administrative Fees: All pricing submitted to Region 4 ESC shall include the administrative fee to be remitted to TCPN by the awarded vendor.
The awarded vendor agrees to pay administrative fees monthly to TCPN in the amount of 3% of the total purchase amount paid to awarded vendor, less refunds, credits on returns, rebates and discounts, for the sale of products and/or services to Region 4 ESC and member agencies pursuant to the contract (as amended from time to time and including any renewal thereof) ("Contract Sales"). Administrative fee payments are to accompany the contract monthly sales report by the 10th day of the following month, in the amount indicated on the report as being due. Administrative fee payments are to be paid by the awarded vendor via Automated Clearing House to a TCPN designated financial institution. Failure to provide a monthly payment of the administrative fees within the time and manner specified herein shall constitute a material breach of the contract and if not cured within thirty (30) day of written notice to awarded vendor shall be deemed a cause for termination of the contract, at Region 4 ESC’s sole discretion.
All administrative fees not paid when due shall bear interest at a rate equal to the lesser of 1 ½% per month or the maximum rate permitted by law until paid in full.
ARTICLE 10- PRICING AUDIT
10.1 Audit rights: Vendor shall, at Vendor’s sole expense, maintain appropriate due diligence of all
purchases made by Region 4 ESC and any entity that utilizes this Agreement. TCPN and Region 4 ESC each reserve the right to audit the accounting for a period of three (3) years from the time such purchases are made. This audit right shall survive termination of this Agreement for a period of one (1)
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year from the effective date of termination. In the State of New Jersey, this audit right shall survive termination of this Agreement for a period of five (5) years from the date of final payment. Such records shall be made available to the New Jersey Office of the State Comptroller upon request. Region 4 ESC shall have the authority to conduct random audits of Vendor’s pricing that is offered to eligible entities at Region 4 ESC's sole cost and expense. Notwithstanding the foregoing, in the event that Region 4 ESC is made aware of any pricing being offered to eligible agencies that is materially inconsistent with the pricing under this agreement, Region 4 ESC shall have the ability to conduct an extensive audit of Vendor’s pricing at Vendor’s sole cost and expense. Region 4 ESC may conduct the audit internally or may engage a third-party auditing firm. In the event of an audit, the requested materials shall be provided in the format and at the location designated by Region 4 ESC or TCPN.
ARTICLE 11- OFFEROR PRODUCT LINE REQUIREMENTS
11.1 Current products: Proposals shall be for materials and equipment in current production and marketed
to the general public and education/government agencies at the time the proposal is submitted.
11.2 Discontinued products: If a product or model is discontinued by the manufacturer, vendor may substitute a new product or model if the replacement product meets or exceeds the specifications and performance of the discontinued model and if the discount is the same or greater than the discontinued model.
11.3 New products/Services: New products and/or services that meet the scope of work may be added to the contract. Pricing shall be equivalent to the percentage discount for other products. Vendor may replace or add product lines to an existing contract if the line is replacing or supplementing products on contract, is equal or superior to the original products offered, is discounted in a similar or to a greater degree, and if the products meet the requirements of the solicitation. No products and/or services may be added to avoid competitive procurement requirements. Region 4 ESC may require additions to be submitted with documentation from Members demonstrating an interest in, or a potential requirement for, the new product or service. Region 4 ESC may reject any additions without cause.
11.4 Options: Optional equipment for products under contract may be added to the contract at the time they become available under the following conditions: 1) the option is priced at a discount similar to other options; 2) the option is an enhancement to the unit that improves performance or reliability.
11.5 Product line: Offerors with a published catalog may submit the entire catalog. Region 4 ESC reserves the right to select products within the catalog for award without having to award all contents. Region 4 ESC may reject any addition of equipment options without cause.
11.6 Warranty conditions: All supplies, equipment and services shall include manufacturer's minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in writing.
11.7 Buy American requirement: (for New Jersey and all other applicable States) Vendors may only use
unmanufactured construction material mined or produced in the United States, as required by the Buy American Act. Where trade agreements apply, to the extent permitted by applicable law, then unmanufactured construction material mined or produced in a designated country may also be used. Vendors are required to check state specific requirements to ensure compliance with this requirement.
ARTICLE 12- SITE REQUIREMENTS
12.1 Cleanup: Vendor shall clean up and remove all debris and rubbish resulting from their work as required
or directed by Member. Upon completion of the work, the premises shall be left in good repair and an orderly, neat, clean and unobstructed condition.
12.2 Preparation: Vendor shall not begin a project for which Member has not prepared the site, unless vendor does the preparation work at no cost, or until Member includes the cost of site preparation in a purchase order. Site preparation includes, but is not limited to: moving furniture, installing wiring for networks or power, and similar pre-installation requirements.
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12.3 Registered sex offender restrictions: For work to be performed at schools, vendor agrees that no employee or employee of a subcontractor who has been adjudicated to be a registered sex offender will perform work at any time when students are or are reasonably expected to be present. Vendor agrees that a violation of this condition shall be considered a material breach and may result in the cancellation of the purchase order at the Member’s discretion. Vendor must identify any additional costs associated with compliance of this term. If no costs are specified, compliance with this term will be provided at no additional charge.
12.4 Safety measures: Vendor shall take all reasonable precautions for the safety of employees on the worksite, and shall erect and properly maintain all necessary safeguards for protection of workers and the public. Vendor shall post warning signs against all hazards created by its operation and work in progress. Proper precautions shall be taken pursuant to state law and standard practices to protect workers, general public and existing structures from injury or damage.
12.5 Smoking: Persons working under the contract shall adhere to local smoking policies. Smoking will only be permitted in posted areas or off premises.
12.6 Stored materials: Upon prior written agreement between the vendor and Member, payment may be made for materials not incorporated in the work but delivered and suitably stored at the site or some other location, for installation at a later date. An inventory of the stored materials must be provided to Member prior to payment. Such materials must be stored and protected in a secure location, and be insured for their full value by the vendor against loss and damage. Vendor agrees to provide proof of coverage and/or addition of Member as an additional insured upon Member’s request. Additionally, if stored offsite, the materials must also be clearly identified as property of buying Member and be separated from other materials. Member must be allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite, as necessary.
Until final acceptance by the Member, it shall be the Vendor's responsibility to protect all materials and equipment. The Vendor warrants and guarantees that title for all work, materials and equipment shall pass to the Member upon final acceptance.
ARTICLE 13- MISCELLANEOUS
13.1 Funding Out Clause: Any/all contracts exceeding one (1) year shall include a standard “funding out”
clause. A contract for the acquisition, including lease, of real or personal property is a commitment of the entity’s current revenue only, provided the contract contains either or both of the following provisions: “Retains to the entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on best effort attempt by the entity to obtain appropriate funds for payment of the contract.”
13.2 Disclosures: Offeror affirms that he/she has not given, offered to give, nor intends to give at any time
hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. Include a complete description of any and all relationships that might be considered a conflict of interest in doing business with participants in TCPN. The Offeror affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract.
13.3 Indemnity: The awarded vendor shall protect, indemnify, and hold harmless both Region 4 ESC and
TCPN and its participants, administrators, employees and agents against all claims, damages, losses and expenses arising out of or resulting from the actions of the vendor, vendor employees or vendor subcontractors in the preparation of the solicitation and the later execution of the contract, including
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any supplemental agreements with members. Any litigation involving either Region 4 ESC or TCPN, its administrators and employees and agents will be in Harris County, Texas. Any litigation involving TCPN members shall be in the jurisdiction of the participating agency.
13.4 Franchise Tax: The Offeror hereby certifies that he/she is not currently delinquent in the payment of any franchise taxes.
13.5 Marketing: Awarded vendor agrees to allow Region 4 ESC/TCPN to use their name and logo within
website, marketing materials and advertisement. Any use of TCPN name and logo or any form of publicity, inclusive of press releases, regarding this contract by awarded vendor must have prior approval from TCPN.
13.6 Certificates of Insurance: Certificates of insurance shall be delivered to the Region 4 ESC participant prior to commencement of work. The insurance company shall be licensed in the applicable state in which work is being conducted. The awarded vendor shall give the participating entity a minimum of ten (10) days’ notice prior to any modifications or cancellation of policies. The awarded vendor shall require all subcontractors performing any work to maintain coverage as specified.
13.7 Legal Obligations: It is the Offeror’s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFP and any awarded contract and shall comply with all while fulfilling the RFP. Applicable laws and regulation must be followed even if not specifically identified herein.
13.8 Open Records Policy: Because Region 4 ESC contracts are awarded by a governmental entity, responses submitted are subject to release as public information after contracts are executed. If a vendor believes that its response, or parts of its response, may be exempted from disclosure, the vendor must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt. In addition, the Offeror must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). Offeror must provide this information on the “Acknowledgement and Acceptance to Region 4 ESC’s Open Record Policy” form found at the beginning of this solicitation. Any information that is unmarked will be considered public information and released, if requested under the Public Information Act.
The determination of whether information is confidential and not subject to disclosure is the duty of the Office of Attorney General (OAG). Region 4 ESC must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the Offeror are not acceptable. Region 4 ESC must comply with the opinions of the OAG. Region 4 ESC assumes no responsibility for asserting legal arguments on behalf of any vendor. Offeror are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.
After completion of award, these documents will be available for public inspection.
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Appendix D:
GENERAL TERMS & CONDITIONS ACCEPTANCE FORM
Signature on Vendor Contract Signature form certifies complete acceptance of the General Terms and Conditions in this solicitation, except as noted below (additional pages may be attached, if necessary).
Check one of the following responses to the General Terms and Conditions:
We take no exceptions/deviations to the general terms and conditions
(Note: If none are listed below, it is understood that no exceptions/deviations are taken.)
We take the following exceptions/deviations to the general terms and conditions. All exceptions/deviations must be clearly explained. Reference the corresponding general terms and conditions that you are taking exceptions/deviations to. Clearly state if you are adding additional terms and conditions to the general terms and conditions. Provide details on your exceptions/deviations below:
(Note: Unacceptable exceptions shall remove your proposal from consideration for award. Region 4 ESC shall be the sole judge on the acceptance of exceptions/deviations and the decision shall be final.)
Section/Page Term, Condition, or
Specification
Exception/Deviation Region 4
Accepts
3.3/ Pg16
Offeror’s
Promise
Offeror agrees all prices, terms,
warranties, and benefits granted by
Offeror to Members through this
contract are comparable to or better
than the equivalent terms offered by
Offeror to any present customer
meeting the same qualifications or
requirements.
Canon Solutions America, Inc. is
unable to make this representation
due to the specific requirements
that exist in this proposal such as
response time, geographic
coverage, and administration fees.
4.7/ Pg 17
Order of
Precedence
In the event of a conflict in the
provisions of the contract as
accepted by Region 4 ESC, the
following order of precedence shall
prevail:
Special terms and conditions
General terms and conditions
Specifications and scope of work
Attachments and exhibits
Documents referenced or included
in the solicitation
The terms of the final contract
should be agreed to by both parties
X
5.1/ Pg 17
Cancellation for
Non-
Performance or
Contract
Deficiency
Region 4 ESC may terminate any
contract if Members have not used
the contract, or if purchase volume
is determined to be low volume in
any 12-month period. Region 4 ESC
reserves the right to cancel the whole
or any part of this contract due to
failure by contractor to carry out any
obligation, term or condition of the
contract. Region 4 ESC may issue a
written deficiency notice to
contractor for acting or failing to act
in any of the following:
Providing material that does not
meet the specifications of the
contract;
Providing work and/or material that
was not awarded under the contract;
Failing to adequately perform the
services set forth in the scope of
work and specifications;
Failing to complete required work or
furnish required materials within a
reasonable amount of time;
Failing to make progress in
performance of the contract and/or
giving Region 4 ESC reason to
believe that contractor will not or
cannot perform the requirements of
the contract; and/or
Performing work or providing
services under the contract prior to
receiving an authorized purchase
order from Region 4 ESC or
participating member prior to such
work
Upon receipt of a written deficiency
notice, contractor shall have ten (10)
days to provide a satisfactory
response to Region 4 ESC. Failure to
adequately address all issues of concern
may result in contract cancellation.
Upon cancellation under this
paragraph, all goods, materials, work,
Canon Solutions America, Inc. will
allow a 10 day cure period
following notice, unless otherwise
specified in the notice. If non-
compliance creates a special need
such that 10 days is not, in the sole
opinion of the TCPN, reasonable,
the cure period will be reduced or
eliminated. If TCPN determines
that a longer cure period will not
interfere with its needs and
interests, a longer period may be
allowed.
All terminations by the TCPN for
breach shall require a material
default by Contractor as
reasonably determined by TCPN.
Contractor shall only be liable for
direct cost incurred in the purchase
of replacement items or services
elsewhere. In no event shall
Contractor be liable for any
indirect or consequential damages
under any theory of law.
Incidental and consequential
damages, as used herein, shall
mean the cost incurred in the
purchase of replacement items or
services elsewhere.
documents, data and reports prepared
by contractor under the contract shall
become the property of the Member
on demand.
5.2/ Pg 18
Termination for
Cause
If, for any reason, the Vendor fails
to fulfill its obligation in a timely
manner, or if the vendor violates any
of the covenants, agreements, or
stipulations of this contract Region 4
ESC reserves the right to terminate
the contract immediately and pursue
all other applicable remedies
afforded by law. Such termination
shall be effective by delivery of
notice, to the vendor, specifying the
effective date of termination. In such
event, all documents, data, studies,
surveys, drawings, maps, models and
reports prepared by vendor for this
solicitation may become the property
of the participating agency or entity.
If such event does occur then
vendor will be entitled to receive just
and equitable compensation for the
satisfactory work completed on such
documents.
Canon Solutions America, Inc. will
allow a 10 day cure period
following notice, unless otherwise
specified in the notice. If non-
compliance creates a special need
such that 10 days is not, in the sole
opinion of the TCPN, reasonable,
the cure period will be reduced or
eliminated. If TCPN determines
that a longer cure period will not
interfere with its needs and
interests, a longer period may be
allowed.
All terminations by the TCPN for
breach shall require a material
default by Contractor as
reasonably determined by TCPN.
Contractor shall only be liable for
direct cost incurred in the purchase
of replacement items or services
elsewhere. In no event shall
Contractor be liable for any
indirect or consequential damages
under any theory of law.
Incidental and consequential
damages, as used herein, shall
mean the cost incurred in the
purchase of replacement items or
services elsewhere.
5.3/ Pg 18
Delivery/Servic
e Failures
Failure to deliver goods or services
within the time specified, or within a
reasonable time period as interpreted
by the purchasing agent or failure to
make replacements or corrections of
rejected articles/services when so
requested shall constitute grounds
for the contract to be terminated. In
the event that the participating agency
Canon Solutions America, Inc. will
allow a 10 day cure period
following notice, unless otherwise
specified in the notice. If non-
compliance creates a special need
such that 10 days is not, in the sole
opinion of the TCPN, reasonable,
the cure period will be reduced or
eliminated. If TCPN determines
or entity must purchase in an open
market, contractor agrees to
reimburse the participating agency
or entity, within a reasonable time
period, for all expenses incurred.
that a longer cure period will not
interfere with its needs and
interests, a longer period may be
allowed.
All terminations by the TCPN for
breach shall require a material
default by Contractor as
reasonably determined by TCPN.
Contractor shall only be liable for
direct cost incurred in the purchase
of replacement items or services
elsewhere. In no event shall
Contractor be liable for any
indirect or consequential damages
under any theory of law.
Incidental and consequential
damages, as used herein, shall
mean the cost incurred in the
purchase of replacement items or
services elsewhere.
5.5/ Pg 18
Standard
Contract
Region 4 ESC may cancel this
contract in whole or in part by
providing written notice. The
cancellation will take effect 30
business days after the other party
receives the notice of cancellation.
After the 30th business day all work
will cease following completion of
final purchase order. Vendor may be
requested to provide additional items
not already on contract at any time.
Canon Solutions America, Inc. will
allow a 10 day cure period
following notice, unless otherwise
specified in the notice. If non-
compliance creates a special need
such that 10 days is not, in the sole
opinion of the TCPN, reasonable,
the cure period will be reduced or
eliminated. If TCPN determines
that a longer cure period will not
interfere with its needs and
interests, a longer period may be
allowed.
7.1/ Pg 19
Delivery
Vendor shall deliver said materials
purchased on this contract to the
Member issuing a Purchase Order.
Conforming product shall be shipped
within 7 days of receipt of Purchase
Order. If delivery is not or cannot be
made within this time period the
vendor must receive authorization
All lease and purchase charges
quoted are inclusive of delivery
and installation of all Canon
brand equipment. We will deliver
all equipment hardware within
fifteen (15) business days from
receipt of appropriately signed
and executed order document,
from the purchasing agency for the
delayed delivery. At this point the
participating entity may cancel the
order if estimated shipping time is
not acceptable.
barring any circumstances
outside of our control, such as
national backorder. We make
every reasonable attempt to meet
your requested delivery
dates/times. However, because we
may be subject, from time to time,
to manufacturer production or
shipping delays (or both), we
may allocate distribution among
all of our customers.
Unfortunately, at times, this limits
the delivery of requested
quantities.
Lead times for some products and
services, including third-party
software solutions and our
Managed Print Services offering,
are determined by a mutually
approved statement of work and
formal project plan developed
during the discovery phase of the
project.
8.4 /Pg 19
Reporting
The awarded vendor shall provide
TCPN with an electronic accounting
report, in a format prescribed by
TCPN, on a monthly basis
summarizing all contract Sales for
the applicable month.
Reports of Contract Sales for Region
4 ESC and member agencies in each
calendar month shall be provided by
awarded vendor to TCPN by the 10th
day of the following month. If there
are no sales to report, Vendor is still
required to communicate that
information via email.
Failure to provide a monthly report
of the administrative fees within the
time and manner specified herein
shall constitute a material breach of
this contract and if not cured within
thirty (30) days of written to Supplier
shall be deemed a cause for
Canon Solutions America, Inc.
manages similar reporting for
States and Cooperatives and will
be able to meet all reasonable
reporting requirements. Reporting
information on Management Print
Solutions agreements is generally
complex. Reporting on agency
transactions that are categorized as
“Net Sale” will be reported within
10 days after the end of a month.
Meters, Break/Fix, and Services
will be reported 10 days after the
month they are invoiced to the
agency.
termination of the contract at
Region4 ESC’s sole discretion.
9.1/ Pg 19
Best price
guarantee
The awarded vendor agrees to
provide pricing to Region 4 ESC
and its participating entities that are
the lowest pricing available and the
pricing shall remain so throughout
the duration of the contract. Pricing
offered to Federal government
buying consortiums for goods and
services is exempt from this
requirement. The awarded vendor,
however, agrees to lower the cost of
any product purchased through
TCPN following a reduction in the
manufacturer or publisher's direct
cost.
Canon Solutions America, Inc. is
unable to make this representation
due to the specific requirements
that exist in this proposal such as
response time, geographic
coverage, and administration fees.
9.6/ Pg 20
Administration
Fee
All pricing submitted to Region 4
ESC shall include the administrative
fee to be remitted to TCPN by the
awarded vendor.
The awarded vendor agrees to pay
administrative fees monthly to
TCPN in the amount of 3% of the
total purchase amount paid to
awarded vendor, less refunds, credits
on returns, rebates and discounts, for
the sale of products and/or services
to Region 4 ESC and member
agencies pursuant to the contract (as
amended from time to time and
including any renewal thereof)
("Contract Sales").
Administrative fee payments are to
accompany the contract monthly
sales report by the 10th day of the
following month, in the amount
indicated on the report as being due.
Administrative fee payments are to
be paid by the awarded vendor via
Automated Clearing House to a
TCPN designated financial
institution.
Failure to provide a monthly
Canon Solution America, Inc.
agrees to pay administrative fees
monthly to TCPN in the amount
of 2% of the total purchase
amount paid to awarded vendor,
less refunds, credits on returns,
rebates and discounts, for the sale
of products and/or services to
Region 4 ESC and member
agencies pursuant to the contract
(as amended from time to time and
including any renewal thereof)
("Contract Sales").
payment of the administrative fees
within the time and manner specified
herein shall constitute a material
breach of the contract and if not
cured within thirty (30) day of written
notice to awarded vendor shall be
deemed a cause for termination of
the contract, at Region 4 ESC’s sole
discretion.
All administrative fees not paid when
due shall bear interest at a rate equal
to the lesser of 1 1/2% per month or
the maximum rate permitted by law
until paid in full.
10.1/ Pg 20
Audit Rights
Vendor shall, at Vendor’s sole
expense, maintain appropriate due
diligence of all purchases made by
Region 4 ESC and any entity that
utilizes this Agreement. TCPN and
Region 4 ESC each reserve the right
to audit the accounting for a period of
three (3) years from the time such
purchases are made. This audit right
shall survive termination of this
Agreement for a period of one (1)
year from the effective date of
termination. In the State of New
Jersey, this audit right shall survive
termination of this Agreement for a
period of five (5) years from the date
of final payment. Such records shall
be made available to the New Jersey
Office of the State Comptroller upon
request. Region 4 ESC shall have the
authority to conduct random audits
of Vendor’s pricing that is offered to
eligible entities at Region 4 ESC's
sole cost and expense.
Notwithstanding the foregoing, in
the event that Region 4 ESC is made
aware of any pricing being offered to
eligible agencies that is materially
inconsistent with the pricing under
this agreement, Region 4 ESC shall
Audit should be based on fees
charged under the agreement.
have the ability to conduct an
extensive audit of Vendor’s pricing at
Vendor’s sole cost and expense.
Region 4 ESC may conduct the audit
internally or may engage a third-
party auditing firm. In the event of
an audit, the requested materials
shall be provided in the format and
at the location designated by Region
4 ESC or TCPN.
11.6/ Pg 21
Warranty
conditions
All supplies, equipment and services
shall include manufacturer's
minimum standard warranty and one
(1) year labor warranty unless
otherwise agreed to in writing.
Warranty periods and programs
are specific to the devices delivered
under the contract. Equipment will
conform to "manufacturer
specifications" as opposed to
"specifications of this Contract."
We warrant the Canon Brand
equipment we supply will be free
from defects in material and
workmanship for 90-days from the
date of delivery. In addition, after
such 90-day period, we will
maintain such equipment in good
operating order per manufacturer's
specifications provided, subject to
normal use. For a complete
description of our limited
warranty, please see attached
Acquisition, Lease and
Maintenance Agreements.
11.7/ Pg 21
Buy American
Requirement
(for New Jersey and all other
applicable States) Vendors may only
use unmanufactured construction
material mined or produced in the
United States, as required by the Buy
American Act. Where trade
agreements apply, to the extent
permitted by applicable law, then
unmanufactured construction
material mined or produced in a
designated country may also be used.
Vendors are required to check state
Canon Solutions America, Inc.
does not sell equipment
manufactured in the US.
specific requirements to ensure
compliance with this requirement.
13.1/ Pg 22
Funding Out
Clause
Any/all contracts exceeding one (1)
year shall include a standard “funding
out” clause. A contract for the
acquisition, including lease, of real or
personal property is a commitment
of the entity’s current revenue only,
provided the contract contains
either or both of the following
provisions:
“Retains to the entity the continuing
right to terminate the contract at the
expiration of each budget period
during the term of the contract and is
conditioned on best effort attempt by
the entity to obtain appropriate funds
for payment of the contract.”
Please refer to the municipal rider
to the CFS lease.
13.3/ Pg 22
Indemnity
The awarded vendor shall protect,
indemnify, and hold harmless both
Region 4 ESC and TCPN and its
participants, administrators,
employees and agents against all
claims, damages, losses and expenses
arising out of or resulting from the
actions of the vendor, vendor
employees or vendor subcontractors
in the preparation of the solicitation
and the later execution of the
contract, including any supplemental
agreements with members. Any
litigation involving either Region 4
ESC or TCPN, its administrators
and employees and agents will be in
Harris County, Texas. Any litigation
involving TCPN members shall be
in the jurisdiction of the participating
agency.
To the fullest extent permitted by
law, Canon Solutions America,
its successors, assigns and
guarantors, shall pay, defend,
indemnify and hold harmless
the County or a Customer, as
applicable, its agents,
representatives, officers,
directors, officials and employees
from and against all third party
allegations, demands, proceedings,
suits, actions, claims, including
claims of US patent or copyright
infringement by Canon brand
equipment, damages, losses,
expenses, including but not limited
to, attorney fees, court costs, and
the cost of appellate proceedings,
and all claim adjusting and
handling expense, related to, arising
from or out of or resulting from
any negligent actions, acts, errors,
mistakes or omissions caused in
whole or part by Canon Solutions
America relating to work, services
and/or products provided in the
performance of this Contract,
including but not limited to, any
Subcontractor or anyone directly
or indirectly employed by any of
them or anyone for whose acts
any of them may be liable and any
injury or damages claimed by any of
Canon Solutions America's and
Subcontractor's employees. In all
instances requiring
indemnification Canon Solutions
America shall receive prompt
notification, receive reasonable
assistance from County or
Customer at Canon Solutions
America's expense for the defense
of any such actions.
13.5/ Pg 23
Marketing
Awarded vendor agrees to allow
Region 4 ESC/TCPN to use their
name and logo within website,
marketing materials and
advertisement. Any use of TCPN
name and logo or any form of
publicity, inclusive of press releases,
regarding this contract by awarded
vendor must have prior approval
from TCPN.
We intend to provide our logo's
for the purpose of commercially
marketing our products and
services in conjunction with
TCPN’s efforts within our
standard logo use guidelines.
13.6/ Pg 23
Certificates of
Insurance
Certificates of insurance shall be
delivered to the Region 4 ESC
participant prior to commencement
of work. The insurance company
shall be licensed in the applicable
state in which work is being
conducted. The awarded vendor
shall give the participating entity a
minimum of ten (10) days’ notice
prior to any modifications or
cancellation of policies. The awarded
vendor shall require all
subcontractors performing any work
to maintain coverage as specified.
We will endeavor to notify The
County of DuPage of any changes
within thirty (30) days of receiving
such notice from our insurers.
SER-024 April 2017 CSA continued on Page 2
Canon Solutions America, Inc. (“CSA”) One Canon Park, Melville, NY 11747 (800) 613-2228 MPS Consultant ______________________ Salesperson ______________________ Order Date: ____ / ____ / ____
Customer Name (“You”):
Initial Term: ___________ months
Billing Address:
Requested Start Date: ____/____/____ (no sooner than 10 days after
contract order date and completion of Schedule A, Schedule A-MICR or B an
submission of a printed configuration page for each printer) City: County:
State: Zip: Phone #:
Do you require a P.O. for payment? Yes ____ No ____
Contact: Fax #:
Is there a statement of Work (“SOW”) covering additional services? Yes ____ No ____
Note: Charges for additional services are billed separately. Email:
The Printers covered under this Agreement are listed on Schedule A, Schedule A-MICR, and/or Schedule B Per Unit coverage charges are shown on Schedule A, Schedule A-MICR, and/or Schedule B
Coverage Plan Internal Control Number
Per Unit Fleet The initial price for Equipment listed on Schedule A and/or Schedule B is as follows
Estimated Quarterly Print Volume B & W Color
Per Image Charge (Fleet) B & W Color
Toner Type
$ 0. $ 0. OEM 3rd Party
The initial price for Equipment listed on Schedule A-MICR is as follows
Estimated Quarterly Print Volume B & W Color
Per Image Charge (Fleet) B & W Color
MICR Toner Type
$ 0. $ 0. 3rd Party
TERMS AND CONDITIONS
1. TERM. The Managed Print Services (“MPS”) shall begin on the Start Date and continue for the initial term specified above. The initial term shall renew for successive 12 month renewal terms unless either party gives written notice of non-renewal at least 30 days prior to the expiration of the then current term. 2. CHARGES. Base charges shall be billed in advance and per image charges shall be billed in arrears on a quarterly basis. Invoices shall be due and payable within thirty days of the invoice date. Applicable taxes shall be added to the charges. If payments are late, CSA may charge you and you agree to pay, a late charge equal to the higher of five percent (5%) of the amount due or ten dollars ($10) for each billing period or portion of a billing period such payment is delayed as reasonable collection fees, not to exceed the maximum amount permitted by law. CSA reserves the right to increase the prices above at any time during the Term to reflect increased costs upon thirty (30) days written notice to you. The charges are subject to an annual increase on each anniversary of the start date. If you have selected the Fleet Coverage Plan, the Base Charge, Covered Images and Per Image Charges noted above shall apply to all of the Equipment on the Schedule. If you have selected the Per Unit Coverage Plan, the Base Charge, Covered Images and the Per Image Charges for each unit shall be reflected on the Schedule. 3. PRIOR ASSESSMENT. Under a prior agreement, CSA has performed a network and system discovery analysis of your IT environment in which services are to be rendered under this Agreement. Under the prior agreement, CSA has used certain discovery tools to identify the components and conditions of your IT environment. 4. COVERED PRINTERS. This agreement is intended to provide services for your entire fleet of printers however certain models of printers may not be eligible for services under this contract due to age, geographic location or other reasons determined by CSA. At CSA’s discretion, the ineligible printers may be placed under a “Standard Plan” and identified on the associated schedule (“Schedule B”) and shall only receive toner cartridges and monitoring services. The “Premier” scope of services as defined in Paragraph 7 covers only the printers identified on the associated schedule (“Schedule A” or “Schedule A-MICR”). The parties may agree to add or remove printers from time to time during the Term by mutual execution of a CSA MDS Change Order. Customer shall provide CSA a standard device configuration sheet showing the start meter reading of the added printer(s) as of the start date of this contract. Otherwise, CSA may compute a start reading for the printer(s) utilizing the current meter reading and subtracting an estimated monthly volume per printer, as determined by CSA. In the event Customer acquires additional devices subsequent to the start date of this Agreement, the start meter shall be zero. If the quantity of printers changes during the Term from the original quantity listed on Schedule A, Schedule A-MICR or Schedule B, CSA reserves the right to adjust the pricing accordingly. 5. YOUR RESPONSIBILITIES. As a condition precedent to CSA’s duties:
(a) The Printers shall be in good working condition on the Start Date (as determined solely by CSA in its reasonable discretion). (b) You shall provide CSA with an accurate location and printed configuration page for each printer placed under this Agreement. You shall notify CSA if you relocate any printers from the address indicated
on Schedule A, A-MICR, B or any related Change Order. (c) You shall use only CSA-approved parts and supplies for the Printers. (d) You shall have proper electrical and network connections and install and use CSA approved surge protector(s) where appropriate. (e) You shall provide a Key Operator responsible for designated duties in the operator’s manual and insure that the proper supplies are being installed and/or used correctly with the Printers. (f) You are solely responsible for security of your electronic and other data. (g) You must install and keep the DCA installed on your network for networked devices and locally for non-networked devices throughout the Term of this Agreement. If the DCA does not communicate with
CSA, you agree to provide manual meter readings upon request. (h) You agree that CSA may use estimated meter readings if it does not receive timely meter reading on any Printers covered by this Agreement. (i) You shall utilize the CSA ordering procedures for adding or deleting printers and ordering Toner Cartridges. You acknowledge that CSA will not deliver services or toner for printers not listed on Schedule
A, Schedule A-MICR, Schedule B or any related Change Order until you complete the proper ordering procedure to add the printer to the Agreement. (j) You shall provide timely meter readings for any printer not connected to the DCA for any reason.
SEE PAGE 2 FOR ADDITIONAL TERMS AND CONDITIONS
Subject to the terms and conditions of this Agreement and any listed Statement of Work above, CSA agrees to provide (i) Managed Print Services for the Printers listed in Schedule A, Schedule A-MICR and if applicable, (ii) toner cartridges for the Printers listed in Schedule B of this Agreement or in any future Change Order related to this Agreement (the “Printers”) at the charges stated herein or therein. BY YOUR SIGNATURE BELOW, YOU AGREE TO PURCHASE THE MANAGED PRINT SERVICES SPECIFIED ABOVE. YOU ACKNOWLEDGE RECEIPT OF A COPY OF THIS AGREEMENT. THE ADDITIONAL TERMS AND CONDITIONS ON PAGE 2 HEREOF AND IN ANY SCHEDULE(S) OR ADDENDUM(S) HERETO, ARE INCORPORATED AND MADE A PART OF THIS AGREEMENT.
Customer’s Authorized Signature ____________________________________________________________________________________________________________________
Printed Name ______________________________________________________ Title __________________________________________ Date ________________________
MANAGED PRINT SERVICES AGREEMENT
Salesperson: Order Date:
The undersigned (whether one or more are specified, “Guarantor(s)"), in consideration of CANON SOLUTIONS AMERICA, INC. (“CSA”) entering into a unified lease agreement (together with any schedules or
supplements thereto, “Agreement") with the customer identified above ("Customer"), irrevocably and unconditionally, jointly and severally, guarantee to Lessor (as defined in the Agreement) and its successors
and assigns, the payment when due of all amounts owed under the Agreement (whether at maturity or upon the occurrence of an event of default or otherwise) and the performance by Customer of all terms of
the Agreement and any other transaction between Customer and Lessor (or CSA as assigned to Lessor) (collectively, "Liabilities”). If Customer shall fail to pay or perform any Liabilities when due, Guarantors
shall, upon demand, pay any amounts which may be due from Customer and take any action required of Customer under the Agreement. This is an absolute and continuing guaranty and Guarantors' liability under
this Guaranty is primary and will not be affected by any settlement, extension, renewal or modification of the Agreement or any discharge or release of Customer's obligations, whether by agreement or operation
of law.
If any payment applied by Lessor on the Liabilities is thereafter set aside, recovered or required to be returned for any reason (including without limitation the bankruptcy, insolvency or reorganization of
Customer or any other person), the Liabilities to which such payment was applied shall for the purposes of this Guaranty be deemed to have continued in existence, notwithstanding such application, and this
Guaranty shall be enforceable as to such Liabilities as fully as if such application had never been made. This Guaranty may be terminated only upon sixty (60) days’ prior written notice to CSA and Lessor, and
such termination shall be effective only as to Liabilities arising under schedules, supplements, or agreements entered into after the effective date of termination and shall not affect Lessor’s rights under this
Guaranty arising out of the Agreement or other agreements entered into prior to such date. Guarantors waive all damages, demands, presentments and notices of every kind and nature, any rights of set-off, and
any defenses available to a guarantor (other than the defense of payment and performance in full) under applicable law. Guarantors further waive any (i) notice of the incurring of indebtedness by Customer and
the acceptance of this Guaranty, (ii) right to require suit against Customer or any other party before enforcing this Guaranty and (iii) right of subrogation to Lessor’s rights against Customer until the Liabilities
are satisfied in full. Any (a) renewals and extensions of time of payment, (b) release, substitution or compromise of or realization upon the Equipment, other guaranties or any collateral security and (c) exercise
of any other right under this or any other agreement between Lessor (or CSA as assigned by Lessor) and Customer or any third party, may be made, granted and effected by Lessor without notice to Guarantors
and without in any manner affecting Guarantors' liability under this Guaranty.
Guarantors shall pay all expenses (including attorneys’ fees and legal expenses) paid or incurred by Lessor in endeavoring to collect the Liabilities or any part thereof and in enforcing the Guaranty. THIS
GUARANTY SHALL FOR ALL PURPOSES BE DEEMED A CONTRACT ENTERED INTO IN THE STATE OF NEW JERSEY. THE RIGHTS OF THE PARTIES UNDER THIS GUARANTY SHALL BE GOVERNED
BY THE LAWS OF THE STATE OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES. ANY ACTION BETWEEN GUARANTORS AND LESSOR SHALL BE BROUGHT IN ANY
STATE OR FEDERAL COURT LOCATED IN THE COUNTY OF CAMDEN OR BURLINGTON, NEW JERSEY, OR AT LESSOR’S SOLE OPTION, IN THE STATE WHERE ANY GUARANTOR, CUSTOMER
OR EQUIPMENT IS LOCATED. GUARANTORS, BY THEIR EXECUTION AND DELIVERY HEREOF, IRREVOCABLY WAIVE OBJECTIONS TO JURISDICTION OF SUCH COURTS AND OBJECTIONS TO
TO VENUE AND CONVENIENCE OF FORUM. GUARANTORS, BY THEIR EXECUTION AND DELIVERY HEREOF, AND CSA AND LESSOR,BY THEIR ACCEPTANCE HEREOF, HEREBY IRREVOCABLY
WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUCH PROCEEDINGS.
Guarantors agree that CSA and Lessor may accept a facsimile or other electronic transmission of this Guaranty as an original, and that facsimile or electronically transmitted copies of Guarantors'
signatures will be treated as an original for all purposes.
BY YOUR SIGNATURE BELOW, YOU AGREE TO LEASE THE ITEMS LISTED ON SCHEDULE A OR IN ANY ADDENDUM(S) TO THIS AGREEMENT. YOUACKNOWLEDGE RECEIPT OF A COPY OF THIS AGREEMENT, INCLUDING THE GENERAL TERMS AND CONDITIONS, WHICH ARE INCORPORATED HEREIN BY
REFERENCE. The undersigned and CSA have each caused this Agreement to be executed as of the date first written below.
SLS-107F CFS-1209 July 2017 Page 1
Tax ExemptEnd of Lease Term Purchase Option *
Check must accompany agreement
Lease Term
Address: _________________________________________________________________________________________________________ Phone: ____________________________
Select 1 option:
Address: _________________________________________________________________________________________________________ Phone: ____________________________
(* Plus applicable taxes)
Printed Name: _________________________________________________________ Date: _________________Signature: _______________________________________________________________ (no title)
Payment Frequency
________ Months
Excess Per Image Charge Billing Cycle
Consumables Inclusive
Coverage Plan
Organization Information
Zip:Lease Information
Customer Account:
Company Legal Name:
City: County:
Chief Executive Office and address for notices:
City:
Federal Tax Identification Number (TIN):
Phone:
Contact: Fax:
E-Mail:
State:
#ULF
Equipment
Maintenance
Address:
Customer ("You"):
State: Zip:
Maintenance TotalBase
Included for all
Equipment
Included, except for Equipment
excluded on Schedule ADeclined
Under separate
agreement
Equipment Description: See Schedule A
Doing Business As:
Billing Address:
Customer's Authorized Signature: ___________________________________________________________________________ Date: ____________________________________
Printed Name: ___________________________________________________________________________________________ Title: _____________________________________
PO Required
See Schedule A
Charges
Printed Name: _________________________________________________________Signature: _______________________________________________________________ (no title) Date: _________________
CSA Authorized Signature: _________________________________________________________________________________ Date: ____________________________________
Printed Name: ___________________________________________________________________________________________ Title: _____________________________________
Personal Guaranty
Amount Due at SigningPayment *
# of Payments in
Advance:
_____________
TOTAL DUE AT SIGNING *
$ ___________________$ _________ + $ _________ = $ ___________
Canon Solutions America, Inc. ("CSA")One Canon Park, Melville, NY 11747(800)-613-2228
UNIFIED LEASE AGREEMENT
Corporation Limited Liability Company
Limited Liability Partnership
Non-Profit Corporation
Partnership
State or Local Government
Sole Proprietorship If selected, complete Date of Birth __________
Yes PO# __________________ No
Monthly
Quarterly Fair Market Value $1.00 Other ____________ (estimated)
QuarterlyMonthly Other ________
Yes (Attach certificate)
Toner Other ___________
Per Unit Fleet If adding to existing fleet, applicable contract # ___________________ Aggregate
If adding to an existing Aggregate, provide either a contract # or serial # under Aggregate._________________________
SLS-107F CFS-1209 July2017 Page 2 Customer Initials ______
GENERAL TERMS AND CONDITIONS1. LEASE OF EQUIPMENT AND SOFTWARE 1.1 Listed Items; Commencement of Lease; Lessor. CSA shall supply, for lease by you as provided below, and you shall lease the units of equipment (“Equipment”) and licenses of software with separate support contracts, if applicable (“Listed Software”; and together with the Equipment and all replacements and additions thereto, “Listed Items”) indicated on Schedule A. The initial lessor is Canon Financial Services, Inc. (together with any future assignees of its rights as lessor, “Lessor”). You shall keep the Listed Items at the “Ship To” location, not move them to another location without the prior written consent of Lessor (defined below), and keep them free and clear of all liens and encumbrances. This Agreement shall be effective on the date the Listed Items are delivered to you (“Lease Commencement Date”). The term of this Agreement begins on the date accepted by CSA or any later date that CSA designates (“Agreement Date”), and shall continue for an initial term of the number of months specified on page 1(together with any renewal periods, “Lease Term”). Your execution of an acceptance certificate provided by CSA shall conclusively establish that the Listed Items have been delivered to and irrevocably accepted by you. If you have not, within 10 days after delivery of Equipment, delivered to Lessor written notice of non-acceptance of any Equipment, specifying the reasons and referencing this Agreement, you shall be deemed to have irrevocably accepted the Equipment. After acceptance, you shall have no right to cancel this Agreement or return the Listed Items prior to the end of the Lease Term for any reason whatsoever, including termination of any maintenance services that may be provided by CSA under this or any separate agreement. Title to all Listed Items shall be transferred by CSA to Lessor. CSA shall assign to Lessor all of its rights (but none of its obligations) with respect to the Listed Items, including the right to receive all Payments. Lessor does not and shall not assume any obligations under this Agreement. CSA shall remain solely liable for the performance of all maintenance, service, and warranty obligations described in this Agreement. 1.2 Payments and Costs. You shall pay to Lessor each billing period the fixed base and, if applicable, the fixed maintenance amounts and per image charges and all other amounts, as listed and specified on page 1 and Schedule A and such other amounts permitted in this Agreement as invoiced by Lessor (collectively, “Payments”; the fixed maintenance amounts and the per image charges are the “CSA Payments”, and all other Payments are the “Lessor Payments”). For Equipment designated as Corporate Advantage, the meter shall record a quantity of 2 images for any image produced on media wider than 8½”. The Payments shall not increase during the initial term. Prepaid charges shall not be refundable except as provided in Paragraph 2.1(b). Invoices shall be due and payable upon receipt. All Payments will be applied in such order as Lessor, in its discretion, may determine. This lease is a net lease. Lessor Payments shall be made without set-off or deduction, even if the Listed Items malfunction and irrespective of any non-performance by CSA of its maintenance obligations. You authorize Lessor to adjust the Payments and the End of Term Purchase Option amount (if specified on page 1) (“Purchase Option”) by up to 15% if the actual cost of the Listed Items and any related services and supplies, including any sales and use tax, exceed CSA’s estimates on which such amounts were based. You shall pay a $85 documentation fee and any applicable taxes (including personal property tax), expenses, charges and fees imposed with respect to the Listed Items, the Payments or your performance or non-performance under this Agreement, and you shall reimburse Lessor for the same plus processing fees (collectively, “Costs”). You agree that Lessor may in its sole discretion apply, but shall not be obligated to apply, any amounts paid in advance to any amount due or to become due hereunder, and in no event shall any amount paid in advance earn interest unless required by applicable law. If any Payments are late, you shall pay (a) the actual and reasonable costs and expenses of collection, including attorneys’ fees, whether or not suit is brought, (b) a late charge equal to the higher of 10% of the amount due or $25, as reasonable liquidated damages, and (c) if Lessor should bring court action, you agree that attorney fees equal to 25% of the amount sought shall be deemed reasonable, in each case not to exceed the maximum amount permitted by law. 1.3 Purchase Options; Return. (a) END OF TERM PURCHASE OPTION. To elect this option, you shall give Lessor 60 days’ prior irrevocable written notice (unless the Purchase Option price is $1.00) that you will purchase, upon the expiration of the Lease Term, all the Listed Items at the Purchase Option price plus any Costs. (b) PRIOR TO MATURITY PURCHASE. You may upon not less than 60 days’ prior irrevocable written notice, purchase all the Listed Items at a price equal to the sum of all remaining Payments, plus the Fair Market Value, plus Costs. For purposes of this Agreement, “Fair Market Value” shall be Lessor’s retail price at the time you notify Lessor of your intent to purchase the Equipment. (c) Listed Item purchases shall be “AS-IS WHERE-IS” without warranty, except for title; purchases of licenses of Listed Software are subject to the terms thereof. (d) Unless this Agreement contains a $1.00 Purchase Option, this Agreement shall automatically renew on a month to month basis at the same Payment amount (subject to increase of CSA Payments) and frequency unless you, at least 60 days before the end of the Lease Term, send to Lessor written notice (the "End of Term Notice") that you either (i) are purchasing all (but not less than all) of the Equipment in accordance with the terms hereof, or (ii) do not want to renew this Agreement, and at the end of the Lease Term shall return the Equipment as provided below. Unless this Agreement automatically renews or you purchase the Equipment as provided in this Agreement, you shall, at the termination of the Lease Term, return the Equipment at your sole cost and expense in good operating condition, ordinary wear and tear resulting from proper use excepted, to a location specified by Lessor. Lessor may charge you a return fee equal to the greater of one Lessor Payment or $250 for the processing of returned Equipment. If for any reason you fail to return any Equipment to Lessor as provided in this Agreement by the last day of such Lease Term, you shall pay to Lessor upon demand one billing period's Lessor Payment for each billing period or portion thereof that such return is delayed. If you fail to provide the required End of Term Notice and return the Equipment at the end of the Lease Term, you shall pay to Lessor upon demand the 60-day equivalent of Lessor Payments to satisfy the End of Term Notice period referenced above. You shall reimburse Lessor for any costs incurred by Lessor to place the Listed Items in good operating condition. 2. MAINTENANCE. YOU SHALL RECEIVE THE MAINTENANCE DESCRIBED IN THIS PARAGRAPH 2 (“Maintenance”) ONLY IF YOU HAVE ACCEPTED MAINTENANCE ON PAGE 1. Such services are subject to the exclusions hereinafter described. Maintenance provided to you under separate agreement between CSA and you shall be governed solely by the provisions thereof. 2.1 Covered Service. (a) CSA shall provide all routine preventive maintenance and emergency service necessary to keep the Equipment in good working order in accordance with this Agreement and CSA’s normal practice. Such service shall be performed between 8:30 A.M. and 5:00 P.M. Monday through Friday, except holidays. (b) You shall afford CSA reasonable and safe access to the Equipment to perform on-site service. CSA may terminate its maintenance obligations as to any Equipment if you relocate it to a site outside CSA’s service coverage area. If, in CSA’s opinion, any Equipment cannot be maintained in good working order through CSA’s routine maintenance services, CSA may, at its option, (i) substitute comparable Equipment or (ii) cancel any balance of the term of its maintenance obligations as to such Equipment and refund the unearned portion of any prepaid CSA Payments. Parts or Equipment replaced or removed by
CSA in connection with Maintenance shall become the property of Lessor and you disclaim any interest in them. (c) Installation/Implementation of Listed Software may be at an additional charge except to the extent included as a Listed Item and may be conditioned on your agreement to a separate statement of work or other document covering the scope and schedule of installation/implementation, configuration options, responsibilities of each party, and other matters, which shall solely govern as to the matters covered therein. Additional charges may apply for work beyond the initial scope described in such separate document. (d) Support for Listed Software is provided directly by the respective developers thereof and as set forth in each developer’s applicable separate support contract, and is not provided by CSA under this Agreement except as expressly provided herein. Support for Listed Software may require separate purchase by you of a support contract, unless included under this Agreement as a Listed Item. The terms of support contracts for Listed Software are available from the developers, or will be provided to you by CSA upon request. Notwithstanding any provision in the support contract to the contrary, it shall automatically renew on an annual basis, subject to a price increase after the initial term. (e) CSA shall make available to you from time to time upgrades and bug fixes for the software licensed as part of the Equipment and for Listed Software, but: (i) only if such upgrades and bug fixes are provided to CSA by the developers of such Listed Software, (ii) availability of upgrades and bug fixes may be at additional charge, and (iii) installation of such upgrades and bug fixes by CSA if requested by you shall be at additional charge. You are not required to use CSA for installation of either Listed Software or for any upgrades and bug fixes, but if installation is done by anyone other than CSA, CSA shall have no responsibility for any performance or other issues that may result from such installation. (f) CSA shall also use reasonable efforts to provide Level 1 support for the Listed Software (except that for certain Listed Software, Level 1 support shall be provided only if and so long as a separate software support contract for such Listed Software from the developer thereof is in effect). Level 1 support consists of (i) providing help-line telephone assistance in operating the Listed Software and identifying service problems in the Listed Software, and attempting to troubleshoot any such problems; (ii) escalating operating problems to the applicable developer of the Listed Software as needed to rectify such problems, including facilitating contact between you and the developer of the Listed Software as necessary; and (iii) maintaining a log of such problems to assist in tracking the same. 2.2 Maintenance Term and Charges. (a) Maintenance shall start on the Lease Commencement Date and shall continue for the Lease Term. (b) Consumables Inclusive Maintenance includes replenishment of toner only (and other consumables, but only if specified on page 1). Toner is supplied for exclusive use with the Equipment. CSA may terminate the Maintenance if you use consumables in a different manner. If your toner usage exceeds by more than 10% the published manufacturer specifications for conventional office image coverage, CSA may invoice you for such excess usage. You may purchase additional toner from CSA if required. You shall bear all risk of loss, theft or damage to unused consumables, which shall remain CSA’s property and shall be returned promptly upon termination of this Agreement or Maintenance. (c) If you selected the Fleet or Aggregate Coverage Plan on page 1, the Base Charge and the Covered Images Included shall apply to all of the Equipment on Schedule A unless otherwise indicated. If specified on page 1 that the Listed Items are being added to an existing fleet under a previous agreement between you and CSA, (i) the fleet shall include the listed items under the previous agreement, and all other agreements for which the add to existing fleet option was selected, and (ii) the maintenance term for all Listed Items under this Agreement shall be the same as the maintenance term for all listed items under all such previous agreements. (d) If specified on the face page that the Listed Items are being added to an existing Aggregate Coverage Plan under a previous agreement between you and CSA, the Covered Images shall apply to all of the Equipment on the schedule, unless otherwise indicated, plus the listed items under the previous agreement(s), and all other agreements for which the add to existing Aggregate Coverage Plan was selected, on an aggregated basis, for so long as the maintenance term for all such listed items continues. (e) Unless otherwise indicated on Schedule A, you authorize CSA to use networked features of the Equipment including imageWARE to receive software updates, activate features/new licenses and transmit use and service data accumulated by the Equipment over your network by means of an HTTPS protocol and to store, analyze and use such data for purposes related to servicing the Equipment, providing reports and product improvement. This feature is not capable of sending or receiving image data. (f) You shall provide meter readings to CSA in accordance with the Meter Read Method selected. If you selected the myCSA website, you, your employees or agents shall complete CSA’s registration process governing access to and use of such website, and you agree to be bound by, and comply with its Terms of Use. CSA may change your meter read options from time to time upon 60 days’ notice. If CSA does not receive timely meter readings from you, you shall pay invoices that reflect CSA’s estimates of meter readings. CSA may verify the accuracy of any meter readings from time to time and invoice you for any shortfall in the next invoice. (g) You agree that CSA may suspend performance of Maintenance if and so long as any Payments are overdue, and that any such suspension shall not in and of itself be deemed a termination of this Agreement. 2.3 Non-Covered Service. The following services are not included within Maintenance and shall be invoiced in accordance with CSA’s then current labor, parts and supply charges: (a) replacement of any consumables not provided as part of Consumable Inclusive Maintenance identified on page 1, including, without limitation, paper, toner, ink, waste containers, fuser oil, staples (, other media, print heads and puncher dies; (b) repairs necessitated by factors other than normal use including, without limitation, any willful act, negligence, abuse or misuse of the Equipment; the use of parts, supplies or software not supplied by CSA; service performed by anyone other than CSA; accident; use of Equipment with non-compatible hardware or software components; electrical power malfunction or heating, cooling or humidity ambient conditions; (c) de-installation, re-installation, or relocation of Equipment; (d) repairs to or realignment of Equipment and related training necessitated by changes made to your system configuration or network environment; (e) work requested to be performed outside of CSA’s regular business hours; and (f) repair of any network/system connection devices, except when listed on page 1. If you have NOT selected Maintenance on page 1, any of the maintenance services described in Paragraph 2.1 above shall be available only upon your request, either under separate agreement with CSA or invoiced in accordance with CSA’s then current labor, parts and supply charges. Installation of certain Listed Software may also require a separate agreement between you and CSA setting forth the scope of work, your responsibilities in connection with such installation, and other terms and conditions as required by CSA. Such separate agreement(s) shall solely govern, and this Agreement shall not apply to, the services described therein. 3. CSA CUSTOMER SATISFACTION POLICY. If you are not satisfied with the performance
of your Canon or Océ brand product, upon your written request, CSA in its sole discretion will repair or replace the product with a like unit with equivalent capabilities. Prior to replacement, CSA shall have had the opportunity to return the product to good working order in accordance with the terms of this agreement. If a replacement unit is provided, the lease hereunder of the replaced unit shall be deemed terminated and the replacement unit shall be deemed a “Listed Item” for the lease and all other purposes of this Agreement. This policy shall apply only if you are not in default of this Agreement and Maintenance under this Agreement has not been canceled or terminated.
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SLS-107F CFS-1209 July 2017 Page 3 Customer Initials ______
4. DATA. You acknowledge that the hard drive(s) on the Equipment, including attached devices, may retain images, content or other data that you may store for purposes of normal operation of the Equipment (“Data”). You acknowledge that Lessor is not storing Data on behalf of you and that exposure or access to the Data by CSA or Lessor, if any, is purely incidental to the services performed by CSA or Lessor. Neither CSA nor Lessor nor or any of their affiliates has an obligation to erase or overwrite Data upon your return of the Equipment to CSA or Lessor or any other disposition of the Equipment by you. You are solely responsible for: (A) your compliance with applicable law and legal requirements pertaining to data privacy, storage, security, retention and protection; and (B) all decisions related to erasing or overwriting Data. Without limiting the foregoing, you should, (i) enable the Hard Disk Drive (HDD) data erase functionality that is a standard feature on certain Equipment and/or (ii) prior to return or other disposition of the Equipment, utilize the HDD (or comparable) formatting function (which may be referred to as “Initialized All Data/Settings” function) if found on the Equipment to perform a one pass overwrite of Data or, if you have higher security requirements, you may purchase from CSA at current rates an appropriate option for the Equipment, which may include (a) an HDD Data Encryption Kit option which disguises information before it is written to the hard drive using encryption algorithms, (b) an HDD Data Erase Kit that can perform up to a 3-pass overwrite of Data (for Equipment not containing data erase functionality as a standard feature), or (c) a replacement hard drive (in which case you should properly destroy the replaced hard drive). You shall indemnify Lessor, CSA, their subsidiaries, directors, officers, employees and agents from and against any and all costs, expenses, liabilities, claims, damages, losses, judgments or fees (including reasonable attorneys' fees) arising or related to the storage, transmission or destruction of the Data. The terms of this section shall solely govern as to Data, notwithstanding that any provisions of this Agreement or any separate confidentiality or data security or other agreement now or hereafter entered into between you and CSA or Lessor applies, or could be construed to apply to Data. 5. LIMITED WARRANTY; EXCLUSIONS & LIMITATIONS; INDEMNIFICATION 5.1 Limited Warranty. Equipment is warranted only as provided in the manufacturer’s warranty provided with the Equipment (for CANON brand Equipment, the manufacturer’s warranty is provided by Canon U.S.A., Inc.). End user warranties, if any, for Listed Software are provided solely by the developers or suppliers of the Listed Software. So long as you are not in breach or default of this Agreement, Lessor assigns to you, solely for the purpose of making and prosecuting any such claim, the rights, if any, which Lessor may have under all such warranties for the Listed Items. 5.2 Disclaimer of Warranties. LESSOR IS NOT A MANUFACTURER, DEALER, OR SUPPLIER OF THE LISTED ITEMS. AS BETWEEN YOU AND LESSOR, THE LISTED ITEMS ARE LEASED “AS IS” AND ARE OF A SIZE, DESIGN, AND CAPACITY SELECTED BY YOU. LESSOR HAS MADE NO REPRESENTATION OR WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, WITH RESPECT TO THE LISTED ITEMS. The warranties, if any, provided for any of the Listed Items are enforceable by you only against the Canon company or third party making such warranties, not against any Lessor. CSA is not an agent or representative of Lessor and is not authorized to waive or alter any of Lessor’s rights or make any representation for Lessor about the Listed Items, except to the extent set forth in this Agreement. EACH OF CSA AND LESSOR EXPRESSLY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE RELATING TO THE USE OR PERFORMANCE OF THE LISTED ITEMS OR CSA’S SERVICES. THE FURNISHING OF MAINTENANCE UNDER THIS AGREEMENT DOES NOT ASSURE UNINTERRUPTED OPERATION OR USE OF ANY OF THE LISTED ITEMS. 5.3 Limitation of Liability. NEITHER CSA NOR LESSOR SHALL BE LIABLE FOR
INJURY OR DAMAGE EXCEPT TO THE EXTENT CAUSED BY SUCH PARTY’S NEGLIGENCE OR WILLFUL MISCONDUCT. NEITHER CSA NOR LESSOR SHALL BE LIABLE FOR EXPENDITURES FOR SUBSTITUTE EQUIPMENT OR SERVICES, LOSS OF REVENUE OR PROFIT, LOSS, CORRUPTION OR RELEASE OF DATA, FAILURE TO REALIZE SAVINGS OR OTHER BENEFITS, STORAGE CHARGES; OR INCIDENTAL, SPECIAL, PUNITIVE OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OF OR IN CONNECTION WITH THIS AGREEMENT, REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA OR LESSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 5.4 Indemnification. You shall reimburse Lessor for and defend Lessor against any claim
for losses or injury caused by the Listed Items, before and after the Lease Term ends. 6. ADDITIONAL LEASE REQUIREMENTS. 6.1 Warranty of Business Purpose; Maintenance. You warrant that the Listed Items will not be used for personal, family or household purposes. If at any time for any reason whatsoever CSA’s maintenance obligations have terminated, at your sole expense you shall keep the Equipment in good working order and supply and install replacement parts and accessories when required to maintain the Equipment. Any such replacements shall be the property of Lessor and shall be deemed Equipment. 6.2 Risk of loss; Insurance. Effective upon delivery to you, you shall bear the entire risk of any loss or theft of or damage to the Equipment (“Loss”). You shall obtain and maintain during the term hereunder including all renewals and extensions, at your expense, (a) property insurance for the full replacement value of the Equipment and (b) comprehensive public liability and property damage insurance. All such insurance shall provide for a deductible not exceeding $5,000 and be in form and amount and with companies satisfactory to Lessor. Each insurer providing such insurance shall name Lessor as additional insured and loss payee and provide Lessor 30 days’ prior written notice of alteration or cancellation. You shall deliver certificates or other evidence of insurance to Lessor. You appoint Lessor as your attorney-in-fact solely to make claim for, receive payment of, and execute and endorse documents, checks, or drafts for any Loss. If within 10 days after request you fail to deliver satisfactory evidence of such insurance to Lessor, then Lessor shall have the right, but not the obligation, to obtain insurance covering Lessor’s interests in the Equipment, and add the costs of maintaining such insurance and an administrative fee to the amounts due from you under this Agreement. Lessor and any of its affiliates may make a profit on the foregoing. You shall promptly (i) repair or replace any Equipment subject to a Loss or (ii) pay to Lessor the Remaining Lease Balance (defined below). No Loss shall relieve you of any obligation under this Agreement. 7. DEFAULT; REMEDIES. You shall be in default of this Agreement if: (a) you fail to make any Payments when due or perform any of your other obligations under this Agreement; (b) you fail to make payments when due of any indebtedness to Lessor; (c) you or any guarantor of your obligations (“Guarantor”) cease doing business as a going concern; (d) you or any Guarantor become insolvent or make an assignment for the benefit of creditors; (e) a petition or proceeding is filed by or against you or any Guarantor under any bankruptcy or insolvency law; (f) a receiver, trustee, conservator, or liquidator is appointed for you, any Guarantor, or any of your or any Guarantor’s property; (g) any statement, representation or warranty made by you or any Guarantor to CSA or Lessor is incorrect in any material respect; or (h) you or
any Guarantor who is a natural person die. If you are in default, you shall pay for Lessor’s reasonable collection and other costs, and without limiting any of CSA’s rights hereunder or under applicable law, Lessor may exercise (on behalf of itself and, as applicable, CSA) any one or all of the following remedies: (1) declare all unpaid Payments (other than per image charges) immediately due and payable, with Lessor retaining title to the Listed Items; (2) terminate any and all agreements with you; (3) without notice, demand or legal process, retake possession of the Listed Items (and you authorize Lessor to enter upon the premises where the Listed Items may be found) and (A) retain the Listed Items and all Payments and other sums paid, (B) re-lease the Listed Items and recover from you the amount by which the Remaining Lease Balance exceeds the value attributed to the Listed Items by Lessor for purposes of calculating the payments under the new lease agreement, or (C) sell the Listed Items and recover from you the amount by which the Remaining Lease Balance exceeds the net amount received by Lessor from such sale; or (4) pursue any other remedy permitted at law or in equity. Lessor may sell the Listed Items after preparing them or not and may disclaim warranties of title and the like. If the Listed Items are not available for sale, you shall be liable for the Remaining Lease Balance and any other amounts due. The “Remaining Lease Balance” shall be the sum of: (i) all Lessor Payments then owed by you to Lessor; (ii) the present value of all remaining Lessor Payments for the full Lease Term; (iii) the Purchase Option price of the Listed Items indicated on the face of this Agreement; plus (iv) any applicable taxes, expenses, charges, and fees. For purposes of determining present value, Lessor Payments shall be discounted at 3% per year. 8. SECURITY; WAIVER. You authorize Lessor to file any form of financing or continuation statements and amendments thereto. THE LEASE CREATED BY THIS AGREEMENT IS INTENDED AS A "FINANCE LEASE" AS THAT TERM IS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE (“UCC 2A) AND LESSOR IS ENTITLED TO ALL BENEFITS, PRIVILEGES AND PROTECTIONS OF A LESSOR UNDER A FINANCE LEASE, AND YOU IRREVOCABLY WAIVE ANY RIGHT OF NOTICE THEREOF. YOU WAIVE YOUR RIGHTS AS A LESSEE UNDER UCC 2A SECTIONS 508-522. If the lease is determined not to be a true lease, you grant Lessor a security interest in the Listed Items. Your exact legal name, your chief executive office address, and your jurisdiction of organization are as set forth on page 1; if you change any of them or the corporate structure, you shall provide prior written notice to Lessor 30 days before such change. Upon request, you will execute and deliver to Lessor such documents as required or appropriate. 9. GENERAL 9.1 Choice of Law and Forum. THIS AGREEMENT AND ALL CLAIMS, DISPUTES AND CAUSES OF ACTION RELATING THERETO, WHETHER SOUNDING IN CONTRACT, TORT OR STATUTE, SHALL FOR ALL PURPOSES BE GOVERNED BY THE LAWS OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES. YOU CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF ANY STATE OR FEDERAL COURT LOCATED WITHIN CAMDEN OR BURLINGTON COUNTY, NEW JERSEY, OR AT LESSOR’S OPTION IN ANY STATE WHERE YOU OR THE EQUIPMENT ARE LOCATED. YOU WAIVE OBJECTIONS TO THE JURISDICTION OF SUCH COURTS, TO VENUE AND TO CONVENIENCE OF FORUM. ANY SUIT, OTHER THAN ONE SEEKING PAYMENT OF AMOUNTS DUE, SHALL BE COMMENCED, IF AT ALL, WITHIN 1 YEAR OF THE DATE THAT THE CLAIM ACCRUES. THE PARTIES IRREVOCABLY WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUIT BETWEEN THEM. 9.2 Entire Agreement; Electronic Acceptance. This Agreement shall be binding upon you
when you sign it, upon CSA when CSA has installed the Equipment, and upon Lessor when you have accepted the Listed Items. All provisions of this Agreement, including Section 4, which by their nature can be construed to survive the expiration or termination of the Agreement shall so survive. CSA or Lessor may insert missing or correct other information including the Listed Item description, serial number, and location; and corrections to your legal name; but otherwise this Agreement (together with any separate agreement entered into between you and CSA as described in Section 2.3 above) constitutes the entire agreement between the parties with respect to the subject matter hereof. Any purchase order utilized by you shall be for your administrative convenience only, and any terms therein which conflict with, vary from or supplement the provisions of this Agreement shall be deemed null and void. No representation or statement shall be binding upon Lessor or CSA as a warranty or otherwise unless it is contained in the original of this Agreement. This Agreement shall not be modified or amended except in a written amendment signed by an authorized signer of CSA and you. If a court finds any provision to be unenforceable, the remaining provisions shall remain in full force and effect. You expressly disclaim having relied upon any statement concerning the capability, condition, operation, performance or specifications of the Listed Items, except to the extent set forth in the original of this Agreement. CSA or Lessor may accept electronic images of this Agreement or any Acceptance Certificate as originals, and electronic copies of your signature will be treated as original for all purposes. 9.3 Joint and Several Liability; Assignment. If more than one entity executes this Agreement as the Customer, your obligations shall be joint and several. YOU SHALL NOT ASSIGN OR PLEDGE THIS AGREEMENT, NOR SHALL YOU SUBLET OR LEND ANY LISTED ITEMS. Each of CSA and Lessor may pledge or assign its rights under this Agreement. If a Lessor assigns its rights, the assignee will have the same rights and benefits that the Lessor had and shall not have any obligations hereunder. The rights of the assignee will not be subject to any claims, defenses, or setoffs that you may have against the Lessor. 9.4 Notices. All notices required or permitted under this Agreement shall be sufficient if delivered personally, sent via facsimile or other electronic transmission, or mailed to such party at the address set forth on page 1 or at such other address as such party may designate in writing from time to time. Notices shall be effective 3 days after deposit in the U.S. mail, duly addressed, or upon delivery via personal or express delivery, facsimile or other electronic transmission. You shall send all notices regarding lease provisions to Lessor only, and all notices regarding maintenance provisions to CSA only
Address for notices to Canon Solutions Address for notices to Canon Financial America, Inc.: Services, Inc.:
300 Commerce Square Blvd. 158 Gaither Drive, Suite 200 Burlington, NJ 08016 Mount Laurel, NJ 08054 Attn: Customer Service Department Attn: Customer Service Department Phone: (800) 613-2228 Phone: (800) 220-0330 Fax: (800) 220-4002 Fax: (856) 813-5122 Email: [email protected] Email: [email protected]
9.5 USA PATRIOT Act; Credit information. To help the government fight the funding of
terrorism and money laundering activities, federal law requires all financial institutions to obtain, verify, and record information that identifies each person who enters into a lease. This means that when you enter into a lease, Lessor may ask for, among other things: (a) your federal tax identification number and (b) your date of birth, if you are a sole proprietor. Lessor may also ask to see identifying documents. You authorize your credit references, any credit reporting agency, or any third party (including Lessor) to collect any credit information and to release the same to Lessor, its affiliates, and their respective designees or assignees.
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SER-024 April 2017 CSA Page 2 Customer Initials ____________ Date ________
ADDITIONAL TERMS AND CONDITIONS
These are the additional terms and conditions referred to on page 1 to which they are attached (such page 1, and any addendum(s) hereto, collectively with these terms and conditions, the “Agreement”). 6. CSA RESPONSIBLITIES (a) CSA may tag each Printer initially listed on Schedule A, Schedule A-MICR or Schedule B with a CSA Service tag indicating serial # and CSA contact information. (b) Printers listed on Schedule A, A-MICR and B are provided replenishment of Original Equipment Manufacturer (“OEM”) or 3rd Party manufactured toner cartridges, as indicated on Page 1, for exclusive use with the Printers specified on Schedule A, A-MICR and B. The pricing in this agreement is based upon 5% toner coverage for black & white and 20% for color letter size pages. You agree that CSA may invoice you for excess usage in the event your actual toner usage exceeds these assumptions by more than 10%. Excess toner charges shall be computed using the expected print volume (“EPV”) minus the actual print volume reported. The EPV = actual number of cartridges shipped x the toner yield per cartridge x 90%. You shall bear all risk of loss, theft or damage to unused toner cartridges provided to you under this Agreement, which shall remain CSA’s property and shall be returned promptly upon termination of this Agreement. (c) CSA will perform an initial walkthrough of Customer locations covered under this Agreement. Customer shall identify each networked and non-networked device to be covered under this agreement. CSA will deliver, install, configure and test its network Data Collection Agent (“DCA”) with your IT staff assistance. CSA will provide all technical support, updates and maintenance for the DCA. (d) You acknowledge that CSA’s ability to deliver the services is dependent upon your full and timely cooperation with CSA, as well as the accuracy and completeness of the information provided by you to CSA. If, during the initial three (3) months of the Term, the assumptions used to develop the pricing and any related Statement of Work is found to be incorrect or misstated, the parties agree to meet and in good faith negotiate equitable changes in the scope of work and associated charges. You agree to follow the detailed operational procedures which are explained in the MDS Customer Expectation Document which you hereby acknowledge receipt of at the time of executing this agreement. 7. SERVICES. YOU SHALL RECEIVE THE SERVICES DESCRIBED IN THIS PARAGRAPH 7 ONLY FOR THE EQUIPMENT LISTED ON A SCHEDULE A, SCHEDULE A-MICR, CHANGE ORDER FORM A, OR CHANGE ORDER FORM A-MICR . Such services are subject to the exclusions hereinafter described. 7.1 COVERED SERVICES. (a) CSA shall provide all routine preventive maintenance, maintenance kits and emergency service necessary to keep the Printers in good working order in accordance with this Agreement and CSA’s normal practice. Such service shall be performed during CSA’s local regular business hours (8:30 A.M. to 5:00 P.M. Monday through Friday, except holidays). (b) You shall afford CSA full, free and safe access to the Printers to perform on-site service. CSA may terminate its maintenance obligations as to any Printers if you relocate it to a site outside CSA’s authorized service territory. If, in CSA’s opinion, any Printers cannot be maintained in good working order through CSA’s routine maintenance services, CSA shall, at its option, either (i) substitute comparable Printers at your expense or (ii) cancel the balance of any remaining term of this Agreement as to such Printers and refund the unearned portion of any prepaid charges hereunder. Parts replaced or removed by CSA in connection with maintenance services hereunder shall become the property of CSA and you disclaim any interest therein. 7.2 NON-COVERED SERVICE. You acknowledge that CSA shall not have obligations related to i) overhauls and/or reconditioning of printers; ii) printer user errors; (iii) the alteration, modification or customization of any software controlling, used by, installed on or embedded in the Printers; (iv) the service or repair of devices, accessories, power, data or communication lines or other instruments which are external to or otherwise not a component part of the Printers; (v) data erasure or hard drive removal or (vi) supplying external communications or data transfer lines, paper or other throughput, staples, cassettes, exit trays or other like items or supplies (other than toner cartridges as defined in section 3 ) used or consumed in the normal operations of the Printers (“Excluded Items”). The following services, and any other work beyond the scope of this Agreement, shall be invoiced in accordance with CSA’s then current labor, parts and supply charges: (a) replacement of any consumable supply item other than toner, (b) repairs necessitated by factors other than normal use including, without limitation, any willful act, negligence, abuse or misuse of the Printers; the use of parts, supplies or software which are not supplied by CSA and which cause abnormally frequent service calls or service problems; service performed by personnel other than CSA personnel; transportation of the Printers; accident; use of the Printers with non-compatible hardware or software components; electrical power malfunction or heating, cooling or humidity ambient conditions; (c) re-installation or relocation of Printers; (d) repairs to or realignment of Printers, and related training, necessitated by changes you made to your system configuration or network environment; (e) repairs or service required as a result of inadequate operation of the Printers (e.g., CSA technician is dispatched to rectify a problem described in the operator manual); (f) work which you request to be performed outside of CSA’s regular business hours. 8. LIMITED WARRANTY. CSA’s services shall be performed in a good and workmanlike manner consistent with generally prevailing industry practices, and all parts and materials provided by CSA shall be free from defects in materials or workmanship, for a period of thirty days after the date of installation. This limited warranty excludes normal wear and tear on parts or components thereof and Printer problems arising from or related to Excluded Items, misuse, abuse, neglect, accident or improper maintenance (other than services performed by CSA) and shall be null and void if you or any third party alters or modifies the Printers in any manner after CSA repairs or services the Printers. 9. DATA. You acknowledge that hard drive(s) on the Equipment, including attached devices, may retain images, content or other data that you may store for purposes of normal operation of the Equipment (“Data”). You acknowledge that CSA is not storing Data on behalf of you and that exposure or access to the Data by CSA, if any, is purely incidental to the services performed by CSA. Neither CSA nor any of their affiliates has an obligation to erase or overwrite Data upon your return of the Equipment to CSA or any leasing company. You are solely responsible for: (i) your compliance with applicable law and legal requirements pertaining to data privacy, storage, security, retention and protection; and (ii) all decisions related to erasing or overwriting Data. Without limiting the foregoing, you should, (a) enable Hard Disk Drive (HDD) data erase functionality that may be available on certain Equipment and/or (b) prior to return or other disposition of the Equipment, utilize the HDD (or comparable) formatting function if found on the Equipment to perform an overwrite of the Data. or, if you have higher security requirements, you may purchase from CSA at current rates an available option for the Equipment, which may include (x) an HDD Data Encryption Kit option which disguises information before it is written to the hard drive using encryption algorithms, (y) a HDD Data Erase Kit
that can perform up to a 3-pass overwrite of Data or (z) a replacement hard drive (in which case you should properly destroy the replaced hard drive). The terms of this Section 9 shall solely govern as to Data, notwithstanding that any provisions of this Agreement or any separate confidentiality or data security or other agreement now or hereafter entered into between you and CSA could be construed to apply to Data. 10. EXCLUSION OF WARRANTIES AND LIMITATION OF LIABILITY. CSA EXPRESSLY DISCLAIMS ALL WARRANTIES EXPRESS OR IMPLIED INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE RELATING TO THE USE OR PERFORMANCE OF THE PRINTERS AND SOFTWARE (OR ANY METER READ COLLECTION METHOD PROVIDED BY CSA). YOU EXPRESSLY ACKNOWLEDGE THAT THE FURNISHING OF MAINTENANCE SERVICE UNDER THIS AGREEMENT DOES NOT ASSURE UNINTERRUPTED OPERATION AND USE OF THE PRINTERS, SOFTWARE (OR METER COLLECTION METHODS). CSA SHALL NOT BE LIABLE FOR INJURY OR DAMAGE EXCEPT TO THE EXTENT CAUSED BY CSA’S NEGLIGENCE OR WILLFUL MISCONDUCT. CSA SHALL NOT BE LIABLE FOR EXPENDITURES FOR SUBSTITUTE EQUIPMENT OR SERVICES, LOSS OF REVENUE OR PROFIT, LOSS, CORRUPTION OR RELEASE OF DATA, FAILURE TO REALIZE SAVINGS OR OTHER BENEFITS, STORAGE CHARGES OR INCIDENTAL, SPECIAL, PUNITIVE OR CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED AND EVEN IF CSA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 11. DEFAULT. You shall be in default of this Agreement if you fail to perform any of your obligations under this Agreement, including making prompt undisputed payments when due. CSA may terminate this Agreement upon your default with thirty (30) days notice to you. If an overdue payment is disputed in good faith within thirty (30) days after the due date thereof, you shall pay all undisputed amounts and promptly make a good faith effort to resolve such dispute with CSA. In the event of your default, CSA may, without limiting its other rights and remedies available under applicable law and this Agreement, require you to pay all charges then due but unpaid, including any applicable late charges, plus the remaining base charges for the balance of the term (not to exceed a period of 6 months). You agree that such charges are reasonable liquidated damages for loss of bargain and not a penalty. 12. TERMINATION. Either party may terminate this Agreement, with or without cause, by providing thirty (30) days written notice to the other party. CSA may also terminate this Agreement upon five (5) days written notice in the event of your failure to pay compensation due hereunder. Should you terminate this Agreement prior to the expiration of the Term other than for a material, uncured breach by CSA, you shall immediately pay to CSA an early termination fee equal to the average monthly billing to date and any excess toner charges per Section 6(b). Early termination charges are due in full immediately with the written termination notice, and are intended as a reasonable estimate of the anticipated damages to CSA arising from set-up, personnel training and similar costs. Your termination will not be effective until the early termination fee and any excess toner charges are paid in full. Any rights or remedies of either party existing prior to or as of the date of termination, such as for compensation, shall survive any termination or expiration of this Agreement. You shall promptly return, or permit CSA to remove, any Printers, parts, software or supplies owned, controlled or licensed by CSA. 13. CHOICE OF LAW AND FORUM. THIS AGREEMENT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF NEW YORK. THE PARTIES CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF ANY STATE OR FEDERAL COURT LOCATED WITHIN THE CITY OF NEW YORK UPON SERVICE OF PROCESS MADE IN ACCORDANCE WITH THE APPLICABLE STATUTES AND RULES OF THE STATE OF NEW YORK OR THE UNITED STATES. ANY AND ALL SUITS COMMENCED BY CLIENT AGAINST CSA, WHETHER OR NOT ARISING UNDER THIS AGREEMENT AND REGARDLESS OF THE LEGAL THEORY UPON WHICH SUCH SUITS ARE BASED, SHALL BE BROUGHT ONLY IN THE STATE OR FEDERAL COURTS LOCATED WITHIN THE CITY OF NEW YORK. ANY SUIT BETWEEN THE PARTIES HERETO, OTHER THAN ONE SEEKING PAYMENT OF AMOUNTS DUE HEREUNDER, SHALL BE COMMENCED, IF AT ALL, WITHIN ONE (1) YEAR OF THE DATE THAT THE CLAIM ACCRUES. THE PARTIES IRREVOCABLY WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUIT BETWEEN THEM. 14. MISCELLANEOUS. This Agreement shall be binding upon you when you sign this Agreement, and shall be binding upon CSA upon commencement of the covered services. CSA is and shall at all times be an independent contractor and shall not be deemed an employee or agent of you. Nothing in this Agreement shall be deemed to create a partnership or joint venture between the parties. This Agreement and the attached exhibits contain the complete agreement between the parties and shall, as of the Effective Date hereof, supersede all other agreements, if any, between the parties relating to the services provided hereunder. The parties stipulate that neither of them has made any representation with respect to the subject matter of this Agreement or the execution and delivery hereof except such representation as are specifically set forth herein. No modification, amendment, supplement to or waiver of this Agreement shall be binding upon the parties hereto unless made in writing and duly signed by both parties. All provisions of this Agreement including Section 9, which by their nature can be construed to survive the expiration or termination of the Agreement shall so survive. Any purchase order utilized by you shall be for your administrative convenience only, and any terms therein which conflict with, vary from or supplement the provisions of this Agreement shall be deemed null and void. A failure of either party to exercise any right provided for herein shall not be deemed a waiver of any right under this Agreement. This Agreement shall inure to the benefit of and be binding upon the successors and permitted assigns of the respective parties. This Agreement shall not be assignable by you without CSA’s prior written consent, and any attempted assignment without such consent shall be void If a court finds any provision of this Agreement (or part thereof) to be unenforceable, the remaining provisions of this Agreement shall remain in full force and effect. Headings are for convenience only and shall not be considered in the interpretation of this Agreement. You agree that CSA may accept an electronic image of this Agreement as an original, and that electronic copies of your signature will be treated as an original for all purposes.
CANON SOLUTIONS AMERICA, INC.
LEASE AGREEMENT CFS-1020 (01/17)
CANON FINANCIAL SERVICES, INC. (“CFS”) Remittance Address: 14904 Collections Center Dr. Chicago, Illinois 60693 Phone: (800) 220-0200 CFS’ AGREEMENT NUMBER:
COMPANY LEGAL NAME DBA PHONE
(“Customer”)
BILLING ADDRESS CITY COUNTY STATE ZIP
EQUIPMENT ADDRESS CITY COUNTY STATE ZIP
EQUIPMENT INFORMATION NUMBER AND AMOUNT OF PAYMENTS Quantity Serial Number Make/Model/Description Number of Payments Payment Amount *
Term in months: Payment Frequency: Monthly Quarterly Other:
Number of Payments in Advance: End of Term Purchase Option: Fair Market Value $1.00 Other ($ or %):
Total Amount Due at Signing *: * Plus Applicable Taxes (estimated)
THIS AGREEMENT IS NON-CANCELABLE BY CUSTOMER. CUSTOMER REPRESENTS THAT ALL ACTION REQUIRED TO AUTHORIZE EXECUTION OF THIS AGREEMENT ON BEHALF OF CUSTOMER BY THE FOLLOWING SIGNATORIES HAS BEEN TAKEN. THE UNDERSIGNED
HAS READ, UNDERSTANDS AND HEREBY AGREES TO ALL OF THE TERMS AND CONDITIONS SET FORTH IN THIS AGREEMENT.
ACCEPTED AUTHORIZED CUSTOMER SIGNATURE
CANON FINANCIAL SERVICES, INC. By: X Title:
By: Printed Name: Email Address:
Title: Tax ID#: If proprietor, DOB: Date:
Date: By: X Title:
Printed Name: Email Address:
To: Canon Financial Services, Inc. (“CFS”) ACCEPTANCE CERTIFICATE Customer certifies that (a) the Equipment referred to in this Agreement has been received, (b) installation has been completed, (c) the Equipment has been examined by Customer and is in good operating order and condition and is, in all respects, satisfactory to Customer, and (d) the Equipment is irrevocably accepted by Customer for all purposes under this Agreement. Accordingly, Customer hereby authorizes billing under this Agreement.
Signature: Printed Name: Title (if any): Date:
TERMS AND CONDITIONS 1. AGREEMENT: CFS leases to Customer, a organized under the laws of the State of , with its chief executive office at ,
and Customer leases from CFS, with its place of business at 158 Gaither Drive, Suite 200, Mount Laurel, New Jersey 08054, all the equipment described above, together with all replacement parts and substitutions for and additions to such equipment ("Equipment"), upon the terms and conditions set forth in this Lease Agreement (“Agreement”).
2. TERM OF AGREEMENT: This Agreement shall be effective on the date the Equipment is delivered to Customer, provided Customer executes CFS’ form of acceptance (“Acceptance Certificate”) or otherwise accepts the Equipment as specified herein. The term of this Agreement begins on the date accepted by CFS or any later date that CFS designates, and shall consist of the payment periods specified above and any renewal periods. After acceptance of the Equipment, Customer shall have no right to revoke such acceptance or cancel this Agreement during the term hereof. The term of this Agreement shall end, unless sooner terminated by CFS, when all amounts required to be paid by Customer under this Agreement have been paid as provided and either (a) Customer has purchased the Equipment in accordance wi th the terms hereof or (b) the Equipment has been returned at the end of the scheduled term or renewal term in accordance with the terms hereof. Customer has no right to return the Equipment to CFS prior to the end of the scheduled term of this Agreement for any reason whatsoever, including, without limitation, payment of all amounts due hereunder prior to the end of the scheduled term.
3. PAYMENTS: Customer agrees to pay to CFS, as invoiced, during the term of this Agreement, (a) the payments specified under “Number and Amount of Payments” above, and (b) such other amounts permitted hereunder as invoiced by CFS (“Payments”). The Payment and the End of Term Purchase Option (“Purchase Option”) price specified above are based on the supplier's best estimate of the cost of the Equipment. Customer authorizes CFS to adjust the Payment and Purchase Option herein by up to fifteen percent (15%) if the actual total cost of the Equipment, including any sales or use tax, is more or less than originally estimated. Customer’s obligation to pay all amounts due under this Agreement and all other obligations hereunder shall be absolute and unconditional and is not subject to any abatement, set-off, defense or counterclaim for any reason whatsoever.
4. APPLICATION OF PAYMENTS: All Payments received by CFS from Customer under this Agreement will be applied to amounts due and payable hereunder chronologically, based on the date of the charge as shown on the invoice for each such amount, and among amounts having the same date in such order as CFS, in its discretion, may determine.
5. ADVANCE PAYMENTS: Customer agrees that CFS may in its sole discretion apply, but shall not be obligated to apply, any amount paid in advance to any amount due or to become due hereunder, and in no event shall any amount paid in advance earn interest except where required by applicable law. 6. NO CFS WARRANTIES: CUSTOMER ACKNOWLEDGES THAT CFS IS NOT A MANUFACTURER, DEALER, OR SUPPLIER OF THE EQUIPMENT. CUSTOMER AGREES THAT THE EQUIPMENT IS LEASED “AS IS” AND IS OF A SIZE, DESIGN, AND CAPACITY SELECTED BY CUSTOMER. CUSTOMER ACKNOWLEDGES THAT CFS HAS MADE NO REPRESENTATION OR WARRANTY WITH RESPECT TO THE SUITABILITY OR DURABILITY OF THE EQUIPMENT, THE ABSENCE OF ANY CLAIM OF INFRINGEMENT OR THE LIKE, OR ANY OTHER REPRESENTATION OR WARRANTY, EXPRESS OR IMPLIED, WITH RESPECT TO THE EQUIPMENT INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Any warranty with respect to the Equipment made by the manufacturer, dealer, or supplier is separate from, and is not a part of, this Agreement and shall be for the benefit of CFS, Customer and CFS' successors and assignees, if any. So long as Customer is not in breach or default of this Agreement, CFS assigns to Customer any warranties (including those agreed to between Customer and the manufacturer, dealer, or supplier) which CFS may have with respect to any item of Equipment; provided that the scope and limitations of any such warranty shall be solely as set out in any agreement between Customer and such manufacturer, dealer, or supplier or as otherwise specified in warranty materials from such manufacturer, dealer, or supplier and shall not include any implied warranties arising solely from CFS’ acquisition of the Equipment. CUSTOMER ACKNOWLEDGES THAT NEITHER THE SUPPLIER NOR ANY DEALER IS AUTHORIZED TO WAIVE OR ALTER ANY TERM OF THIS AGREEMENT OR ANY SCHEDULE, OR TO MAKE ANY REPRESENTATION OR WARRANTY WITH RESPECT TO THIS AGREEMENT OR THE EQUIPMENT ON BEHALF OF CFS. 7. ACCEPTANCE; DELIVERY: Customer's execution of the Acceptance Certificate, or other confirmation of Customer’s acceptance of the Equipment, shall conclusively establish that the Equipment has been delivered to and accepted by Customer for all purposes of this Agreement and Customer may not, for any reason, revoke that acceptance; however, if Customer has not, wi thin ten (10) days after delivery of such Equipment, delivered to CFS written
PERSONAL GUARANTY The undersigned, (whether one or more are specified, ''Guarantor(s)”), in consideration of CANON FINANCIAL SERVICES INC. (“CFS”) entering into an Agreement (together with any schedules or supplements thereto, “Agreement”) with Customer identified above (“Customer”) irrevocably and unconditionally, jointly and severally, guarantee to CFS, and its successors and assigns, the payment when due of al l amounts owed under the Agreement (whether at maturity or upon the occurrence of an event of default or otherwise) and the performance by Customer of all terms of the Agreement and any other transaction between Customer and CFS (collectively, “Liabilities”). If Customer shall fail to pay or perform any Liabilities when due, Guarantors shall, upon demand, pay any amounts which may be due from Customer and take any action required of Customer under the Agreement. This is an absolute and continuing guaranty, and Guarantors’ liability under this Guaranty is primary and will not be affected by any settlement, extension, renewal or modification of the Agreement or any discharge or release of Customer's obligations whether by agreement or operation of law.
If any payment on the Liabilities is thereafter set aside, recovered or required to be returned for any reason (including without limitation the bankruptcy, insolvency or reorganization of Customer or any other person), the Liabilities to which such payment was applied shall for the purposes of this Guaranty be deemed to have continued in existence, notwithstanding such application, and this Guaranty shall be enforceable as to such Liabilities as fully as if such application had never been made. This Guaranty may be terminated only upon sixty (60) days’ prior written notice to CFS, and such termination shall be effective only as to Liab ilities arising under schedules, supplements, or agreements entered into after the effective date of termination and shall not affect CFS' rights under this Guaranty arising out of the Agreement or other agreements entered into prior to such date.
Guarantors waive all damages, demands, presentments and notices of every kind and nature, any rights of set-off, and any defenses available to a guarantor (other than the defense of payment and performance in full) under applicable law. Guarantors further waive any (i) notice of the incurring of indebtedness by Customer and the acceptance of this Guaranty, (ii ) right to require suit against Customer or any other party before enforcing this Guaranty and (iii) right of subrogation to CFS' rights against Customer until the Liabilities are satisfied in full. Any (a) renewals and extensions of time of payment, (b) release, substitution or compromise of or realization upon the Equipment, other guaranties or any collateral security and (c) exercise of any other right under this or any other agreement between CFS and Customer or any third party, may be made, granted and effected by CFS without notice to Guarantors and without in any manner affecting Guarantors' liability under this Guaranty.
Guarantors shall pay all expenses (including attorneys’ fees and legal expenses) paid or incurred by CFS in endeavoring to co llect the Liabilities, or any part thereof and in enforcing the Guaranty. THIS GUARANTY SHALL FOR ALL PURPOSES BE DEEMED A CONTRACT ENTERED INTO IN THE STATE OF NEW JERSEY. THE RIGHTS OF THE PARTIES UNDER THIS GUARANTY SHALL BE GOVERNED BY THE LAWS OF THE STATE OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES. ANY ACTION BETWEEN GUARANTORS AND CFS SHALL BE BROUGHT IN ANY STATE OR FEDERAL COURT LOCATED IN THE COUNTY OF CAMDEN OR BURLINGTON, NEW JERSEY, OR AT CFS' SOLE OPTION, IN THE STATE WHERE ANY GUARANTOR, CUSTOMER OR EQUIPMENT IS LOCATED. GUARANTORS, BY THEIR EXECUTION AND DELIVERY HEREOF, IRREVOCABLY WAIVE OBJECTIONS TO THE JURISDICTION OF SUCH COURTS AND OBJECTIONS TO VENUE AND CONVENIENCE OF FORUM. GUARANTORS, BY THEIR EXECUTION AND DELIVERY HEREOF, AND CFS, BY ITS ACCEPTANCE HEREOF, HEREBY IRREVOCABLY WAIVES ANY RIGHT TO A JURY TRIAL IN ANY SUCH PROCEEDINGS.
Guarantors agree that CFS may accept a facsimile or other electronic transmission of this Guaranty as an original, and that facsimile or electronically transmitted copies of Guarantors’ signatures will be treated as an original for all purposes.
Printed Name: Signature: (no title) Date:
Address: Phone:
CFS-1020 (01/17) Page 1 of 2 SEE REVERSE SIDE FOR ADDITIONAL TERMS AND CONDITIONS
notice of non-acceptance, specifying the reasons therefor and specifically referencing this Agreement, Customer shall be deemed to have irrevocably accepted such Equipment. CFS is the lessor and Customer is the lessee of the Equipment under this Agreement. As between CFS and Customer only, this Agreement shall supersede any Customer purchase order in its entirety, notwithstanding anything to the contrary contained in any such purchase order. Customer agrees to waive any right of specific performance of this Agreement and shall hold CFS harmless from damages if for any reason the Equipment is not delivered as ordered, if the Equipment is unsatisfactory or if CFS does not execute this Agreement. Customer agrees that any delay in delivery of the Equipment shall not affect the validity of this Agreement. 8. LOCATION; LIENS; NAMES; OFFICES: Customer shall not move the Equipment from the location specified herein except with the prior written consent of CFS. Customer shall keep the Equipment free and clear of all claims and liens other than those in favor of CFS. Customer's legal name (as set forth in its constituent documents filed with the appropriate governmental office or agency) is as set forth herein. The jurisdiction of organization and chief executive office address of Customer are as set forth herein. Customer shall provide CFS with written notice at least thirty (30) days prior to any change of its legal name, chief executive office address or its form of organization (including, without limitation, its jurisdiction of organization), and shall execute and deliver to CFS such documents as required or appropriate. 9. WARRANTY OF BUSINESS PURPOSE; USE; PERSONAL PROPERTY; FINANCING STATEMENTS: Customer represents and warrants that the Equipment will not be used for personal, family, or household purposes. Customer shall comply with all laws and regulations relating to the use and maintenance of the Equipment. Customer shall put the Equipment only to the use contemplated by the manufacturer. The Equipment shall remain personal property regardless of whether it becomes affixed to real property or permanently rests upon any real property or any improvement to real property. Customer authorizes CFS (and any third party filing service designated by CFS) to execute and file (a) financing statements evidencing the interest of CFS in the Equipment (including forms containing a broader description of the Equipment than the description set forth herein), (b) continuation statements in respect thereof, and (c) amendments thereto, and Customer irrevocably waives any right to notice thereof. 10. INDEMNITY: Customer shall reimburse CFS for and defend CFS against any claim for losses or injury caused by the Equipment. This Section shall survive termination of this Agreement. 11. MAINTENANCE; ALTERATIONS: Customer shall keep and maintain the Equipment in good working order and shall, at Customer’s expense, supply and install all replacement parts and accessories when required to maintain the Equipment in good working condition. Customer shall not, without the prior written consent of CFS, make any changes or substitutions to the Equipment. Any and all replacement parts, accessories, authorized changes to and/or substitutions for the Equipment shall become part of the Equipment and subject to the terms of this Agreement. 12. TAXES; OTHER FEES AND CHARGES: CUSTOMER SHALL PAY AND DISCHARGE WHEN DUE ALL LICENSE AND REGISTRATION FEES, ASSESSMENTS, SALES, USE, PROPERTY AND OTHER TAXES, AND OTHER EXPENSES AND CHARGES, together with any applicable penalties, interest, and administrative fees now or at any time imposed upon any Equipment, the Payments, or Customer's performance or non-performance of its obligations hereunder, whether payable by or assessed to CFS or Customer. If Customer fails to pay any such fees, assessments, taxes, expenses or charges as required hereunder, CFS shall have the right but not the obligation to pay those fees, assessments, taxes, expenses and charges, and Customer shall promptly reimburse CFS, upon demand, for all such payments made plus administrative fees and costs, if any. Customer acknowledges that, where required by law, CFS will file any notices and pay personal property taxes levied on the Equipment. Customer shall reimburse CFS for the expense of such personal property taxes as invoiced by CFS and pay CFS a processing fee not to exceed $50 per year per item of Equipment that is subject to such tax. Customer agrees that CFS has not, and will not, render tax advice to Customer, and that payment of such taxes is an administrative act. ON THE DATE OF THE FIRST SCHEDULED PAYMENT AND THE DATE OF THE FIRST SCHEDULED PAYMENT AFTER THE ADDITION OF ANY EQUIPMENT, CUSTOMER SHALL PAY TO CFS A DOCUMENTATION FEE, IN THE AMOUNT OF $85, TO REIMBURSE CFS FOR ITS ADMINISTRATIVE AND RECORDING COSTS. 13. INSURANCE: Customer, at its sole cost and expense, shall, during the term hereof including all renewals and extensions, obtain, maintain and pay for (a) insurance against the loss, theft, or damage to the Equipment for the full replacement value thereof, and (b) comprehensive public liability and property damage insurance. All such insurance shall provide for a deductible not exceeding $5,000 and be in form and amount, and with companies satisfactory to CFS. Each insurer providing such insurance shall name CFS as additional insured and loss payee and provide CFS thirty (30) days’ written notice before the policy in question shall be materially altered or canceled . Customer shall pay the premiums for such insurance, shall be responsible for all deductible portions thereof, and shall deliver certificates or other evidence of insurance to CFS. The proceeds of such insurance, at the option of CFS, shall be applied to (a) replace or repair the Equipment, or (b) pay CFS the “Remaining Lease Balance”, which shall be the sum of: (i) all amounts then owed by Customer to CFS under this Agreement; plus (ii) the present value of all remaining Payments for the full term of this Agreement; plus (iii) the “Asset Value,” which shall be: (A) for an Agreement with a $1.00 Purchase Option, $1.00; (B) for an Agreement with a Fair Market Value Purchase Option or no Purchase Option selected, the Fair Market Value of the Equipment (as defined herein); and (C) for an Agreement with an Other Purchase Option, the respective dollar amount of such Purchase Option indicated on the face of this Agreement; plus (iv) any applicable taxes, expenses, charges and fees. For purposes of determining present value under this Agreement, Payments shall be discounted at three percent (3%) per year. Customer hereby appoints CFS as Customer's attorney-in-fact solely to make claim for, receive payment of, and execute and endorse all documents, checks, or drafts for any loss or damage to Equipment under any such insurance policy. If within ten (10) days after CFS’ request, Customer fails to deliver satisfactory evidence of such insurance to CFS, then CFS shall have the right, but not the obligation, to obtain insurance covering CFS’ interests in the Equipment, and add the costs of acquiring and maintaining such insurance, and an administrative fee, to the amounts due from Customer under this Agreement. CFS and any of its affiliates may make a profit on the foregoing. 14. LOSS; DAMAGE: Customer assumes and shall bear the entire risk of loss, theft of, or damage to the Equipment from any cause whatsoever, effective upon delivery to Customer. No such loss, theft or damage shall relieve Customer of any obligation under this Agreement. In the event of damage to any Equipment, Customer shall immediately repair such damage at Customer's expense. If any Equipment is lost, stolen, or damaged beyond repair, Customer, at the option of CFS, will (a) replace the same with like equipment in a condition acceptable to CFS and convey clear title to such equipment to CFS (and such equipment will become “Equipment” and be subject to the terms of this Agreement), or (b) pay CFS the Remaining Lease Balance. Upon CFS’ receipt of the Remaining Lease Balance, CFS shall transfer the applicable Equipment to Customer “AS-IS, WHERE-IS” without any representation or warranty whatsoever, except for title, and this Agreement shall terminate with respect to such Equipment. 15. DEFAULT: Any of the following events or conditions shall constitute an Event of Default under this Agreement: (a) Customer defaults in the payment when due of any indebtedness of Customer to CFS, whether or not arising under this Agreement, without notice or demand by CFS; (b) Customer or any guarantor of Customer’s obligations hereunder (“Guarantor”) ceases doing business as a going concern; (c) Customer or any Guarantor becomes insolvent or makes an assignment for the benefit of creditors; (d) a petition or proceeding is filed by or against Customer or any Guarantor under any bankruptcy or insolvency law; (e) a receiver, trustee, conservator, or liquidator is appointed for Customer, any Guarantor, or any of their property; (f) any statement, representation or warranty made by Customer or any Guarantor to CFS is incorrect in any material respect; or (g) Customer or any Guarantor who is a natural person dies. 16. REMEDIES: Upon the happening of any one or more Events of Default, CFS shall have the right to exercise any one or all of the following remedies (which shall be cumulative), simultaneously, or serially, and in any order: (a) to require Customer to immediately pay all Payments hereunder (whether or not then due) and other amounts due under this Agreement, with CFS retaining title to the Equipment; (b) to terminate any and all agreements with Customer; (c) with or without notice, demand or legal process, to enter upon the premises wherever the Equipment may be found, to retake possession of any or all of the Equipment, and (i) retain such Equipment and all Payments and other sums paid hereunder, or (ii) sell the Equipment and recover from Customer the amount by which the Remaining Lease Balance exceeds the net amount received by CFS from such sale; or (d) to pursue any other remedy permitted at law or in equity. CFS (i) may dispose of the Equipment in its then present condition or following such preparation and processing as CFS deems commercially reasonable; (ii) shall have no duty to prepare or process the Equipment prior to sale; (iii) may disclaim warranties of title, possession, quiet enjoyment and the like; and (iv) may comply with any applicable state or federal law requirements in connection with a disposition of the Equipment and none of the foregoing actions shall be deemed to adversely affect the commercial reasonableness of the disposition of the Equipment. If the Equipment is not available for sale, Customer shall be liable for the Remaining Lease Balance and any other amounts due under this Agreement. No waiver of any of Customer's obligations, conditions or covenants shall be effective unless contained in a writing signed by CFS. Failure to exercise any remedy that CFS may have shall not constitute a waiver of any obligation with respect to which Customer is in default.
17. LATE CHARGES; EXPENSES OF ENFORCEMENT: If Customer fails to pay any sum to be paid by Customer to CFS under this Agreement on or before the due date, Customer shall pay CFS, upon demand, an amount equal to the greater of ten percent (10%) of each such delayed Payment or twenty-five dollars ($25) for each billing period or portion of a billing period such Payment is delayed, in each case to the extent permitted by applicable law. The amounts specified above shall be paid as liquidated damages and as compensation for CFS’ internal operating expenses incurred in connection with such late payment. In addition, Customer shall reimburse CFS for all of its out-of-pocket costs and expenses incurred in exercising any of its rights or remedies hereunder or in enforcing any of the terms of this Agreement, including, without limitation, reasonable fees and expenses of attorneys and collection agencies, whether or not suit is brought. If CFS should bring court action, Customer and CFS agree that attorney's fees equal to twenty-five percent (25%) of the total amount sought by CFS shall be deemed reasonable for purposes of this Agreement. 18. ASSIGNMENT: CUSTOMER SHALL NOT ASSIGN OR PLEDGE THIS AGREEMENT IN WHOLE OR IN PART, NOR SHALL CUSTOMER SUBLET OR LEND ANY EQUIPMENT WITHOUT PRIOR WRITTEN CONSENT OF CFS. CFS may pledge or transfer this Agreement. Customer agrees that if CFS transfers this Agreement, the assignee will have the same rights and benefits that CFS has now and will not have to perform any of CFS’ obligations which CFS will continue to perform. Customer agrees that the rights of the assignee will not be subject to any claims, defenses, or set-offs that Customer may have against CFS. If Customer is given notice of any such transfer, Customer agrees, if so directed therein, to pay directly to the assignee all or any part of the amounts payable hereunder. 19. RENEWAL; RETURN: Except in the case of an Agreement containing a $1.00 Purchase Option, this Agreement shall automatically renew on a month-to-month basis at the same Payment amount and frequency unless Customer sends written notice to CFS, at least sixty (60) days’ before the end of the scheduled term or any renewal term that Customer either (i) shall exercise the Purchase Option in accordance with the terms hereof and at the end of such term exercises such Purchase Option, or (ii) does not want to renew this Agreement and at the end of such term returns the Equipment as provided below. Unless this Agreement automatically renews or Customer purchases the Equipment as provided herein, Customer shall, at the termination of this Agreement, return the Equipment at its sole cost and expense in good operating condition, ordinary wear and tear resulting from proper use excepted, to a location specified by CFS. CFS may charge Customer a return fee equal to the greater of one Payment or $250 for the processing of returned Equipment. If for any reason Customer shall fail to return the Equipment to CFS as provided herein, Customer shall pay to CFS upon demand one billing period's Payment for each billing period or portion thereof that such return is delayed. Customer shall reimburse CFS for any costs incurred by CFS to place the Equipment in good operating condition. 20. PURCHASE OPTION: (A) END OF TERM PURCHASE OPTION. To exercise this option, Customer shall give CFS sixty (60) days’ prior irrevocable written notice (unless the Purchase Option is $1.00) that it will purchase all the Equipment at the end of the initial term or any renewal term for the Purchase Option price indicated on the face of this Agreement plus any applicable taxes, expenses, charges and fees. (B) PRIOR TO MATURITY PURCHASE. Customer may, at any time, upon sixty (60) days’ prior irrevocable written notice purchase all (but not less than all) the Equipment at a price equal to the sum of all remaining Payments plus the Fair Market Value, plus any applicable taxes, expenses, charges and fees. For purposes of this Agreement, “Fair Market Value” shall be CFS’ retail price at the time Customer notifies CFS of its intent to purchase the Equipment. Upon proper notice and payment by Customer of the amounts specified above, CFS shall transfer the Equipment to Customer “AS-IS WHERE-IS” without any representation or warranty whatsoever, except for title, and this Agreement shall terminate. 21. DATA: Customer acknowledges that the hard drive(s) on the Equipment, including attached devices, may retain images, content or other data that Customer may store for purposes of normal operation of the Equipment (“Data”). Customer acknowledges that CFS is not storing Data on behalf of Customer and that exposure or access to the Data by CFS, if any, is purely incidental to the services performed by CFS. Neither CFS nor any of its affiliates has an obligation to erase or overwrite Data upon Customer’s return of the Equipment to CFS. Customer is solely responsible for: (A) its compliance with applicable law and legal requirements pertaining to data privacy, storage, security, retention and protection; and (B) all decisions related to erasing or overwriting Data. Without limiting the foregoing, if applicable, Customer should, (i) enable the Hard Disk Drive (HDD) data erase functionality that is a standard feature on certain Equipment and/or (ii) prior to return or other disposition of the Equipment, utilize the HDD (or comparable) formatting function (which may be referred to as “Initialized All Data/Settings” function) if found on the Equipment to perform a one pass overwrite of Data or, if Customer has higher security requirements, Customer may purchase from its Canon dealer at current rates an appropriate option for the Equipment, which may include (a) an HDD Data Encryption Kit option which disguises information before it is written to the hard drive using encryption algorithms, (b) an HDD Data Erase Kit that can perform up to a 3-pass overwrite of Data (for Equipment not containing data erase functionality as a standard feature), or (c) a replacement hard drive (in which case Customer should properly destroy the replaced hard drive). Customer shall indemnify CFS, its subsidiaries, directors, officers, employees and agents from and against any and all costs, expenses, liabilities, claims, damages, losses, judgments or fees (including reasonable attorneys’ fees) arising or related to the storage, transmission or destruction of the Data. This section survives termination or expiration of this Agreement. The terms of this section shall solely govern as to Data, notwithstanding that any provisions of this Agreement or any separate confidentiality or data security or other agreement now or hereafter entered into between Customer and CFS applies, or could be construed to apply to Data. 22. MAXIMUM INTEREST; RECHARACTERIZED AGREEMENT: No Payment is intended to exceed the maximum amount of interest permitted to be charged or collected by applicable laws, and any such excess Payment will be applied to payments due under this Agreement, in inverse order of maturity, and thereafter shall be refunded. If this Agreement is recharacterized as a conditional sale or loan, Customer hereby grants to CFS, its successors and assigns, a security interest in the Equipment to secure payment and performance of Customer's obligations under this Agreement. 23. UCC - ARTICLE 2A: CUSTOMER ACKNOWLEDGES AND AGREES THAT THIS AGREEMENT IS INTENDED AS A “FINANCE LEASE” AS THAT TERM IS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE (“UCC 2A”) AND THAT CFS IS ENTITLED TO ALL BENEFITS, PRIVILEGES AND PROTECTIONS OF A LESSOR UNDER A FINANCE LEASE. CUSTOMER WAIVES ITS RIGHTS AS A LESSEE UNDER UCC 2A SECTIONS 508-522. 24. WAIVER OF OFFSET: This Agreement is a net lease. If the Equipment is not properly installed, does not operate as represented or warranted, or is unsatisfactory for any reason, Customer shall make such claim solely against the supplier, dealer, or manufacturer. Customer waives any and all existing and future claims and offsets against any Payments or other charges due under this Agreement, and unconditionally agrees to pay such Payments and other charges, regardless of any offset or claim which may be asserted by Customer or on its behalf. 25. GOVERNING LAW; VENUE; WAIVER OF JURY TRIAL: THIS AGREEMENT HAS BEEN EXECUTED BY CFS IN, AND SHALL FOR ALL PURPOSES BE DEEMED A CONTRACT ENTERED INTO IN, THE STATE OF NEW JERSEY. THE RIGHTS OF THE PARTIES UNDER THIS AGREEMENT SHALL BE GOVERNED BY THE LAWS OF THE STATE OF NEW JERSEY WITHOUT REFERENCE TO CONFLICT OF LAW PRINCIPLES. ANY ACTION BETWEEN CUSTOMER AND CFS SHALL BE BROUGHT IN ANY STATE OR FEDERAL COURT LOCATED IN THE COUNTY OF CAMDEN OR BURLINGTON, NEW JERSEY, OR AT CFS' SOLE OPTION, IN THE STATE WHERE CUSTOMER OR THE EQUIPMENT IS LOCATED. CUSTOMER, BY ITS EXECUTION AND DELIVERY HEREOF, IRREVOCABLY WAIVES OBJECTIONS TO THE JURISDICTION OF SUCH COURTS AND OBJECTIONS TO VENUE AND CONVENIENCE OF FORUM. CUSTOMER, BY ITS EXECUTION AND DELIVERY HEREOF, AND CFS, BY ITS ACCEPTANCE HEREOF, HEREBY IRREVOCABLY WAIVE ANY RIGHT TO A JURY TRIAL IN ANY SUCH PROCEEDINGS. 26. MISCELLANEOUS: All notices required or permitted under this Agreement shall be sufficient if delivered personally, sent via facsimile or other electronic transmission, or mailed to such party at the address set forth in this Agreement, or at such other address as such party may designate in writing from time to time. Any notice from CFS to Customer shall be effective three (3) days after it has been deposited in the mail, duly addressed. All notices to CFS from Customer shall be effective after it has been received via U.S. mail, express delivery, facsimile or other electronic transmission. If there should be more than one party executing this Agreement as Customer, all obligations to be performed by Customer shall be the joint and several liability of all such parties. Customer's representations, warranties, and covenants under this Agreement shall survive the delivery and return of the Equipment. Any provision of this Agreement that may be determined by competent authority to be prohibited or unenforceable in any jurisdiction shall, as to such jurisdiction, be ineffective to the extent of such prohibition or unenforceability without invalidating the remaining provisions of this Agreement. No such prohibition or unenforceability in any jurisdiction shall invalidate or render unenforceable such provision in any other jurisdiction. Customer agrees that CFS may insert missing information or correct other information on this Agreement including the Equipment's description, serial number, and location, and corrections to Customer’s legal name; otherwise, this Agreement contains the entire arrangement between Customer and CFS and no modifications of this Agreement shall be effective unless in writing and signed by the parties. Customer agrees that CFS may accept a facsimile or other electronic transmission of this Agreement or any Acceptance Certificate as an original, and that facsimile or electronically transmitted copies of Customer's signature will be treated as an original for all purposes.
CFS-1020 (01/17) Page 2 of 2 Initials:_______
Municipal Fiscal Funding Addendum
CFS’ Application Number:
CFS’ Agreement Number: Agreement Date:
GOVERNMENTAL ENTITY Complete Legal Name
(“Customer”)
THIS MUNICIPAL FISCAL FUNDING ADDENDUM (“ADDENDUM”) WILL BE OF NO FORCE OR EFFECT IF THE CUSTOMER IS NOT A STATE OR A POLITICAL SUBDIVISION OF A STATE WITHIN THE MEANING OF SECTION 103(C) OF THE INTERNAL REVENUE CODE OF 1986, AS AMENDED.
Customer warrants that it has funds available to pay Payments payable pursuant to the agreement (whether designated a lease, rental, master lease, or otherwise, together with any schedules, the “Agreement”) until the end of its current appropriation period and warrants that it presently intends to make Payments in each appropriation period from now until the end of this Agreement. The officer of Customer responsible for preparation of Customer's annual budget shall request from its legislative body or funding authority funds to be paid to CFS under this Agreement. If notwithstanding the making in good faith of such request in accordance with appropriate procedures and with the exercise of reasonable care and diligence, such legislative body or funding authority does not appropriate funds to be paid to CFS for the Equipment, Customer may, upon prior written notice to CFS, effective upon the exhaustion of the funding authorized for the then current appropriation period, return the Equipment to CFS, at Customer's expense and in accordance with this Agreement, and thereupon, Customer shall be released of its obligation to make Payments to CFS due thereafter, provided: (1) the Equipment is returned to CFS as provided for in the Agreement; (2) the above described notice states the failure of the legislative body or funding authority to appropriate the necessary funds as the reason for cancellation; and (3) such notice is accompanied by payment of all amounts then due to CFS under the Agreement. In the event Customer returns the Equipment pursuant to the terms of this Agreement, CFS shall retain all sums paid by Customer. Customer's Payment obligations under this Agreement in any fiscal year shall constitute a current expense of Customer for such fiscal year, and shall not constitute indebtedness or a multiple fiscal year obligation of Customer under Customer's state constitution, state law or home rule charter. Nothing in this Agreement shall constitute a pledge by Customer of any taxes or other monies, other than as appropriated for a specific fiscal year for this Agreement and the Equipment.
The undersigned represents and warrants to CFS that all action required to authorize the execution and delivery of this Addendum on behalf of the above referenced Customer by the following signatory has been duly taken and remains in full force and effect. Customer agrees that CFS may accept a facsimile or other electronic transmission of this Addendum as an original, and that facsimile or electronically transmitted copies of Customer’s signature will be treated as an original for all purposes.
ACCEPTED
Canon Financial Services, Inc. Customer
By By
Title Printed Name
Date Title
CFS-2020 (04/16)
CANON FINANCIAL SERVICES, INC. (“CFS”)
Remittance Address: 14904 Collections Center Dr. Chicago, Illinois 60693 800-220-0200
Tab 2
Appendix E: Questionnaire
Appendix E:
QUESTIONNAIRE
Please provide responses to the following questions that address your company’s operations, organization, structure and processes for providing products and services.
1. States Covered Offeror must indicate all states where products and services can be offered.
Please indicate the price co-efficient for each state if it varies. (If applicable)
50 States & District of Columbia (Selecting this box is equal to checking all boxes below)
Territories & Outlying Areas (Selecting this box is equal to checking all boxes below)
2. Diversity Programs
• Do you currently have a diversity program or any diversity partners that you do business with? Yes No
• If the answer is yes, do you plan to offer your program or partnership through TCPN Yes No
(If the answer is yes, attach a statement detailing the structure of your program, along with
a list of your diversity alliances and a copy of their certifications.)
Alabama Montana
Alaska Nebraska
Arizona Nevada
Arkansas New Hampshire
California New Jersey
Colorado New Mexico
Connecticut New York
Delaware District of Columbia
North Carolina North Dakota
Florida Ohio
Georgia Oklahoma
Hawaii Oregon
Idaho Pennsylvania
Illinois Rhode Island
Indiana South Carolina
Iowa South Dakota
Kansas Tennessee
Kentucky Texas
Louisiana Utah
Maine Vermont
Maryland Virginia
Massachusetts Washington
Michigan West Virginia
Minnesota Wisconsin
Mississippi Missouri
Wyoming
American Samoa Northern Marina Islands
Federated States of Micronesia Puerto Rico
Guam U.S. Virgin Islands
Midway Islands
32 of 163
X
X
XXX
XX
*Please see Diversity Programs document provided with this response.
** Canon Solutions America, Inc. will provide coverage in all areas that are within our servicing territories.
• Will the products accessible through your diversity program or partnership be offered to TCPN members at the same pricing offered by your company?
Yes No
(If answer is no, attach a statement detailing how pricing for participants would be calculated.)
3. Minority and Women Business Enterprise (M/WBE) and (HUB) Participation
It is the policy of some entities participating in TCPN to involve minority and women business enterprises (M/WBE), small and/or disadvantaged business enterprises, disable veterans business enterprises, historically underutilized businesses (HUB) and other diversity recognized businesses in the purchase of goods and services. Offerors shall indicate below whether or not they hold certification in any of the classified areas and include proof of such certification with their response.
a. Minority and Women Business Enterprise Offeror certifies that this firm is an M/WBE Yes No
List certifying agency: _______________________________________________
b. Small Business Enterprise (SBE) or Disadvantaged Business Enterprise (DBE)
Offeror certifies that this firm is a SBE or DBE Yes No
List certifying agency: _______________________________________________
c. Disabled Veterans Business Enterprise (DVBE) Offeror certifies that this firm is a DVBE Yes No
List certifying agency: __________________________________________________
d. Historically Underutilized Businesses (HUB) Offeror certifies that this firm is a HUB Yes No
List certifying agency: _______________________________________________
e. Historically Underutilized Business Zone Enterprise (HUB Zone) Offeror certifies that this firm is a HUB Zone Yes No
List certifying agency: _______________________________________________
f. Other Offeror certifies that this firm is a recognized diversity Yes No
certificate holder List certifying agency: _______________________________________________
4. Residency Responding Company’s principal place of business is in the city of ___________State of ___.
33 of 163
*Please see Diversity Programs document provided with this response.
X
X
X
X
X
X
Melville N.Y.
5. Felony Conviction Notice
Please check applicable box:
A publicly held corporation; therefore, this reporting requirement is not applicable.
Is not owned or operated by anyone who has been convicted of a felony.
Is owned or operated by the following individual(s) who has/have been convicted of a felony.
*If the third box is checked a detailed explanation of the names and convictions must be attached.
6. Processing Information
Company contact for:
Contract Management Contact Person: __________________________________________
Title: ___________________________________________________
Company: _______________________________________________
Address: ________________________________________________
City: ___________________ State: _____________ Zip:
Phone: Fax:
Email:
Billing & Reporting/Accounts Payable
Contact Person: __________________________________________
Title: ___________________________________________________
Company: _______________________________________________
Address: ________________________________________________
City: ___________________ State: _____________ Zip:
Phone: Fax:
Email:
Marketing
Contact Person: __________________________________________
Title: ___________________________________________________
Company: _______________________________________________
Address: ________________________________________________
City: ___________________ State: _____________ Zip:
Phone: Fax:
Email:
34 of 163
X
Glen HitchensSenior Consultant, Managed Print ServicesCanon Solutions America, Inc.3900 Kilroy Airport Way, #300
Long Beach CA 90806
562-285-1719 [email protected]
Lynda Beach
Accounts Receivable SupervisorCanon Solutions America, Inc.
15004 Collections Center DriveChicago IL 60693609-239-6756 609-239-6734
Natalie HunterSenior Specialist, Marketing
Canon Solutions America, Inc.One Canon Park
Melville N.Y. 11747631-330-2792 [email protected]
7. Distribution Channel: Which best describes your company’s position in the distribution channel:
Manufacturer direct Certified education/government reseller
Authorized distributor Manufacturer marketing through reseller
Value-added reseller Other __________________________
8. Pricing Information
• In addition to the current typical unit pricing furnished herein, the Vendor agrees to offer all future product introductions at prices that are proportionate to Contract Pricing. Yes No
(If answer is no, attach a statement detailing how pricing for participants would be calculated.)
• Pricing submitted includes the required administrative fee. Yes No
(Fee calculated based on invoice price to customer)
• Additional discounts for purchase of a guaranteed quantity? Yes No
9. Cooperatives
List any other cooperative or state contracts currently held or in the process of securing
Cooperative/State Agency Discount Offered
Expires Annual Sales Volume
[Remainder of Page Intentionally Left Blank]
35 of 163
X
X
X
National IPA
TX-DIR
NASBO
E&IMedAssets
9/30/18N/A6/23/19N/A
N/A
N/AN/A
12/19
1/1812/31/19
** Canon Solutions America does not currently disclose this information in responses to Requests for Proposals.
**
********
Diversity Programs Canon Solutions America, Inc.
Diversity Programs
Canon Solutions America, Inc. has limited opportunities for MWBE participation as it purchases
certified products from its parent company, and provides most of the services using its own
employees. If a participating Purchasing Agency wishes to engage a Certified Disadvantaged
Business Enterprise to perform functions, services, or support, Canon Solutions America and the
Purchasing Agency will enter into good faith negotiations to modify terms and pricing.
Tab 3
Appendix F: Company Profile
Appendix F: Company Profile Canon Solutions America, Inc.
Appendix F:
COMPANY PROFILE
Please provide the following:
1. Company’s official registered name.
Canon Solutions America, Inc.
2. Brief history of your company, including the year it was established.
1970-1980
What would become Canon Business Solutions began as four independently operating organizations
marketing the Canon brand of office and production equipment in New York, Philadelphia, Chicago,
and Los Angeles.
1980-1999
Canon continued to set new industry standards for black-and-white, color, and fax technology. By the
end of the 1990s, all four independent sales companies had been purchased by Canon U.S.A. and
comprised the foundation of the Canon subsidiary sales and service network.
2000-2010
Under the direction of Canon U.S.A., the four foundational offices changed their marketing to come
under the banner Canon Business Solutions as a means to differentiate and showcase their offerings in
the Canon family. Coinciding with the name change was a national expansion to many of the top
metropolitan regions within the United States.
In 2003, the New York and Philadelphia subsidiary companies merged to combine their strengths and
grow throughout the East Coast, while the Chicago office would serve as the foundation for the new
Central region and Los Angeles the same for the new Western region. By 2008, the three regions
officially merged to form Canon Business Solutions, Inc., a wholly owned subsidiary of Canon U.S.A.,
Inc. The combined strength and shared vision of the Canon Business Solutions company would better
position Canon to meet the growing demands of customers locally, regionally, and nationally with a
streamlined organization of enhanced systems and processes to benefit all customers. Canon Business
Solutions opened more than 50 offices across the U.S., dedicated to the business customer and designed
around a mindset of superior sales and service solutions.
2011-Present
In 2010, a Canon U.S.A. subsidiary acquired assets of North Carolina-based Tereck Office Solutions,
Inc. as a means to continue to grow Canon Business Solutions offerings specifically in North and South
Carolina and the surrounding areas. The subsidiary, Canon Business Solutions-Tereck, merged into
Canon Business Solutions in 2011.
Appendix F: Company Profile Canon Solutions America, Inc.
In 2008, assets of San Francisco-based Newcal Industries were acquired by a Canon U.S.A.
subsidiary to grow the Western footprint of Canon Business Solutions, continuing Canon’s vision to be
the leading document and imaging sales and services organization in the United States. The subsidiary,
Canon Business Solutions-Newcal was merged into Canon Business Solutions in 2012.
On January 1, 2013, Canon U.S.A. merged Océ North America into Canon Business Solutions to form
one of the largest document and imaging business-to-business sales and service organizations in the
world. The merged organization has been renamed Canon Solutions America, Inc.
3. Company’s Dun & Bradstreet (D&B) number.
07-161-9878
4. Corporate office location.
Headquarters:
One Canon Park
Melville, N.Y. 11747
5. List the total number of sales persons employed by your organization within the United States,
broken down by market.
Canon Solutions America, Inc. Sales Personnel
As of June 23, 2017
6. List the number and location of offices, or service centers for all states being offered in solicitation.
Additionally, list the names of key contacts at each location with title, address, phone and e-mail
address.
Canon Solutions America provides geographic coverage in
major metropolitan areas throughout the United States. Each
region is supported by a comprehensive web of service
professionals who provide best-in-class technical support to
our growing base of customers. Beyond these critical regions,
a network of Canon-authorized service companies stands
ready to support your needs. All servicing entities must
adhere to strict performance guidelines and must be fully
certified to provide technical assistance on your Canon
product.
Appendix F: Company Profile Canon Solutions America, Inc.
Please see Canon Solutions America, Inc. U.S. Locations List provided with this response or visit
http://l.csa.canon.com/ to find a Canon Solutions America office near you.
To reach your local contact, please call 1-844-443-INFO (4636).
7. Please provide contact information for the person(s) who will be responsible for the following areas,
including resumes:
a. Sales
Paul Murphy
Vice President, Major Accounts and Vertical Markets
As Vice President of Major Accounts and Vertical Markets, Paul T. Murphy is responsible for
the development and growth in key markets, including Healthcare, Government, Education,
Legal and Fortune 1000 corporations. With 36 years of industry-related business experience,
Mr. Murphy is able to solve generally undetected problems within the organization by
developing agreements, go-to-market strategies, training, and initiating client agreements.
Since 1987, Mr. Murphy has helped the Canon family of companies build and maintain
relationships with Associations, Membership Groups and Buying Groups. Prior to the merge of
Canon Business Solutions and Océ North America, he held a Director position at Canon
Business Solutions, resolving vertical market industry problems with Canon Technologies and
Services, managing the resulting agreements, and developing the go to market strategies. In
January of 2009, Mr. Murphy was challenged with continuing to drive efficiencies and savings
to specialized clients for Canon Solutions America, Inc. as Director of Strategic Contract
Support.
Mr. Murphy supports his efforts for Canon Solutions America by frequently engaging a diverse
group of membership organizations and their leadership to openly discuss challenges and
opportunities. Currently, he is the Chairperson of the NIGP Business Council, strategically
partnering to promote innovation, best practice sharing, and success between the Public
Procurement community and the Business community.
b. Sales Support
Naoki "Mike" Sannomiya
Senior Vice President, Marketing & Strategy, Enterprise Services & Solutions
With decades of experience across the Canon family of companies, Naoki “Mike” Sannomiya
brings extensive knowledge of marketing, direct sales, and solutions planning to his role as
Senior Vice President of Marketing & Strategy for the Enterprise Services & Solutions division.
He is in charge of marketing and sales support for the group that provides scalable, flexible
solutions to organizations of all sizes and in all types of industries.
In 1987, Mr. Sannomiya began with Canon Marketing Japan by accepting a sales position. He
has since built his career through gaining in-depth insight into the functions and requirements
Appendix F: Company Profile Canon Solutions America, Inc.
of enterprise organizations. He has gained a keen understanding of best practices and the
streamlining of business operations, which he has used to provide invaluable support in many
distinct areas of Canon. Mr. Sannomiya first joined Canon Business Solutions in 2009, and
therefore has been with Canon Solutions America through the integration with Océ and since
the origination of the company in 2013. With skills spanning myriad areas of Canon and
experience in multi-cultural relations, Mr. Sannomiya brings a unique and valuable viewpoint to
the executive team.
c. Marketing
Naoki "Mike" Sannomiya
Senior Vice President, Marketing & Strategy, Enterprise Services & Solutions
With decades of experience across the Canon family of companies, Naoki “Mike” Sannomiya
brings extensive knowledge of marketing, direct sales, and solutions planning to his role as
Senior Vice President of Marketing & Strategy for the Enterprise Services & Solutions division.
He is in charge of marketing and sales support for the group that provides scalable, flexible
solutions to organizations of all sizes and in all types of industries.
In 1987, Mr. Sannomiya began with Canon Marketing Japan by accepting a sales position. He
has since built his career through gaining in-depth insight into the functions and requirements
of enterprise organizations. He has gained a keen understanding of best practices and the
streamlining of business operations, which he has used to provide invaluable support in many
distinct areas of Canon. Mr. Sannomiya first joined Canon Business Solutions in 2009, and
therefore has been with Canon Solutions America through the integration with Océ and since
the origination of the company in 2013. With skills spanning myriad areas of Canon and
experience in multi-cultural relations, Mr. Sannomiya brings a unique and valuable viewpoint to
the executive team.
d. Financial Reporting
Charles Bruschi
Senior Vice President, Finance, Accounting, & Budget
Responsible for all finance, accounting, and credit and collections, Charles Bruschi has
leveraged almost a decade of experience with Canon U.S.A., Inc. to build the corporate finance
division for Canon Solutions America. Mr. Bruschi led the finance group through the
integration of Canon Business Solutions and Océ North America to create a unified finance
function. He continues to manage the day-to-day operations while overseeing the ongoing
further combination of financial systems and streamlining of operations.
Mr. Bruschi’s career experience is comprised of senior positions across several industries,
including financial services, healthcare, information services, and consumer electronics. He is a
CPA, having initially worked for ten years at Coopers & Lybrand.
Appendix F: Company Profile Canon Solutions America, Inc.
With Canon USA since 2005, Mr. Bruschi eagerly accepted the opportunity to lead the
finance group upon the formation of Canon Solutions America in 2013, knowing that it would
provide a unique opportunity to be involved with an exciting new company from its inception.
e. Executive Support
Peter Kowalczuk
Executive Vice President, ESS Sales and Zone Operations
As Executive Vice President of Enterprise Services & Solutions (ESS) Sales and Zone
Operations, Peter Kowalczuk has full P&L responsibility for operations and sales for the
Enterprise Services & Solutions division. His mission aligns with that of the company as a
whole, which is to create value not just through hardware, but software, managed print services,
and professional services as well.
Mr. Kowalczuk began his career in 1984 with Ambassador Office Equipment, Inc., one of the
four companies that would eventually become Canon Business Solutions, Inc. In recent years,
he played an integral role in the merger of that company with Océ North America to create
Canon Solutions America.
His vital contributions during this time firmly established him as the head of sales for the
Enterprise Services & Solutions division, the largest segment of the company.
Building on this achievement and his decades of industry experience, Mr. Kowalczuk found a
renewed passion through the expansion of his responsibilities to include sales and operations
for the division. His long tenure with the company brings a distinct perspective to the executive
team of Canon Solutions America, and his leadership of the revitalized Enterprise Services &
Solutions organization will ensure that the division will continue to build on its success and
deliver on its mission to drive productivity and sustainability for businesses of all sizes and in all
industries.
Managed Print Services Senior Consultant Glen Hitchens, will be the point of contact for initiation of
Agreement between Region 4 ESC and Canon Solutions America.
Please find Glen’s resume provided as Staff Member Resume with this response.
We consider information about our past non-public references (other than references supplied by public
entities) and information describing our prior installations, as well as our staff member names and
credentials, to be proprietary Trade Secrets, having the potential to cause adverse effects upon our
competitive position if disclosed. Thus, we respectfully request that the provided non-public references
and staff information be exempt from public disclosure. Our usual practice, should we be awarded a
contract, is to request redaction of company names and contact information, including: personally
Appendix F: Company Profile Canon Solutions America, Inc.
identifiable information for our clients and individual names, locations, telephone numbers, and
email addresses.
It is our good faith opinion that all such materials marked as "Confidential" or "Trade Secret" or
"Proprietary" should be exempt from public disclosure whether or not we are ultimately awarded a
contract. Please feel free to contact us or have your legal counsel do so, if you have any questions or
require any further information regarding this matter.
8. Define your standard terms of payment.
Canon Solutions America, Inc.’s standard term of payment is Net 30.
9. Who is your competition in the marketplace?
Canon Solutions America, Inc.'s top three current competitors are: Xerox, Ricoh, and Konica Minolta.
10. Overall annual sales for last three (3) years; 2014, 2015, 2016.
Canon Solutions America, Inc. is not a publicly held company; therefore, all financial information
provided is that of our ultimate parent company, Canon Inc.
Canon Inc.’s 2014 annual revenue was $30.8 billion.
Canon Inc.’s 2015 annual revenue was $31.4 billion.
Canon Inc.’s 2016 annual revenue was $29.3 billion.
11. Overall public sector sales, excluding Federal Government, for last three (3) years; 2014, 2015,
2016.
Canon Solutions America, Inc. is not a publicly held company; therefore, all financial information
provided is that of our ultimate parent company, Canon Inc. Please visit http://www.canon.com/ir to
review Canon Inc.’s financial reports. As it relates to public sector sales, excluding the federal
government, over the past three years would be in excess of $100 million.
12. What is your strategy to increase market share?
In the ongoing effort to continually enhance its market position, Canon strives to produce new
products as well as develop innovative technologies. Its commitment to Research and Development is
clearly evidenced by the large investment the company makes toward this effort. In 2016, Canon re-
invested 8.9% of its annual net sales into R&D, once again proving that Canon is committed to your
success- today and tomorrow. Additionally, we have found it beneficial to partner with organizations
like Region 4/TCPN
13. What differentiates your company from competitors?
Our Key Differentiators in comparison to competitive companies are as follows:
Canon offers a full line of document management solutions - from desktop to CRD. Our
devices are widely accepted as easier-to-use with better copy quality and reliability, which has helped
Appendix F: Company Profile Canon Solutions America, Inc.
Canon lead the industry. Canon’s office equipment is the #1 brand in the industry. We know
being #1 is not enough to partner with any company. It does, however, provide assurance that the
technology is widely accepted and utilized in the ever-changing world of business. Staying ahead of
the technological curve requires a commitment to excellence that never ceases from research and
development to manufacturing and marketing.
We provide a more compelling offering for customers - The competition in our industry is
growing from key manufacturers who have enhanced their line of products and expanded their
dealer network through acquisition. However, the combination of Canon Inc. technology, document
management solutions and the level of support we provide to our customers is second to none.
We provide quality and reliability – Some manufacturers in the industry have built a progressively
larger base through consolidation of manufacturers and acquisition of dealerships. Those
manufacturers typically deliver lower price points resulting in more frequent consideration for their
technology; however, the quality and reliability of Canon products coupled with the services
capability make Canon Solutions America the smart choice for your long-term needs.
In addition, Canon has:
Proven technology and solutions
o Highly reliable, easy to use, productive
o Integration to third-party software
o Industry leading solutions for security and confidentiality
Robust, Seamless Border-to-Border Nationwide Support
o Single point of contact all locations
o Single source for hardware, leasing, service, training
o No third-party financing
Canon’s commitment to being the most responsive, easiest supplier to work with
o Flexible, scalable solutions to support Region 4 ESC and their participating agencies’ initiative(s)
o Program management to support Region 4 ESC’s participating agencies’ intended objectives of
consolidation, efficiencies, and cost savings
o Reporting, Quarterly Reviews, Year-Over-Year trends including equipment uptime and
performance
14. Describe the capabilities and functionality of your firm’s on-line catalog/ordering website.
myCSA is a self-service portal that provides a simple and convenient solution to managing your devices
online. The Secure Account Management Portal is a self-service utility available 24 hours a day, 7 days a
week that provides an efficient way to handle day-to-day functions related to your Canon devices.
Appendix F: Company Profile Canon Solutions America, Inc.
Upon enrollment, you can take advantage of the many features of myCSA, such as submitting
meter reads, placing service requests, ordering contracted supplies*, and retrieving account information. *requires an active service contract with Canon Solutions America, Inc.
In the Account Management section, you have access to all of your devices. By clicking on a device
serial number you will be taken to the device’s asset details page. Here you can see the configuration of
a device along with product information, documentation, and device status. You also have quick access
to order supplies for the device, submit a meter read, and place a service request. The account support
page allows you to request the removal of a device from your account, modify a device’s address, and
dispute a meter read. You can also submit general support inquiries.
With a full catalog of Canon Solutions America products and solutions to request a quote, you can
easily order supplies for any of your devices that are on a toner-inclusive or Managed Print Services
contract. You can also view any open and closed supply orders along with tracking information for
shipped orders. In addition, there is a complete list of Canon devices that you can place a request for
more information and pricing from your main point of contact at Canon Solutions America.
15. Describe your company’s Customer Service Department (hours of operation, number of service
centers, etc.).
Canon Solutions America’s Customer Service Department focuses on resolving account management-
related issues. Customers may call the toll-free number to reach a Customer Service Representative who
will:
Answer general inquiries and issues
Handle billing questions and rebilling needs
Correct address and account information
Issue supplies needed for contract fulfillment
Resolve a service need
Handle meter read questions/issues
Customer Service Representatives act as liaisons between our clients and the Canon Solutions America
departments that support them nationwide, including Accounting, Supply Sales, Service, and
Dispatch. This structure ensures that our customers receive a timely and accurate response by the
appropriate party. In order to support all Canon Solutions America customers nationwide, our
Customer Service Department is available from 8:30 am – 8:00 pm EST.
16. Provide information regarding whether your firm, either presently or in the past, has been involved
in any litigation, bankruptcy, or reorganization.
As a national provider or products and service, with thousands of customers and employees, from time
to time Canon Solutions America, Inc. is subject to litigation, however, there is no pending litigation
that will impair Canon Solutions America’s performance with respect to this contract upon award.
Appendix F: Company Profile Canon Solutions America, Inc.
Canon Solutions America has not been declared bankrupt or made a voluntary assignment in
bankruptcy.
Throughout Canon Solutions America’s history, the company has expanded and undergone mergers
and acquisitions to build a solid foundation upon which to grow. Canon Solutions America, Inc. is a
wholly owned subsidiary of Canon U.S.A., Inc., which is, in turn, a wholly owned subsidiary of Canon
Inc., a public company. There are presently no public announcements stating that Canon Solutions
America is engaged in a merger, sale, acquisition, or divestiture transaction. On January 1, 2013, Canon
U.S.A. merged Océ North America into Canon Business Solutions to form one of the largest document
and imaging business-to-business sales and service organizations in the world. The merged organization
was renamed Canon Solutions America, Inc.
Marketing / Sales
17. Detail how your organization plans to market this contract within the first ninety (90) days of the
award date. This should include, but not be limited to:
a. A co-branded press release within first 30 days
b. Announcement of award through any applicable social media sites
c. Direct mail campaigns
d. Co-branded collateral pieces
e. Advertisement of contract in regional or national publications
f. Participation in trade shows
g. Dedicated TCPN and Region 4 ESC internet web-based homepage with:
i. TCPN and Region 4 ESC Logo
ii. Link to TCPN and Region 4 ESC website
iii. Summary of contract and services offered
iv. Due Diligence Documents including; copy of solicitation, copy of contract and any
amendments, marketing materials
Canon Solutions America, Inc. will at a minimum meet the above requirements. We have
an effective approach with National IPA and intent to model that program with this
opportunity.
18. Describe how your company will demonstrate the benefits of this contract to eligible entities if awarded.
Presently, Canon Solutions America, Inc. has been successful in marketing the DuPage County agreement
through National IPA. We are very successful in providing knowledge about cooperative programs to
eligible entities and have a high adoption rate. Over the past years, our sales group has continue to add new
agencies to the National IPA participating agency list.
19. Explain how your company plans to market this agreement to existing government customers.
Our “Go-to-Market” Strategy with cooperatives is to lead with the programs. Our existing customers
are always looking for simpler and more cost efficient ways of acquiring products and services. When
Appendix F: Company Profile Canon Solutions America, Inc.
contractually possible, we will be offering our clients the opportunity to engage in a Managed Print
Solutions through this program.
20. Provide a detailed ninety (90) day plan describing how the contract will be implemented within your
firm.
A. Executive leadership endorsement and sponsorship of the aware as the public sector “go-to-
market” strategy within the first 10 days.
B. Training and education of national sales force with participation from the executive Sales
leadership, along with TCPN team within the first 90 days.
C. In addition to the above listed implementation, as our primary “Go to Market Strategy” for
Participating Public Agencies, Pete Kowalczuk, EVP and ESS General Manager, has been
designated as the Executive Sponsor for the program.
D. We will provide the sales staff with information about the announcement and educate them by
utilizing our Marketing and Sales Training Departments. These activities will consist of internal
notifications, WebEx courses, a branch seminar series, and training for key markets.
E. Additionally, during the first 90 days we will design a Business Development Plan with the TCPN
Business Development staff for the first 12 months and review and modify during the Quarterly
Business Reviews.
21. Describe how you intend on train your national sales force on the Region 4 ESC agreement.
We will provide the sales staff with information about the announcement and educate them by utilizing
our Marketing and Sales Training Departments. These activities will consist of internal notifications,
WebEx training courses to national sales team, along with branch seminar series and training for key
markets.
22. Acknowledge that your organization agrees to provide its company logo(s) to Region 4 ESC and
agrees to provide permission for reproduction of such logo in marketing communications and
promotions.
We intend to provide our logos for the purpose of commercially marketing our products and services in
conjunction with TCPN’s efforts within our standard logo use guidelines.
23. Provide the revenue that your organization anticipates each year for the first three (3) years of this
agreement.
$ TBD in year one
$ TBD in year two
$ TBD in year three
Appendix F: Company Profile Canon Solutions America, Inc.
Administration
24. Describe your company’s implementation and success with existing cooperative purchasing
programs, if any, and provide the cooperative’s name(s), contact person(s) and contact information
as reference(s).
Since 2008, Canon Solutions America, Inc. has had a very productive relationship with National IPA
and the County of DuPage (the Principle Purchasing Agency). We have been recognized over the years
for the true value that we bring to the partnership.
Cooperative: National IPA
Contact Person: Ken Heckman
Title: SVP of Account Management
Address: 2555 Meridian Blvd. Suite 300
Franklin, TN 37067
Phone: 615-786-1134
Email Address [email protected]
25. Describe the capacity of your company to report monthly sales through this agreement.
Canon Solutions America, Inc. manages similar reporting for States and Cooperatives and will be able to
meet all reasonable reporting requirements. Reporting information on Management Print Solutions
agreements is generally complex. Reporting on agency transactions that are categorized as “Net Sale”
will be reported within 10 days after the end of a month. Meters, Break/Fix, and Services will be
reported 10 days after the month they are invoiced to the agency.
26. Describe the capacity of your company to provide management reports, i.e. consolidated billing by
location, time and attendance reports, etc. for each eligible agency.
Managed Print Services (MPS) will provide Region 4 ESC’s participating agencies with visibility into
their costs, including a single invoice for all laser printer expenditures, as well as customized reports to
fit the agencies’ individual needs.
Our capacities to source detailed information of a participating agency’s account for invoicing include:
PrintFleet Data Collection Agent (DCA) will be used to monitor your printer fleet to help provide
reports of critical metrics including device inventory, volume capture, supplies alerts, and service alerts.
The DCA provides fleet intelligence to Canon Solutions America, Inc., as well as up-to-date meter
information for billing purposes. Region 4 ESC’s participating agencies can be assured of accurate
billing with minimal manual submission of meter reads.
We will also utilize this collected data to meet with you to review your current print-related costs and
share insights surrounding:
Appendix F: Company Profile Canon Solutions America, Inc.
Additional ways to reduce spending
Rightsizing opportunities
Cost, design, implementation, and management strategies
Current and future technology investments that can lead to additional cost savings
myCSA - Customers may view and sort account information through myCSA, a self-service portal
available to all customers with an active Canon Solutions America, Inc. contract. myCSA allows the
customer 24x7 visibility to account information, such as fleet devices, service history, meter read history,
supply order history, and more.
As part of Canon Solutions America’s proactive approach to customer service, we perform quarterly
account reviews where we survey:
Number of devices in the account
Uptime
Response time
Volume of output
Billing issues
Upgrade and downgrade opportunities
We can provide customized reports to meet your participating agencies’ specific requirements. Other
formats can be prepared based upon request. The following is a list of the types of reports we can
provide.
Quarterly Management Report – This report will summarize all activity on a quarterly basis. It
provides detailed information on the following topics:
Equipment volume
Equipment relocation
Volume trends
Monthly Machine Volume Report Trended 12 Months – This report provides a rolling 12-month
copy volume history for each piece of equipment. This report tracks the actual volume versus the rated
volume for any given machine and pinpoints any potential user concerns and equipment issues sorted by
location.
Machine Uptime Report – This report details percentage “Uptime” for each piece of equipment.
Quarterly Service Call Report – This report describes the average response time for all Maintenance
Requests within the reporting period.
Appendix F: Company Profile Canon Solutions America, Inc.
Quarterly Usage Report – This report provides maintenance usage and toner requirement calculations
sorted by location.
Excessive Visit Report – This report provides details on machines that require additional attention and
therefore specific action schedules.
When leasing through Canon Financial Services, Inc., Region 4 ESC’s participating agencies will have
online access to extensive information/reporting capabilities. Invoicing information is available via an
MS Excel-friendly file creator. This format allows the ability to manipulate columns online to offer
sorted invoicing information, such as general invoice/address information, itemized charge detail,
equipment schedule, and copy/aggregate usage detail. Each invoice, whether for one or multiple
contracts, itemizes and identifies each charge – current and non-current – and always includes the
participating agency’s Purchase Order number. In addition, participating agencies may select up to two
additional reference fields relating to each scheduled item, such as department or cost center.
Canon Financial Services, Inc.’s versatile invoicing solutions provide an unparalleled level of detailed
reporting selections to assist in the management of your participating agencies’ equipment population.
Invoice Set-up: No matter how many Schedules the participating agency’s account contains, they will
have only one invoice due date and may have all Schedules consolidated into one invoice.
Charge Detail: Each invoice, whether for one or multiple contracts, itemizes and identifies each charge
– current and non-current – and always includes the participating agency’s Purchase Order number. In
addition, the participating agency may include up to two additional reference fields that they select,
relating to each Schedule, such as department or cost center.
Equipment Schedule: Each invoice includes a separate equipment detail section, containing
comprehensive asset description and location information. In addition, the participating agencies may
also include up to two additional reference fields that they select, relating to each asset, such as building
location or machine code.
Special References: Two special references at the contract level and an additional two special
references at the asset level, combined with their Purchase Order number gives the participating agency
up to five selected references.
27. Please provide any suggested improvements and alternatives for doing business with your
company that will make this arrangement more cost effective for your company and Participating
Public Agencies.
The “Art” of a Managed Print Solutions engagement is achieving change with the agency, so that
operational and financial improvements can be accomplished. The most successful Schools,
Universities, and Government agencies realize that Managed Print Solutions is a journey, and not
Appendix F: Company Profile Canon Solutions America, Inc.
hardware replacement. The use of a cooperative agreement provides an adjustable approach that
will generate the efficiencies that are desired. Working with Canon Solutions America, Inc. and the
Participating Public Agencies, we will create a best practices program that will enable the sharing of
successful practice in an effort to speed up the adoption of Managed Print Solutions.
Green Initiatives
We are committed to helping to build a cleaner future! As our business grows, we want to make
sure we minimize our impact on the Earth's climate. So we are taking every step we can to
implement innovative and responsible environmental practices throughout Region 4 ESC to reduce
our carbon footprint, reduce waste, promote energy conservation, ensure efficient computing, and
much more. We would like vendors to partner with us in this enterprise. To that effort, we ask
Offerors to provide their companies environmental policy and/or green initiative.
28. Please provide your company’s environmental policy and/or green initiative.
Please see Canon America’s Environmental Charter provided with this response.
In the spirit of our corporate philosophy of kyosei – all people, regardless of race, religion, or culture,
harmoniously living and working together into the future – Canon takes an approach to business that is
socially responsible and economically logical. Canon seeks to be a truly excellent global corporation.
For our customers, we offer the best products possible. Simultaneously, we strive to improve our
relationships with local communities and to increase our respect for the environment as we contribute
to the prosperity of the world and the happiness of its people. Our company's commitment and
contribution to the environment and to the world community are an integral part of Canon Inc.'s
management structure, product design, manufacturing, and corporate culture. This commitment has
inspired many special corporate programs at both the global and regional level.
ISO 14001 Certification
Canon U.S.A. and more than 700 other Canon sites worldwide are certified to the ISO 14001 standard.
The ISO 14001 standard is an internationally accepted specification for environmental management
systems created by the International Organization for Standardization to help organizations minimize
how their operations affect the environment and comply with related laws, regulations, and
requirements. As part of the efforts to achieve this well-recognized certification, Canon U.S.A. has
established its own Environmental Management System (EMS) to ensure that the Company’s activities,
products, and services have minimal impact on or risk to the environment. Canon’s EMS helps monitor
and improve upon a number of areas that touch on the environment, such as energy efficiency,
resource conservation, waste management, chemical control, and toner cartridge recycling.
Canon devices are/have:
Appendix F: Company Profile Canon Solutions America, Inc.
EPEAT® Rated
Canon offers products that are registered in accordance with EPEAT for Imaging Equipment.
EPEAT provides third-party verification of the environmental attributes of imaging equipment
considering - among other things - absence of toxic substances, use of recycled and recyclable
materials, design for recycling, product longevity, energy efficiency, corporate performance, and
packaging. With EPEAT, customers are able to easily identify and select environmentally preferable
products. To learn more about EPEAT and to find out which Canon products are registered, please
visit usa.canon.com/epeat.
ENERGY STAR® Qualified
For more than 20 years, Canon has partnered voluntarily with the EPA to design
products that meet the high standards of its ENERGY STAR® Program, which
promotes the development and introduction of energy-efficient products to
combat climate change and other environmental issues. As an ENERGY STAR partner, Canon has
more than 200 certified products that incorporate advanced energy-efficient technologies, without
compromising features or performance, such as energy saver mode, automatic duplex settings, and
low sleep mode power consumption. Canon has received multiple ENERGY STAR Awards for
protecting the environment through manufacturing energy-efficient products. In 2016, Canon
U.S.A., Inc. was honored as a 2016 ENERGY STAR® Partner of the Year.
Eco-Conscious Features
Canon offers solutions that can help influence responsible printing behavior. Reduce waste and cut
energy consumption with secure authentication and centralized control. Limit users to printing only
duplex and black-and-white documents to help save paper waste and related costs.
Eco-Conscious Design
With growing concerns about the depletion of natural resources, Canon has worked hard from the
development and design stages to create products that can easily be disassembled for collection and
recycling after use. The next-generation imageRUNNER ADVANCE models employ certain
components fabricated with 100% recycled plastic from retired products. Canon’s innovative
technologies also include bio-based plastic, a plant-derived compound that replaces certain
petroleum-based plastic parts.
Greater Energy Efficiency
From the inside out, Canon designs its devices for high energy efficiency and stellar performance.
Fusing technologies and low-melting-point toner help lower overall energy consumption by
minimizing power requirements and reducing energy use during warm-up and while in stand-by
mode. The Energy Saver Mode uses less watts of energy, helping to save on energy costs, while eco-
friendly, two-sided printing helps save paper waste and related costs.
Appendix F: Company Profile Canon Solutions America, Inc.
Reducing CO2 Emissions
Through its Life Cycle Assessment (LCA) System, Canon has lowered CO2 emissions by focusing
on each stage of the product life cycle, including manufacturing, energy use, and logistics. These
products are designed to be the smallest and lightest in their class, with less packaging to make
transportation more efficient.
Reducing Pollution
All suppliers are required to meet Canon's stringent Green Procurement policy and environmental
terms. This helps it exceed the toughest global standards set by the EU RoHS Directive, which
restrict the use of certain hazardous substances. Canon strives to eliminate or reduce hazardous
chemical substances used in the manufacturing process. For substances difficult to eliminate or
reduce, our policy is to minimize their release into the air or water.
To view Canon’s Sustainability Report, please visit http://www.canon.com/csr/report/index.html.
Vendor Certifications (if applicable)
29. Provide a copy of all current licenses, registrations and certifications issued by federal, state and
local agencies, and any other licenses, registrations or certifications from any other governmental
entity with jurisdiction, allowing Offeror to perform the covered services including, but not limited to
licenses, registrations or certifications. M/WBE, HUB, DVBE, small and disadvantaged business
certifications and other diverse business certifications, as well as manufacturer certifications for
sales and service must be included if applicable.
Canon Solutions America is a non-exclusive Canon Business Imaging Solutions Group Dealer,
authorized to sell and service the solutions in this proposal. Please see Original Equipment
Manufacturer's Certification Letter provided with this response.
Canon Solutions America holds required licenses to conduct business and Certificates of Good
Standing throughout the United States.
Canon Solutions America’s service technicians are factory trained and certified on Canon's equipment
as well as the network support systems and software that drive its sophisticated technology.
Additionally, underscoring its reputation as an environmentally conscious company, Canon U.S.A., Inc.,
announced in October, 2007 that all of its facilities in Canon U.S.A., Inc. and Canon Canada
headquarters have received ISO 14001 Certification under Canon’s Global ISO 14001 Certification
Initiative.
All of Canon’s manufacturing sites in Japan and its manufacturing and return center in Virginia are ISO
9001 certified.
Appendix F: Company Profile Canon Solutions America, Inc.
Canon U.S.A. is proud to have earned LEED certification for three buildings. The U.S. Green
Building Council's LEED® green building program is the preeminent program for the design,
construction, maintenance and operations of high-performance green buildings including sustainable
site development, water and energy efficiency, materials selection, and indoor environmental quality.
Please use the web links below to obtain the latest certificates for sustainability held by Canon.
ISO 9001 Certificates: http://www.canon-europe.com/About_Us/sustainability/business/iso_9001/index.aspx
ISO 14001 Certificates: http://www.canon-europe.com/About_Us/sustainability/environment/iso_14001/index.aspx
Canon Solutions America, Inc. U.S. Locations Canon Solutions America, Inc.
Canon Solutions America, Inc. U.S. Locations As of June 2017
City Address State Zip
Birmingham 1030 London Drive, Suite 200 AL 35211
Dothan 217 Graceland Drive, Suite 1 AL 36305
Mobile 3059 Dauphin Square Connector AL 36607
Montgomery 380 Arba Street AL 36104
Tuscaloosa 2000 Veterans Memorial Parkway, Suite 2 AL 35404
Little Rock 721 W. 9th Street AR 72201
Scottsdale (Phoenix) 1475 North Scottsdale Road, Suites 130 & 400 AZ 85257
El Centro 203 S. Waterman Ave., Suite C CA 92243
Long Beach* 2417 East Carson Street/Dock 16 - bay 5 CA 90810
Irvine 15975 Alton Parkway CA 92618
Livermore* 161 S. Vasco Road, Suite E CA 94551
Long Beach 3900 Kilroy Airport Way, Suite 300 CA 90806
Glendale (Los Angeles/
Wilshire/Calabasas) 207 Goode Avenue, Suites 400 and 110 CA 91203
Ontario 3237 East Guasti Road, Suite 200 CA 91761
Sacramento 3835 North Freeway Blvd., Suite 110 CA 95834
San Diego 10509 Vista Sorrento Pkwy, Ste. 116 CA 92121
San Francisco 201 California Street , Suite 100 CA 94111
San Jose (South Bay) 3300 North First Street, 1st Floor CA 95134
San Pedro* 300 Westmont Drive CA 90731
Ventura* 6435 Ventura Boulevard, Suite C 007 CA 93003
Walnut Creek 1350 Treat Blvd., Suite 150 CA 94597
Centennial (Denver) 7002 South Revere Parkway, Suite 80 CO 80112
Loveland Front Range Bus Center, 1635 Foxtrail Drive, Suite 115
(Executive Suite) CO 80538
East Hartford 100 Prestige Park Rd., Bay 10 CT 06108
Rocky Hill I-91 Tech Center Bldg. 2 , 845 Brook Street CT 06067
Wilmington 200 Bellevue Parkway, Suite 101 DE 19809
Boca Raton 5600 Broken Sound Blvd. FL 33487
Jacksonville 10401 Deerwood Park Blvd., Suite 2110, Building II FL 32256
Maitland (Orlando) 2600 Maitland Center Parkway, Suite 170 FL 32751
Miami Lakes 7975 NW 154th St., Grand Corp Center FL 33016
Orlando* 7803 Southland Blvd., Suite 202 FL 32809
Tampa 7650 Courtney Campbell Causeway, Suite 100 FL 33607
Albany 307 Grand Island Drive, Suite 4 GA 31707
Norcross (Atlanta) 5625 Oakbrook Parkway, 1st Floor GA 30093
Canon Solutions America, Inc. U.S. Locations Canon Solutions America, Inc.
Savannah 7001 Chatham Center Dr., Suite 2300 GA 31405
Waycross 3970 Brunswick Highway GA 31503
Honolulu 210 Ward Avenue, Suite 200 HI 96814
Burr Ridge 1333 Burr Ridge Parkway, Suite 175 IL 60527
Chicago 225 West Washington Suite 600 IL 60606
Itasca* 1800 Bruning Dr. W IL 60143
Schaumburg 425 North Martingale Road Suite 100, 1400, 1600, 1700 IL 60173
Woodridge* 10305 Beaudin Blvd. IL 60517
Carmel (Indianapolis) 630 West Carmel Drive, Suite 130 IN 46032
Fort Wayne 6915 Innovation Blvd. Unit 3 IN 46825
South Bend 2420 Viridian Drive, Suite A & B IN 46628
Overland Park (Kansas City) 7300 W. 110th Street Suite 100 KS 66202
Topeka 1131 SW Winding Road, Suite Space F KS 66615
Wichita 8201 E. 34th Street North, Bldg. 900 & 903 KS 67226
Lexington 2285 Executive Drive, Suite 110 KY 40505
Louisville 10400 Linn Station Road, Suite 108 KY 40223
Baton Rouge 11115 Industriplex Blvd., Suite 303 LA 70809
Houma 4752 Highway 311, Suite 104 LA 70360
Lafayette 201 Energy Parkway LA 70508
Lake Charles Capital One Tower Building, One Lake Shore Drive,
Suite 1260 LA 70629
Metairie (New Orleans) 3850 N. Causeway Blvd, Suite 110 LA 70002
Boston 40 Broad Street, Suite 102 MA 02109
Ellicott City 6011 University Blvd, Suite 460 MD 21043
Portland 1055 Riverside Street, Suite 3 ME 04103
East Lansing 4700 South Hagadorn Road, Ste. 110 MI 48823
Grand Rapids 330 East Beltline Avenue NE, Suite 201 MI 49506
Novi (Detroit) 39555 Orchard Hill Place, Suite 190 & L90 MI 48375
Eagan (Minneaoplis) 880 Blue Gentian Road, Suite 100 MN 55121
Creve Coeur (St. Louis) 6 CityPlace Drive, Suite 100 MO 63141
Gulfport 9480 Three Rivers Rd. MS 39501
Gulfport* 10551 Outdoor Way MS 39503
Jackson 210 East Capitol Street, Suite 200 MS 39201
Ridgeland 119 E Market Ridge Road, Suite A MS 39157
Charlotte 8720 Red Oak Blvd., Suite 502 NC 28217
Durham 4319 South Alston Ave., Suite 101 NC 27713
Omaha (La Vista) 6940 South 108th Street NE 68157
Lincoln (La Vista) 3701 O Street NE 68510
Bedford 15 Constitution Drive NH 03110
Keene 640 Marlboro Street NH 03431
Canon Solutions America, Inc. U.S. Locations Canon Solutions America, Inc.
Burlington 300 Commerce Square Blvd. NJ 08016
Cranford 11 Commerce Drive, Suite 204 NJ 07016
Jamesburg 100 Ridge Road NJ 08831
Monroe Township* 24 Engelhard Dr. NJ 08831
Mount Laurel 8000 Midlantic Drive, Suite 110N NJ 08054
Paramus 115 West Century Road, Country Club Plaza, Ste. 370 NJ 07652
Albuquerque 2420 Comanche Road NE NM 87107
Farmington 2222 East 20th Street NM 87401
Las Vegas 731 Pilot Road, Suite J NV 89119
Reno (Sparks) 5470 Kietzke Lane, Suite 300 (Executive Suite) NV 89511
Albany 18 Corporate Woods Boulevard NY 12211
East Meadow 90 Merrick Avenue, Suite 204 NY 11554
Fairport 800 CrossKeys Office Park, Suite 840 NY 14450
Melville Canon Solutions America, Inc., One Canon Park NY 11747
NYC – Midtown* 5 West 37th Street, Suite 1001 NY 10018
NYC - Manhattan 125 Park Ave., 9th & 10th Floors NY 10017
White Plains 1133 Westchester Avenue, 9th & 10th Floors NY 10604
Dublin (Columbus) 5200 Upper Metro Place, Suite 150 OH 43017
Independence (Cleveland) 6100 Oaktree Blvd., Suite 150 OH 44131
Lockbourne (Columbus)* 2525 Rohr Road, Suite D OH 43137
Mason (Cincinnati) 4900 Parkway Drive, Suite 170 OH 45040
Maumee (Toldeo) 1724 Indian Wood Circle, Suite F OH 43537
Miamisburg (Dayton) 2 Prestige Place, Suite 100 OH 45342
Beaverton 9401 SouthWest Nimbus Avenue OR 97008
Medford 3539 Heathrow Way, Suite 108 OR 97504
Portland* 6650 N. Basin, Building # 4, Suite D OR 97217
Roseburg 836 West Military Ave (Executive Suite) OR 97470
Moon Township (Pittsburgh) 500 Lindbergh Drive, Suite 550 PA 15108
Horsham 800 Enterprise Road, Suite 105 PA 19044
Mechanicsburg (Harrisburg) 5020 Ritter Road, Suite 111 PA 17055
Philadelphia 1650 Market Street, One Liberty Place, Suite 360 PA 19103
Warwick 117 Metro Center Blvd., Suite 1003 RI 02886
Columbia 1320 Main Street, Suite 300 (Executive Suite) SC 29201
Knoxville 4707 Papermill Road, Suite 101 TN 37909
Nashville 402 BNA Drive, Suite 360, Building 100 TN 37217
Austin 12515 Research Boulevard, Bldg. 7 Suite 110 TX 78759
Beaumont 7510 Calder Ave. TX 77706
Dallas 14241 Dallas Parkway, Suite 100 TX 75254
El Paso 5450 Hurd Pl., Suite C TX 79912
Houston 2930 W. Sam Houston Parkway N., Suite 125 TX 77043
Canon Solutions America, Inc. U.S. Locations Canon Solutions America, Inc.
Hurst (Ft. Worth) 860 W. Airport Frwy, Suite 200 TX 76054
Irving* 3200 Regent Blvd. TX 75063
San Antonio 17115 San Pedro Ave, Suite 100 TX 78232
Salt Lake City 298 Mercer Way UT 84115
Alexandria* 6464 E General Green Way, Beltway Business Center,
Suite E VA 22312
Falls Church 3190 Fairview Park Drive Suite 1000 VA 22042
Richmond 3901 Westerre Parkway, Suite 110 VA 23233
Virginia Beach 192 Ballard Court, Suite 101 VA 23462
Williston 520 Avenue D VT 05495
Kennewick 8601 W. Clearwater Ave. WA 99336
Spokane 10102 E. Knox, Suite 300 WA 99206
Tukwila (Seattle) 12856 Interurban Avenue South, Bldg. 1 WA 98168
Yakima 901 W. Yakima Ave., Suite 1B WA 98902
Waukesha (Milwaukee) Crossroads Corporate Center II 20800 Swenson Drive,
Suite 110 WI 53186
* warehouse only location
Glen Hitchens 3361 Orangewood Ave.
Los Alamitos, CA 90702
310-386-0324
Experience Major Account Management
Sales Leadership
Full P & L Responsibility
Technical Managed Services
Channel Relationship/Partnerships
Sales and Marketing Program
Development
Effective Written and Oral
Communication Skills
Education, Training and Affiliations
B.S. Business Management-
University of Phoenix
A.A. Digital Technology-
St. Paul Technical College Member-
MPSA/Photizo Group
SPIN Certified Sales
Certifications
Certified Document Imaging
Architect (CDIA+)
Certified Electronics Technician
Profile
Experienced in technical sales, Managed Services, and comprehensive
Document Management Solutions. Extensive experience in account
management and leadership, new business development, and sales team
management.
Employment History
2009 – Current Canon Solutions America, Long Beach, CA
Senior Consultant, Managed Print Services
Hired as a “Subject Matter Expert” responsible for development,
launch, and sales for Canon’s U.S. Print Management Services.
Proven success in MPS support and training of industry best
practices for Western Zone sales teams and management. Drive
sales to mid-large Enterprise clients including needs/print
assessments, site surveys, document/workflow analysis, and
software solutions, propose and close. Consistently ranked in
the top tier within MPS Consulting team 2009-2016.
2005 – 2008 HP-Printelligent, Irvine, CA
Area Sales Manager- Managed Print Services
HP Platinum Reseller providing Managed Print Services to mid-
large Enterprise clients. Perform needs assessments, document
and workflow analysis and provide a comprehensive managed
services solution to the enterprise. Working manager exceeding
team and individual plans. C-level relationship building and
group presentations. Proven success in team leadership,
motivation, and management.
2003 – 2005 Royce Digital Systems, Irvine, CA
Senior Account Manger
New business development and account management providing
Document Management Services. Achieved new business quota
3 years running in addition to 98% retention of existing base.
Became Certified Document Imaging Architect and helped
develop a successful (per page model) Managed Print Program.
1999 – 2003 Inter-Tel Technologies, Orange, CA
Account Manager/Sales Manager
Effective team prospecting and account development. Team
and individual selling providing Telecommunication solutions
including PBX, VOIP, Wireless, and Network services.
1990 – 1999 Matrix Laser Care, Minneapolis MN
President
Responsible for all business development and account
management. Hired, trained, and groomed 11-person sales
team providing competitive document management solutions.
Developed a successful Cost Per Copy Program which tripled
MLC’s service revenue and significantly increased cash flow.
1983 – 1990 Lanier Worldwide, Minneapolis, MN
Divisional Technical Services Manager/Technical Service
Rep Managed, trained, and motivated Branch Service
Managers and Field Service Technicians. Full P&L
responsibilities, met or exceeded revenue and profit goals ’85-
’89.
PROPRIETARY AND CONFIDENTIAL
CANON AMERICAS ENVIRONMENTAL CHARTER
CORPORATE PHILOSOPHY: KYOSEIAchieve corporate growth and development while contributing to the prosperity of the world
and the happiness of humankind through the corporate philosophy of kyosei: All people, regardless of race, religion or culture, harmoniously living and working together into the future.
ENVIRONMENTAL ASSURANCE PHILOSOPHYPursue maximization of resource efficiency and contribute to the creation
of a society that practices sustainable development.
FUNDAMENTAL POLICIES FOR CANON AMERICAS ENVIRONMENTAL ASSURANCE
Canon Americas seeks to harmonize environmental, economic and social interests inall business activities, products and services; offer products with lower environmental
burden through innovative improvements in resource efficiency; and eliminate anti-social activities that threaten the health and safety of humankind and the environment.
1. Operate an environmental management system to continuously improve our environmental assurance and performance in all business activities of Canon Americas.
2. Comply with all applicable environmental laws and regulations across Americas and other requirements agreedupon with stakeholders, while upholding Canon Group environmental assurance policies.
3. Pursue pollution prevention, energy and resource conservation and focus on the elimination of hazardous substances in all Canon Americas activities.
4. Increase the environmental awareness of Canon Americas’ employees and encourage environmental protection initiatives on an individual level.
5. Explore methods to minimize the environmental burden of products throughout their life cycle and promote research and development achievements which contribute to environmental assurance.
6. Purchase products with lower environmental burden.
7. Encourage collection and recycling of our products at the end of their lifetime.
8. Maintain close relationships with governments, communities and other interested parties, provide support and participation in environmental programs and actively disclose information on Canon’s environmental performance.
Tab 4
Appendix B: Products/Services
EXECUTIVE SUMMARYManaged print solutions designed for the Region 4 Education Service Center and The Cooperative Purchasing Network (TCPN)
PRODUCTS, SERVICES, AND SOLUTIONS
Canon Solutions America’s Managed Print Services (MPS) offering provides support for a variety of output devices, ranging from full-console copiers and multifunction devices to small desktop printers. The scope of the support Canon Solutions America can provide is fully scalable beginning with simple device monitoring and toner fulfillment to a comprehensive, enterprise level, fully managed engagement with Canon full-time on-site labor.
Canon Solutions America can provide support for a wide variety of makes and models; however, one of Canon Solutions America’s overriding goals will be to help the client reduce their dependence on these smaller, costlier-to-operate devices.
Detailed recommendations will be developed and offered to the client only after a careful assessment and thorough examination of the total device inventory is completed.
Canon is an incredibly broad and diversified manufacturer. Unique to Canon Solutions America is our ability to offer these diverse technology solutions to our clients, going beyond the initial engagement. As a global tier one purveyor of technology solutions, we strive to broaden each client engagement and expand the scope in a manner that increases the value for our clients.
Delivery timeframes vary and are impacted by the very nature and scope of the initial engagement and project. Once the nature and scope of a particular engagement is known and agreed to, a project plan is developed specific to that project, with specific agreed to timelines. Depending on the scope, project plans can range from very simple to complex. It is the project plan that outlines in detail the timelines and milestones for the project.
Canon Solutions America’s approach to MPS generally covers five distinct phases: (1) discover and analyze, (2) design, (3) deploy and transition, (4) support and manage, and (5) evaluate & review.
Every client engagement is unique and specific timelines vary according to the scope.
• Discover and analyze – as little as 1-3 days for a physical assessment for one small location to several weeks/months for large-scale organizations with many locations.
• Design – as little as 1-3 days for small projects to several weeks for large-scale projects.
• Deploy and transition – turn-around times for implementation are variable and scope-dependent, but Canon Solutions America can begin delivering equipment within a week or two of an agreement.
If implementations contain more complex components such as a fully managed print center, implementation times are of course longer.
• Support and manage – this is an on-going phase by design and constitutes the majority of Canon Solutions America’s time supporting the Client.
• Evaluate and review – as part of Canon Solutions America’s commitment to continual improvement and innovation, a necessary component is to measure performance and this is performed in an on-going fashion throughout the engagement.
ASSESSMENT PHASE
The assessment phase (discovery and analysis) is critical to designing a solution that makes sense to the client. It is in this phase that the “current state” is identified, quantified, cataloged, and contemplated.
IMPLEMENTATION PHASE
Canon Solutions America prefers to over-communicate to help facilitate implementation planning and execution. The general approach adopted to implementation is critical to the success of the overall project and client acceptance. We prefer to take a collaborative approach and create a client-specific plan that works for all parties.
For Canon Solutions America, public sector clients comprise a successful and very important tier of customer, in particular K-12 and Higher Education. Canon Solutions America has many engagements in this space, ranging from basic managed print to full enterprise managed services with onsite staffing.
TRAINING FOR CLIENT
Training begins immediately following device installation for larger MFDs. Basic device orientation is the first exposure a client may receive to the new Canon technology. Covered are such basics as on/off procedures, authentication at the device if applicable, how to replace toner and paper, how to navigate the operation panel, etc. Following this basic introduction, Canon Solutions America provides in-depth web-based training as a standard and on-going offering. This allows for unlimited training opportunities at the client’s own pace and location for as long as the device is installed and used. The vast majority of Canon Solutions America’s clients rely on these two forms of training. In the case of larger enterprise managed services engagements,
customized training plans are often developed which include the elements mentioned above, but can also include instructor-led training, scheduled in advance and with the client organization.
FLEET MANAGEMENT
Canon Solutions America provides for any on-site staffing requirements as part of our enterprise managed services offering. In those cases, the “solution” comprises all aspects related to the offering from equipment and supplies to staffing requirements, software, implementation, change management, first service responder, etc. These are priced according to the requirements of each individual client since no two engagements are alike.
For smaller, client-owned desktop devices, replacement would depend on client requirements, but this would present an opportunity to eliminate the device from the fleet completely and migrate the print volume to a shared workgroup device.
Under Canon Solutions America’s MPS Program, small desktop legacy devices are included in the support model, whereby Canon Solutions America will provide consumable supplies only (standard) OR full break/fix inclusive of parts and labor in addition to consumable supplies (premier). Not all legacy devices will be offered premier level support.
Meter reads for devices are an important part of generating and providing accurate usage-based invoices to the client. It is important that the process of meter read collection be as automated as possible.
Canon Solutions America may offer the client a “flat rate billing” option for devices that are not connected to the network.
Service calls from client end-users are placed one of several ways:
i. Calling the toll-free number for Canon Solutions America Service
ii. Placing an order for service via the “myCSA web portal”
iii. Placing an order for service with the client’s internal Help Desk
Canon imageRUNNER ADVANCE and imageCLASS devices have built-in capabilities to communicate device information directly to Canon and fleet management utilities. Firmware updates and individual and global device settings can be remotely managed and deployed.
ADMINISTRATION
Canon Solutions America’s formal quarterly review process is designed to provide a formal setting during which new ideas for improvement are presented and discussed with each client. Since each client is unique, these reviews can take many different forms. However, what is common to all reviews is our desire to leverage new advances in Canon technology or solutions that were previously not available. It is Canon Solutions America’s responsibility to ensure the client has a thorough and current understanding of Canon’s capabilities and new technologies.
Canon Solutions America utilizes two main components within the context of the managed print offering. First, the capability to provide factory-level support and supplies for Canon and non-Canon brands of desktop printing devices is key. Executed swiftly and consistently, a well-run MPS program can help achieve 10-15% savings in print spend. Secondly, and in addition to traditional MPS, changing end-user behavior in how print is utilized is key to helping double the possible savings. End-user behavior change is attainable through the use of a scalable and proven output management software solution. When software is combined with traditional MPS, the savings to the enterprise often doubles and in some cases, triples. Output management software helps end-users produce less paper output, thus eliminating wasteful print, and consequently reduces the overall paper consumption.
SERVICE / HELP DESK
For the fleet of larger MFDs, response times are bound by an SLA which is based upon a four-hour response time. For the fleet of smaller, desktop printers, response times are bound by an SLA which is based upon an eight-hour (next business day) response time.
Canon Solutions America can provide detailed reporting on all service related and help desk calls as a standard offering. These reports are one of the many items reviewed in careful detail during each quarterly business review and provide a platform for identifying opportunities for improvement. Special emphasis is placed on items that impact the end-users as well as those that are governed by specific Service Level Agreements.
• Device configuration information
• Device inventory overall, by product class, by location
• Breakdown of usage, by product class, device, location, department
• SLA performance summary
• Monthly breakdown of annual incident information
• Uptime by device and/or by location, monthly, quarterly, annually
• Breakdown of help desk calls by request type
• Call management
Canon will utilize a software utility called MDS Cloud as a data collection agent and device monitoring tool on an ongoing basis. MDS Cloud continually monitors Canon and non-Canon devices on the network and facilitates the management of consumable supplies as well as device status alerting. The scope of the monitoring includes the larger MFD fleet as well as the fleet of desktop printers, so long as they are connected to the network. Data gathered by this monitoring tool is used to build and populate a real-time web portal which is designed to assist client-side administrators with account and fleet information. This information is used to assess fleet health at any given point, pursue account inquiries, place an order for supplies, place a call for service, check on the status of previously placed order for supplies
or service, and much more.
Full details of Canon Solutions America’s offering and capabilities for managed print are included in the formal response to the Request for Proposal by Region 4 Education Service Center (“ESC”) for Managed Print Solutions. For more information please
contact Glen Hitchens, Senior Managed Print Solutions Consultant for Canon Solutions America at [email protected]
7/17-218-1696
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Appendix B:
PRODUCT / SERVICES SPECIFICATIONS
It is the intention of Region 4 Education Service Center (ESC) to establish a contract with vendor(s) for
Managed Print Solutions (MPS). Awarded vendor(s) shall perform covered services under the terms
of this RFP and the contract terms and conditions. Vendor(s) shall assist Region 4 ESC and/or TCPN
participants with making a determination of its individual needs, as stated below in the document.
Region 4 ESC is seeking a service provider that has the depth, breadth and quality of resources
necessary to complete all phases of MPS. Vendors specializing in one or more of the managed print
solution services may clearly indicate and propose on those items only. In addition, Region 4 ESC also
requests any value add commodity or service that could be provided under this contract. Region 4 ESC
and/or TCPN participants are seeking contractors who possess licenses in their states, where required
to provide and perform the work as outlined in this document.
Managed Print Solutions is the management, service and support of the entire client enterprise and
output infrastructure of printed materials. This would include all devices whether customer owned,
leased through a third party, or directly with the manufacturers leasing company. The leases could be
coterminous or non-coterminous. It would also include devices that were manufactured by the new
supplier, as well as devices that were manufactured by third parties. MPS takes into consideration
attributes such as the current infrastructure, all hardware, all existing leases, support, supplies,
software tools and the clients operational management model. MPS also reviews the client’s
technology usage patterns and user needs, as well as governmental compliance and client focused
concerns such as security, document management, and environmental sustainability. The advantage of
this approach is having a methodology, process, and template of how to manage an entire fleet end to
end.
The ultimate goal for MPS is to provide the client with a solution that improves the print process and
reduces the expense of printed material. The client will drive the complexity of the solution required
with a staged approach to implementation.
Proposers, at a minimum, should address the following components of MPS in their proposal.
I. Products, Services and Solutions
Provide a description of the range of products covered by your organization’s
MPS offering.
Canon Solutions America’s MPS offering provides support for a variety of output devices,
ranging from full-console copiers and multifunction devices to small desktop printers.
The scope of the support Canon Solutions America can provide is fully scalable beginning
with simple device monitoring and toner fulfillment to a comprehensive, enterprise level
fully managed engagement with Canon full-time onsite labor. Generally, for copiers and
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
MFDs, Canon Solutions America will seek to replace existing older fleets with brand new,
state of the art Canon imageRUNNER MFD models, appropriate to the individual need
of the Customer. In terms of the smaller desktop printing devices, Canon Solutions
America can provide support for a wide variety of makes and models; however, one of
Canon Solutions America’s overriding goals will be to help the Customer reduce their
dependence on these smaller, costlier-to-operate devices. Under this initiative, Canon
Solutions America will typically recommend the elimination of liquid ink-based printers as
well as any device that is in an “end-of-life” status with its manufacturer. Detailed
recommendations will be developed and offered to the Customer only after a careful
assessment and thorough examination of the total device inventory is completed.
Proposer should describe their ability to manage an onsite print center for
eligible entities, if desired.
Due to the scalability of Canon Solutions America’s Managed Print Services solution, we
can provide full-time management of an on-premise print center, inclusive of onsite labor.
Canon Solutions America has the expertise and experience necessary to not only provide
the production print hardware and software, but can also provide the full-time staff
needed and management process and best practices to run an effective on-premise print
center.
Describe your organization’s capacity to broaden the scope of the contract as new
technology, products, or services become available for MPS.
Canon is an incredibly broad and diversified manufacturer. Unique to Canon Solutions
America, Inc. is our ability to offer these diverse technology solutions to our Customers,
going beyond the initial engagement. As a global tier one purveyor of technology
solutions, we strive to broaden each Customer engagement and expand the scope in a
manner that increases the value for our Customers.
State your organization’s delivery timeframes, by phase, from assessment
through implementation of managed print solutions.
Delivery timeframes vary and are impacted by the very nature and scope of the initial
engagement and project. Once the nature and scope of a particular engagement is known
and agreed to, a project plan is developed specific to that project, with specific agreed to
timelines. Depending on the scope, project plans can range from very simple to complex.
It is the project plan that outlines in detail the timelines and milestones for the project.
However, Canon Solutions America’s approach to MPS generally covers five distinct
phases: (1) discover and analyze, (2) design, (3) deploy and transition, (4) support and
manage, and (5) evaluate and review. Delivery timelines of each phase is necessarily
dependent on the complexity and scope of each. Every Customer engagement is unique
and specific timelines vary according to the scope. In phase one, discover and analyze, for
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
example, the initial physical assessment can take as little as a few days to several weeks and
even months for large scale projects. For physical assessments, with a small team of
assessors (1-3 person team), we can comfortably assess 50-100 devices per day, depending
on whether there are multiple locations separated by distance. In some cases, a physical
assessment is not practical or requested and in those instances, the discovery is only
performed electronically, through the use of software. In all cases, however, as a best
practice, the software tool is deployed to aid in the process.
Discover and analyze – as little as 1-3 days for a physical assessment for one small
location to several weeks/months for large-scale organizations with many
locations
Design – as little as 1-3 days for small projects to several weeks for large-scale
projects
Deploy and transition – turn-around times for implementation are variable and
scope-dependent, but Canon Solutions America can begin delivering equipment
within a week or two of an agreement. If implementations contain more complex
components such as a fully-managed print center, implementation times are of
course longer.
Support and manage – this is an on-going phase by design and constitutes the
majority of Canon Solutions America’s time supporting the Customer.
Evaluate and review – as part of Canon Solutions America’s commitment to
continual improvement and innovation, a necessary component is to measure
performance and this is performed in an ongoing fashion throughout the
engagement.
List all methods of ordering provided.
Equipment and services can be ordered through traditional means, purchase order, Canon
Solutions America-branded order documentation, as well as through customized means
such as web portal. Web portals are usually customized to a specific Customer’s
specification, and are most often associated with enterprise level engagements.
Provide an overview of the technology that is utilized in your MPS offering.
Brief overview of the technology used in Canon Solutions America’s MPS offering:
Multifunctional Devices (copiers): Canon imageRUNNER ADVANCE (Gen 3)
Desktop output devices (printers): Canon imageCLASS series of single function and
multifunction desktop printers
Output Management (software): uniFLOW OM, scalable to the size and scope of the
engagement
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Data Collection Agent (software): MDS Cloud and/or PrintFleet
Other Canon and third-party branded technology according to the scope of the
engagement and Customer requirements, inclusive of Production Print Technologies,
Large Format Print Technologies, Scanning Workflow Solutions, Business Process
Automation Solutions, etc.
Provide your backorder policy.
Canon Solutions America’s backorder policy – As a manufacturer, Canon Inc. manages
inventory levels carefully, employing a methodology that allows for sufficient inventory to
meet historical demands. However, from time to time certain items may become
backordered due to the unpredictable nature of the general market. Whatever the nature of
any backorder situation, Canon Solutions America’s general policy is to do whatever
necessary to minimize disruption with our Customers.
II. Assessment Phase
Describe in detail your organization’s assessment process and how it is scalable to
meet the needs of the eligible entities.
The assessment phase (discovery and analysis) is critical to designing a solution that makes
sense to the Customer. It is in this phase that the “current state” is identified, quantified,
cataloged, and contemplated.
At a basic level, this can be as simple as installing and running a data collection agent which
scans the Customer’s network in order to automatically discover devices on that network.
From this, the resulting “asset inventory list” is built and becomes the framework for
making basic rightsizing recommendations. At this level, the recommendations are strictly
based on examination of the asset list. Typical recommendations arising from this kind of
analysis would be the removal of all ink-based devices. Additionally, devices that have been
classified as “end-of-life” by their respective manufacturer would also be targeted for
removal. For a basic entry level assessment, this would be the extent of the assessment
process. This basic level is usually employed with small to medium-sized business
enterprises. The data gathered during this initial basic assessment is then utilized to prepare
a Customer-specific solution proposal.
Scaling this process to larger scope engagements that may include floor mapping, multiple
locations across regions, states, the U.S. and international boundaries, campus-like
environments, inclusion of staffed operations like print centers, etc. is also possible through
Canon’s enterprise managed services capabilities. For these larger engagements, our
managed services organization brings to bear the resources necessary in order to adequately
support large assessments. As an example, for large universities, the physical assessment
may take several weeks to months in length and involve teams of staffing resources to
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
finalize. In these cases, due to the sheer size, the assessment is treated as a project unto
itself, employing the use of formal project management fundamentals and principles, with
formal milestone management.
Respondents are encouraged to provide actual examples of a public-sector customer
assessment and how it was used.
K-12: Newtown Public Schools, Newtown, CT
K-12: Newport Mesa Unified School District, Newport Mesa, CA
Higher Education: Arizona State University, Scottsdale, AZ
List any charges for assessment, if any. Charges should be listed as separate
rates with hourly labor charges for each component.
Canon Solutions America, Inc. does not specifically charge for assessment services.
III. Implementation Phase
Describe in detail your implementation program plan.
As a general rule and practice, Canon Solutions America prefers to over-communicate to
help facilitate implementation planning and execution. The general approach adopted to
implementation is critical to the success of the overall project and Customer acceptance. We
prefer to take a collaborative approach and create a Customer-specific plan that works for
all parties. In some cases, the Customer is willing and able, and prefers, to take in all
deliveries in a staged location within their own facilities. This makes the equipment delivery
very smooth and allows each device to be staged and pre-installed with IP address
information, etc., prior to being placed at the final destination. In these instances, Canon
Solutions America will help with the staging process by providing the necessary technical
resources to support all staging functions. In most cases, however, the most favored
approach is for the delivery portion of the implementation to be managed in stages or
phases. These phases are usually defined in terms of physical locations, buildings, floors,
departments, etc., where one location is delivered in its entirety and technology fully
installed prior to moving on to the next location. This phased approach is based upon a
linear support model where the implementation mirrors the following basic events: order-
pre delivery warehouse prep-transport and initial delivery-installation of hardware and
software-functional testing-quality assurance checks-end user basic introductory training-
supplies and support process-Customer satisfaction confirmation.
Another critical component is the coordination with the outgoing vendor. Care must be
taken to include the outgoing vendor in planning discussions related to the de-installation
and eventual removal of the old equipment. If the Customer lacks sufficient space to
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
accommodate both the old and the new device, careful coordination must be made so that
no device clutters the workspace or hallways, or creates an egress hazard.
Provide your organization’s experience of implementing MPS with public sector
agencies. Respondents are encouraged to provide a detailed case study of where
your organization has implemented MPS with a public-sector agency.
For Canon Solutions America, public sector Customers comprise a successful and very
important tier of Customer, in particular K-12 and Higher Education. Canon Solutions
America has many engagements in this space, ranging from basic managed print to full
enterprise managed services with onsite staffing.
Please see Case Study provided with this response.
List any charges for implementation, if any. Charges should be either event (one time)
based or hourly with a statement of work.
There are no charges for standard implementations. There are however, several instances
where charges may arise. These are due to special circumstances related to deliveries; for
example, in cases where there is a higher floor delivery without the use of a freight elevator.
When these situations arise, there is full disclosure and transparency ahead of time with the
Customer.
IV. Training for Client
Describe in detail the types of trainings your organization typically provides
to customers.
1. Does proposer offer on-site trainings?
Training begins immediately following device installation for larger
MFDs. Basic device orientation is the first exposure a Customer may
receive to the new Canon technology. Covered are such basics as on/off
procedures, authentication at the device if applicable, how to replace
toner and paper, how to navigate the operation panel, etc.
2. Does proposer offer web based trainings?
Following the basic introduction mentioned above, Canon Solutions
America provides in-depth web-based training as a standard and ongoing
offering. This allows for unlimited training opportunities at the
Customer’s own pace and location for as long as the device is installed
and used.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
3. Does proposer offer one-on-one trainings?
The vast majority of Canon Solutions America’s Customers rely on these
two forms of training. In the case of larger, enterprise managed services
engagements, customized training plans are often developed, which
include the elements mentioned above, but can also include instructor-
led training, scheduled in advance and with the Customer organization.
List any charges for initial or on-going training, if any.
Canon Solutions America does not charge for initial basic device orientation or the ongoing
web-based training offering. In enterprise managed services cases, specific customized
training plans can be developed in order to meet Customer-specific requirements and
expectations. There may be a charge for these, but that would be determined with Customer
collaboration.
V. Fleet Management
Include all cost options for on-site full-time, part-time, first service
responder, consumables, etc.
Canon Solutions America provides for any onsite staffing requirements as part of our
enterprise managed services offering. In those cases, the “solution” comprises all aspects
related to the offering from equipment and supplies to staffing requirements, software,
implementation, change management, first service responder, etc. These are priced
according to the requirements of each individual Customer since no two engagements are
alike.
If no staffing is required, then the Canon Solutions America retail sales and support
organization would provide the first service responder and break/fix support, inclusive of
consumable supplies. These engagements are comprised of an equipment and software
charge (typically for the equipment lease) plus a maintenance agreement at specified
volumes and/or cost per page rates, one for color and one for black pages. Pricing for this
is included in Appendix C – Pricing.
In addition, list separate costs, if any, to manage legacy installed devices from other
manufacturers such as installing, moving, adding, changing and disposing of
contracted devices.
For smaller, Customer-owned desktop devices, our recommendation as stated above, would
be to deactivate all inkjet-based devices and any device that has been classified as “end-of-
life” by its respective manufacturer. The remaining devices would then be placed under
contract with Canon Solutions America for supplies only or for both supplies and break/fix
support. For those under supplies only scope, these devices would be removed from service
upon the first service incident. Replacement would depend on Customer requirements, but
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
this would present an opportunity to eliminate the device from the fleet completely and
migrate the print volume to a shared workgroup device.
In either case, Canon Solutions America does not charge premiums for managing the legacy
Customer-owned devices from other manufacturers. The MPS pricing is based upon
make/model and toner yield metrics in order to arrive at a model-based per page rate.
Included in those rates are service labor and parts costs to adequately support each device to
manufacturer specifications. This applies to the provision of break/fix technical support and
consumable supplies for these devices.
Installation, move, or disposal charges are a negotiated item, specific to each set of
Customer requirements. Canon Solutions America generally charges a nominal fee for these.
Do you offer trade in pricing for owned equipment?
Trade-in credits for customer-owned MFDs are determined on an individual case by case
basis. Canon Solutions America does not publish fixed trade in pricing since there are many
variables that ultimately determine device value. In general, Canon Solutions America does
not offer trade in pricing for customer-owned desktop devices since the cost to dispose of
an asset will likely be greater than the value of the device. In those cases, it is more cost
effective to either donate, recycle, or otherwise dispose of the small devices directly.
Management of legacy devices does not include parts, labor or supplies.
Under Canon Solutions America’s MPS Program, small desktop legacy devices are included
in the support model, whereby Canon Solutions America will provide consumable supplies
only (standard) OR full break/fix inclusive of parts and labor in addition to consumable
supplies (premier). Not all legacy devices will be offered premier level support.
Define how your technologies will guarantee document security and privacy.
Technology associated with office equipment has evolved over the last several years. As the
marketplace transitions from the purchase of standalone copying, printing, faxing and
scanning products to devices that integrate those functions and link them to corporate
networks, a new era in information technology has begun. Securing these systems is now an
important aspect of an overall network and information security strategy.
Although Canon offers no formal guarantee of Customer’s document security and privacy,
Canon's attention to emerging market trends and details surrounding Customer security
requirements has driven the development of features within the imageRUNNER product
portfolio to prevent data loss and the potential threats posed by hackers. Canon's security
capabilities fall into three main areas: standard device security, network and print protection,
and data overwrite protection.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Standard Device Security
All imageRUNNER products ship with many standard security features. When shipped as
standalone digital copying devices, the imageRUNNER product line offers the following
protection:
Copy Control Access: This standard feature permits device administrators to register up
to 300 (depending on model) department and user IDs, thereby requiring end-users to
enter a password prior to accessing device copying capabilities.
Restricting Device Setup Screens: imageRUNNER device setup screens can be
password-protected to ensure that administrative device settings are not changed without
appropriate authority.
Mailbox Password Protection: All imageRUNNER devices ship with up to 100 User
Mailboxes, which can be used for storage of scanned and printed data, integrating scanned
and printed data, or long-term document storage. Mailbox security is provided through
the ability to lock down access to the Mailbox system via system administrative passwords,
and the ability to designate unique passwords for access of individual device Mailboxes.
Network and Print Protection
When implemented in networked configurations, imageRUNNER products offer unique
benefits as communication hubs for corporate information. Network connectivity also
brings heightened requirements for security. As a standard offering, imageRUNNER
products deliver the following network and print security capabilities.
Enabling/Disabling Protocols: Network administrators are provided with the ability to
enable or disable specific device protocols and print applications through Canon's system
setup and installation utilities. As a result, unwanted device communication can be
disabled, as can access to the system via specific transport protocols.
Print Job Accounting: A standard feature in Canon's printer drivers, Print Job
Accounting requires users to enter an administrator-defined password prior to printing,
thereby restricting device access to those authorized to print.
Secured Print: the Secured Print function within Canon's printer drivers requires an end-
user to enter a password prior to job release. Upon receipt of the print job at the device,
the user must enter the job password in order to print. Using this feature, users can ensure
that they are at the device when their job is delivered.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Mailbox Printing: Another secure document delivery feature, Mailbox Printing allows
users to send a job to their individual Mailbox. Once stored in the Mailbox (if it is
password-protected), a user must enter his or her password to retrieve jobs previously
stored.
Data Overwrite Protection
Many of the functional capabilities and unique features of Canon imageRUNNER
technology are delivered through the use of an internal Image Server. The Image Server
used within Canon imageRUNNER products is comprised of hard disk storage and RAM,
and varies in size from device to device. Although storage and RAM size vary, the internal
Image Server delivers consistent functional capabilities from one imageRUNNER system to
the next, and is largely responsible for data handling across all device functions.
The imageRUNNER Removable Hard Disk Drive (HDD) Data Kit option provides a
means for system administrators to physically lock the device’s internal hard disk drive into
the system during normal operation, thereby decreasing the risk of theft. Once the device
has been powered down, the drive can be unlocked and removed for storage in a secure
location. Advanced HDD erase services are available as a professional services engagement
when a certificate of erasure is required at end of life.
Canon offers a number of ways to secure documents generated and managed by Canon
hardware and software technologies, including secured and follow-me printing, document
password protection, encryption, document rights management, and destination restrictions.
Though varying Customer environments may make it difficult for Canon to guarantee
document security and privacy, Canon’s attention to emerging security trends has driven the
development of features that help thwart data loss and potential privacy threats.
uniFLOW Secure Print
uniFLOW’s secure printing functionality allows all users to send their sensitive
documents to network printers from their desktops or mobile devices and to have
the job printed only when they are physically standing in front of the device.
Universal Driver:
The uniFLOW Universal Driver can help fix the often, too common "incompatible
driver" problem. The uniFLOW Universal Driver works by ensuring that the printer
specific codes are only added to the print job once the final printer type is known,
resulting in a correct printout every time.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Device Authentication:
Requiring authentication at a device can help prevent unauthorized printing and
copying, faxing and scanning to email, and prevent confidential documents from
lying on the printer tray.
Authentication at the device also unleashes an imageRUNNER ADVANCE feature
set which includes "Scan to My Folder", "Scan to Myself" (email), "Quick Menu"
personalization, and "Key Chain" login.
Secure Printing:
The uniFLOW version of follow me printing, My Print Anywhere, offers users a
convenient, productive, and secure way to print. When a user prints, his or her job is
stored on the uniFLOW server until that user authenticates at ANY device on the
network and releases his or her job.
Secure Mobile Printing
Secure Mobile Submission:
o uniFLOW allows any mobile user to submit a print job, as long as that user's
mobile device has emailing capabilities. Users can also submit jobs via web
browser, or printing directly from an application using an internet enabled
driver.
Secure Mobile Release:
o Once a print job is submitted, regardless of whether it's from a desktop PC or a
mobile device, the user will fall into the uniFLOW My Print Anywhere (follow
me printing) workflow, where the user will walk to the most convenient device,
and release their print job after authenticating themselves.
Multiple Identities & Guest Printing:
o Users tend to have multiple identities in today's mobile age, and uniFLOW
supports that by allowing users to register each of their identities, such as email
addresses or phone numbers, so that the uniFLOW system will recognize them,
and allow them to print.
o uniFLOW Secure Mobile Printing also provides the option for guest printing.
Guest printing can be customized to allow visitors (outside the network) to
submit print jobs, but with preset company restrictions.
Native Application:
o There is also a uniFLOW native app for Apple iOS devices and Android
devices. This app enables the mobile device to identify a printer, for example
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
by a QR code, select a print job from the user's personal print queue, make
necessary print settings, and release their job.
Google Cloud Print:
o uniFLOW also supports Google Cloud Print. So, users of Google
Chromebooks, and companies that primarily use Google Cloud Print for all
their printing needs, can print in a secure manner with the option of uniFLOW
tracking all prints.
imageWARE Secure Audit Manager
Capture data and user information for jobs processed by imageRUNNER devices*.
imageWARE Secure Audit Manager Express is a robust and efficient information
security software solution for document distribution oversight. This solution carves
a new concept in the information security industry. It’s the first product to provide
capture, archive, notification, and audit capabilities of Canon device activities such as
print, scan, fax, copy, and e-mail.
imageWARE Secure Audit Manager Express helps deter ill-intentioned workers
from leaking important and valuable information sent to Canon imageRUNNER
and imageRUNNER ADVANCE systems. In the event that such leakage does
occur, crucial information, such as who, what, when, and where this event occurred,
can be quickly retrieved.
imageWARE Secure Audit Manager Express captures job attribute information such
as time, date, user, destination, and text data. After this information is captured, it’s
stored and can be readily searched using either a full text search or attribute search.
With this solution, companies and organizations can reduce risks and liabilities
associated with the leakage of important and confidential information.
*imageWARE Secure Audit Manager Express supports only MEAP embedded imageRUNNER and
imageRUNNER ADVANCE systems.
Define how meter reads are conducted.
Meter reads for devices are an important part of generating and providing accurate usage-
based invoices to the Customer. In addition, they are used to determine usage patterns,
trends, and overall fleet information. It is important that the process of meter read
collection be as automated as possible and in that endeavor, Canon Solutions America will
leverage the data collection agent, imageWARE Remote, or other software mechanism to
collect device-transmitted usage statistics. In the event devices fail to connect and report
usage meter data, Canon Solutions America will make every effort to attempt reconnection
of affected devices. From time to time, the reasons for devices failing to report is caused by
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
network conditions and events that occur on the Customer side. Canon Solutions America
is committed to assisting our Customers in attempting to reconnect affected devices. In the
event that devices cannot reconnect, then the collection of usage meter data is the
responsibility of the Customer.
In some cases, Canon Solutions America may offer the Customer a “flat rate billing” option
for devices that are not connected to the network. Under this option, the collection of
ongoing usage meter data is not necessary since Canon Solutions America would bill the
Customer an agreed to monthly fixed amount. This amount is based upon historical usage
patterns for those affected devices. A reconciliation would be made once annually for those
devices not connected to the network, whereby excess usage above and beyond the monthly
flat fee would be invoiced separately. Similarly, if the actual usage was lower than expected,
less than accounted for by the monthly fixed amount, then a credit would be due the
Customer.
Define how service calls are placed. Does your equipment have built in
remote/automated diagnostics capabilities?
Service calls from Customer end-users are placed one of several ways:
Calling the toll-free number for Canon Solutions America Service
Placing an order for service via the “myCSA web portal”
Placing an order for service with the Customer’s internal Help Desk
Canon imageRUNNER ADVANCE and imageCLASS devices have built-in capabilities to
communicate device information directly to Canon and fleet management utilities. Firmware
updates, individual and global device settings can be remotely managed and deployed.
VI. Administration
Describe any continual process improvements that your organization puts in place for
customers.
Canon Solutions America’s formal quarterly review process is designed to provide a formal
setting during which new ideas for improvement are presented and discussed with each
Customer. Since each Customer is unique, these reviews can take many different forms.
However, what is common to all reviews is our desire to leverage new advances in Canon
technology or solutions that were previously not available. It is Canon Solutions America’s
responsibility to ensure the Customer has a thorough and current understanding of Canon’s
capabilities and new technologies.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Detail any innovative ways that your organization helps eliminate
unnecessary printing; reduce carbon footprint usage, waste, etc.
In order to maximize the reduction of annual spend related to print in any enterprise and to
provide the maximum value to the Customer, Canon Solutions America utilizes two main
components within the context of the managed print offering. First, the capability to
provide factory-level support and supplies for Canon and non-Canon brands of desktop
printing devices is key. Executed swiftly and consistently, a well-run MPS program can help
achieve 10-15% savings in print spend. Secondly, and in addition to traditional MPS,
changing end-user behavior in how print is utilized is key to helping double the possible
savings. End-user behavior change is attainable through the use of a scalable and proven
output management software solution. When software is combined with traditional MPS,
the savings to the enterprise often doubles and in some cases, triples. Output management
software helps end-users produce less paper output, thus eliminating wasteful print, and
consequently reduces the overall paper consumption. The single most comprehensive,
proven, and scalable output management software solution in the current marketplace is
uniFLOW by NT-Ware (a Canon company). Many Canon devices come “uniFLOW-ready”
directly from the factory to help enable the workflows at the Customer site.
Describe your organizations process pertaining to a formalized quarterly business
review with a public agency (such as; device utilization, fleet performance, cost
saving opportunities, department/site usage, green spend, consumables monitoring
report, etc.).
Quarterly Business Reviews are vitally important. Not only are they used to present a
“report card” back to the Customer on Canon’s performance, they also serve as a platform
to deliver news and information concerning the Customer’s fleet (such as device utilization,
fleet performance, cost savings opportunities, environmental impact metrics, etc.). Key to
this, as mentioned above, is providing a forum through which Canon Solutions America can
propose new opportunities for improving the overall Customer experience. Finding new
ways to innovate and streamline existing business processes while achieving greater levels of
automation, real bottom line savings, environmental stewardship are all part of why QBRs
are a vital component to an effective business partnership.
VII. Service / Help Desk
Describe in detail the process that shall be used to ensure adequate service
representatives will be available. This should include fees and or hourly rates
for service/help desk integration.
Canon Solutions America, Inc. provides geographic coverage in major metropolitan areas
throughout the United States. Each region is supported by a comprehensive web of service
professionals who provide best-in-class technical support to our growing base of Customers.
Beyond these critical regions, a network of Canon-authorized service companies stands
ready to support Region 4 ESC’s participating agencies’ needs. All servicing entities must
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
adhere to strict performance guidelines and must be fully certified to provide technical
assistance on Canon products.
With over 10,000 technicians employed nationwide, Canon Solutions America can ensure
proper support in the event of absenteeism. We implement branch specific contingency
plans to ensure optimum service for our Customers during their usual technician’s sick,
personal or vacation days. As part of this contingency plan, we will draw from our pool of
technicians to provide the necessary support. Every technician is properly trained and
certified by the manufacturer of the device they will be repairing.
Describe your organization’s procedures for addressing and resolving customer
problems and complaints; service, equipment, or billing. This should include timelines
and escalation measures.
Single Point of Contact
We will develop a competent, collaborative, and systematic management strategy while
addressing Customer’s needs for a cohesive single point-of-contact. A dedicated Account
Executive will be assigned to each account to manage various Canon resources to ensure
smooth and timely delivery, installation, systems integration and monitoring of our
performance against established service level agreements, and cost data to measure our
solution’s effectiveness.
Help Desk
Canon Solutions America’s Help Desk has the flexibility to interact with our Customer’s
Help Desk for phone/email-based support of hardware, software, or systems related issues.
Many of our existing clients use their internal Help Desk as a first line of support, and then
escalate end-user issues to Canon Solutions America’s Help Desk, as needed.
Customer Service Department
Canon Solutions America’s Customer Service Department focuses on resolving account
management-related issues. Customers may call the toll-free number to reach a Customer
Service Representative who will:
Answer general inquiries and issues
Handle billing questions and rebilling needs
Correct address and account information
Issue supplies needed for contract fulfillment
Resolve a service need
Handle meter read questions/issues
Customer Service Representatives act as liaisons between our clients and the Canon
Solutions America, Inc. departments that support them nationwide, including Accounting,
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Supply Sales, Service, and Dispatch. This structure ensures that our Customers receive a
timely and accurate response by the appropriate party. In order to support all Canon
Solutions America Customers nationwide, our Customer Service Department is available
from 8:30 am – 8:00 pm EST.
Service Calls
When a service call is placed, it is routed to the appropriate person at Canon Solutions
America who will attempt to resolve the issue within twenty-four hours. Each Canon
Solutions America branch location has a designated Escalation Specialist who focuses on
service-related issues that require further attention. He/She conducts regularly scheduled
meetings with the local service department to determine a resolution to any current service
problem. If necessary, our parent company, Canon U.S.A., participates in these meetings to
provide further direction on how to resolve the issues.
Below is a detailed breakdown of the escalation process we follow to address unresolved
service calls:
1. Initially, the service technician will attempt to troubleshoot and resolve the technical
issue with the Customer over the phone, if applicable. If onsite service is necessary,
the service technician is dispatched to the location.
2. If the technician is troubleshooting a machine onsite and cannot resolve the issue, he
or she will refer to their technical documentation for possible solutions. If
unsuccessful, he or she will contact the local Product Specialist or Lead Digital Service
Engineer for recommendations and informs their Area Service Manager of the need
for escalation.
3. The Technician contacts the Canon U.S.A. Technical Hotline and advises the Senior
Digital Service Engineer or Product Specialist that an onsite visit is necessary. A Ticket
Number is then issued to the Technician so the request can be tracked.
4. The Technician/Area Service Manager and/or Product Specialist contacts the Branch
Service Manager to collaboratively ensure that the Escalation Procedure is being
adhered to within the allotted timeframes.
5. The Area Service Manager/Branch Manager or Product Specialist contacts the District
Sales Manager and/or Sales Executive to advise them of the escalation and the steps
being taken. The Area Service Manager and Product Specialist contacts the Branch
Service Manager for additional direction. The Canon U.S.A. Specialist is requested on
site and will attempt to resolve the issue.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
6. After all procedures have been exhausted by our team and the Canon U.S.A.’s
specialist, our Branch Service Manager will be consulted for final advisement.
7. If no resolution is found, the Area Service Manager will officially request a like-for-like
replacement of the unit by filing the Service Exchange (RGA) form with the Branch
Service Manager.
Provide the expected response time after initial service/help desk call to have a
technician on site, if needed.
For the fleet of larger MFDs, response times are bound by an SLA which is based upon a
four-hour response time. For the fleet of smaller, desktop printers, response times are
bound by an SLA which is based upon an eight-hour (next business day) response time.
List the type of reporting your organization can provide end-users on service/help desk
calls.
Canon Solutions America can provide detailed reporting on all service related and Help
Desk calls as a standard offering. These reports are one of the many items reviewed in
careful detail during each quarterly business review and provide a platform for identifying
opportunities for improvement. Special emphasis is placed on items that impact the end-
users as well as those that are governed by specific Service Level Agreements.
Device configuration information
Device inventory overall, by product class, by location
Breakdown of usage, by product class, device, location, department
SLA performance summary
Monthly breakdown of annual incident information
Uptime by device and/or by location, monthly, quarterly, annually
Breakdown of help desk calls by request type
Call management
Other custom reporting as required
Does your organization provide well defined service level agreements to customers? If
so, please provide an example of a service level agreement that you have provided to
a public-sector entity.
Canon Solutions America provides specific service level agreements to its customers.
Examples of two are shown below for Response Time and Up-Time.
Response time:
For Canon branded devices, Canon Solutions America, Inc. will commit to a fleet average
response of 4 hours, over 4 fixed quarterly intervals per year, for devices within Canon
Solutions America, Inc.’s Servicing Territory. Response time shall be calculated from the
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
time the customer call is placed with our Dispatch department, until the time the Technician
arrives at the individual location. Response times are calculated between 8:30am and
5:00pm, Monday through Friday, excluding Canon Solutions America, Inc. holidays. For
the individual location which has multiple machines and active service calls, the Technician's
arrival shall stop the response time calculation for all open service calls at that location.
For non-Canon branded devices, Canon Solutions America, Inc. will commit to a fleet
average response of 8 hours, over 4 fixed quarterly intervals per year, for devices within
Canon Solutions America, Inc.’s Servicing Territory. Response time shall be calculated from
the time the customer call is placed with our Dispatch department, until the time the
Technician arrives at the individual location. Response times are calculated between 8:30am
and 5:00pm, Monday through Friday, excluding Canon Solutions America, Inc. holidays.
For the individual location which has multiple machines and active service calls, the
Technician's arrival shall stop the response time calculation for all open service calls at that
location.
Up-Time
Canon Solutions America will commit to a fleet average uptime of 95% over the 4 fixed
quarterly intervals per year, for devices within Canon Solutions America’s. Servicing
Territory. (Excludes devices with rated speeds of 105ppm or greater). Downtime is
calculated from the time a service call is placed with our Dispatch department until the
time the Technician completes the repair. Uptime criteria is calculated between 8:30am
and 5:00pm, Monday through Friday, excluding Canon Solutions America, Inc. holidays,
and exceptions outlined below. Uptime requirements will not include preventative
maintenance service calls, calls which could have been prevented by key operator functions
outlined in unit's operation manual, calls created by user mishandling, units which are
running outside the manufacturer's optimum performance volume, or units which need to
be over-hauled as a result of reaching useful life, in the opinion of our Service department.
State any restocking or return fees.
Any applicable restocking or equipment return fees are included in the pricing submitted.
Please see Appendix C – Pricing.
List the cost, if any, of any software technology that can be used in association
with your service desk.
Canon Solutions America’s approach to service desk integration is on a project basis. Once
an initial assessment is conducted, Canon Solutions America will develop a Statement of
Work, specifying any work needed and costs, if any, to perform the integration. The
Customer will have the opportunity to review, discuss, plan, and approve any proposed
Statement of Work for service desk integration.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Include the cost for an outright purchase, monthly lease, or per device monthly fees.
Please see Appendix C – Pricing provided with this response.
Provide your organizations customer service statistics or survey results concerning the
quality of services provided.
Canon Solutions America support team members are dedicated to a Customer-first mindset.
Backed by award-winning products and world class support facilities, our support personnel
make certain that our Customer’s solution is optimized. We manage the performance of the
solution, allowing our Customers to focus on managing and growing their business.
Our Solutions Support Centers have achieved the prestigious HDI (Help Desk Institute)
Certified Support Center award. This award signifies our commitment to excellence,
efficiency, and service quality based on the HDI Support Center Standard.
Through thousands of certified field service engineers nationwide, our Service organization
utilizes a single “Total Service Process.” Our Customers have access to local, regional, and
national level engineers ensuring full SLA (Service Level Agreement) compliance regardless
of location. Mobile technology allows our field technicians and industry certified engineers
to handle Customer calls quickly and efficiently, minimizing equipment downtime.
Immediately following the completion of a service call, a Customer Satisfaction Survey is
sent via email to the contact person who placed the service call. In the event of an
unsatisfactory survey, a follow up phone call is placed by a Service Manager in an attempt at
understanding how we may improve our service.
We measure each and every area of service performance, based on key criteria for each
department. Our support personnel are held accountable for the service statistics by which
they are measured, including speed of repair, quality of repair, and overall customer
satisfaction.
Canon Solutions America monitors and measures both equipment and engineer
performance through extensive application of key performance indicators (KPIs) through
state-of-the-art performance “dashboards”. Our engineers monitor machine performance
against manufacturer’s performance metrics in the areas of fleet up-time, failures between
service visits, energy efficiency, and other key indicators.
All of our technicians are formally evaluated through an extensive suite of performance
indicators related to speed of repair, quality of repair, and overall customer satisfaction.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Benchmarking:
• Canon Solutions America National Key Performance Indicator (KPI) Measurements
• Third Party Analysis of Industry KPIs
• Canon Global KPI Measurements
Machine Performance:
• Mean Copy Between Failure
• Mean Copy Between Visit
• Machine Uptimes
Service Performance KPIs:
• Restore Time
• First Call Fix Rate
• Uptime
Canon Solutions America service leadership (local, regional, and national) meet face-to-face
with our customers on a quarterly basis to review customer care quality metrics and fleet
performance metrics, and to strategize opportunities for change management or
improvement.
It is through these stringent performance standards and the commitment to our continuous
improvement process that we confidently offer our Customer Satisfaction and Service
Performance Guarantees and maintain the highest levels of customer satisfaction.
VIII. Consultant/Professional Services
Hourly labor charge for each service offered
Canon provides professional services as defined by the project scope, specific to each
engagement. A detailed statement of work is developed to address the need for professional
services and is presented to the Customer for review and acceptance. Each SOW contains
pricing that is specific to the scope outlined within the SOW itself.
Describe the service offered and the final output
Canon provides professional services as defined by the project scope, specific to each
engagement. A detailed statement of work is developed to address the need for professional
services and is presented to the Customer for review and acceptance. Each SOW contains
pricing that is specific to the scope outlined within the SOW itself.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
IX. Maintenance (Break/Fix)
List all options for types of break/fix service associated with installed
printers, including but not limited to:
1. Parts and labor annual maintenance (supplies
purchased separately).
2. Parts and labor monthly maintenance (supplies purchased
separately).
3. Maintenance programs which allow for supplies to be charged on a
per copy rate.
4. Include pricing program that includes parts/labor for maintenance
and supplies per click
5. Indicate pricing program that includes parts/labor for
maintenance, supplies and the lease price per click.
Canon provides the following options for types of break/fix technical service associated
with installed printers:
Standard Maintenance Agreement; eligible devices are Canon imageRUNNER
MFDs and Canon imageCLASS desktop printers; parts, labor, and supplies are
included in a per-page click rate, available with no volume commitment or with a
volume commitment. This plan is invoiced monthly. See Appendix C – Pricing for
details.
Managed Print Services Maintenance Agreement; eligible devices are Canon
imageCLASS desktop printers and supported non-Canon (HP, Brother, Dell,
Lexmark) desktop printers; parts, labor, and supplies are included in a per-page
click rate for most devices. Some devices are only covered for supplies in a per-
page click rate. Depending on the non-Canon device model, some printers may be
serviced through a third party provider under contract with Canon. See Appendix
C – Pricing for details.
Detail how you would formulate a charge per copy for toner.
Per copy charges for toner are formulated by using the cost of the toner cartridge and the
yield in number of pages. As an example, a $200 toner cartridge that is designed to yield
6000 pages based upon a 5% industry standard page coverage would generate a per copy
charge for toner of $0.0333. Parts and service labor costs are then added to determine the
total overall cost per page.
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
Detail how your organization is able to provide remote monitoring of all print
devices for use in the management of consumable, break/fix, technical support and
the improvements of efficiencies for supplies and/or cost reductions.
Canon will utilize a software utility called MDS Cloud as a data collection agent and device
monitoring tool on an ongoing basis. MDS Cloud continually monitors Canon and non-
Canon devices on the network and facilitates the management of consumable supplies as
well as device status alerting. The scope of the monitoring includes the larger MFD fleet as
well as the fleet of desktop printers, so long as they are connected to the network. Data
gathered by this monitoring tool is used to build and populate a real-time web portal which
is designed to assist Customer-side administrators with account and fleet information. This
information is used to assess fleet health at any given point, pursue account inquiries, place
an order for supplies, place a call for service, check on the status of previously placed order
for supplies or service, and much more.
List how you will configure pricing for future printer models by other manufacturers.
For future printer models introduced by other manufacturers, Canon Solutions America
will calculate pricing based upon current market conditions inclusive of the manufacturer’s
suggested retail price of the device itself, the cost of printer supplies, the published supply
yield, the cost of device parts, and the estimated cost of labor.
If meter collection is performed by vendor on-site, list the monthly or hourly rate.
Meter collection on the MFD fleet is primarily managed through Canon software known as
imageWARE Remote, where the device automatically sends Canon relevant usage statistics
in an encrypted packet. Meter collection on the fleet of desktop printers is collected
electronically via the monitoring software or data collection agent known as MDS Cloud.
There is no charge for electronic meter collection. In the event a device fails to report
meter data to Canon electronically, a Canon technician will be dispatched to check the
connections to the servers. Meter collection for devices that do not connect will be the
responsibility of the Customer to collect and submit to Canon. In the event meter reads are
not available in time for billing cutoff, Canon may estimate a meter read based upon
historical usage on that device.
If meter collection is performed through software, list monthly charge or
purchase price, if any, per asset.
Meter collection on the MFD fleet is primarily managed through Canon software known as
imageWARE Remote, where the device automatically sends Canon relevant usage statistics
in an encrypted packet. Meter collection on the fleet of desktop printers is collected
electronically via the monitoring software or data collection agent known as MDS Cloud.
There is no charge for electronic meter collection. In the event a device fails to report
meter data to Canon electronically, a Canon technician will be dispatched to check the
connections to the servers. Meter collection for devices that do not connect will be the
Appendix B: Product/Services Specifications Canon Solutions America, Inc.
responsibility of the Customer to collect and submit to Canon. In the event meter reads are
not available in time for billing cutoff, Canon may estimate a meter read based upon
historical usage on that device.
X. Other Management Print Services
For additional products or services that fall within the scope of this contract, vendor
may include a separate description of the product or service, along with the proposed
pricing.
As a global tier one manufacturer, Canon offers a complete and comprehensive set of
solutions. Through these state of the art solutions, Canon meets the increasingly diversified
and sophisticated needs of its customers, making the Canon brand recognized and trusted
throughout the world. Unique to Canon Solutions America, Inc. is our ability to offer
these diverse technology solutions to our Customers, going beyond the initial engagement.
Canon strives to broaden each Customer engagement and expand the scope in a manner
that increases the value for our Customers.
In order to maximize the reduction of annual spend related to print in any enterprise and to
provide the maximum value to the Customer, Canon Solutions America utilizes two main
components within the context of the managed print offering. First, the capability to
provide factory-level support and supplies for Canon and non-Canon brands of desktop
printing devices is key. Executed swiftly and consistently, a well-run MPS program can help
achieve 10-15% savings in print spend. Secondly, and in addition to traditional MPS,
changing end-user behavior in how print is utilized is key to helping double the possible
savings. End-user behavior change is attainable through the use of a scalable and proven
output management software solution. When software is combined with traditional MPS,
the savings to the enterprise often doubles and in some cases, triples. Output management
software helps end-users produce less paper output, thus eliminating wasteful print, and
consequently reduces the overall paper consumption. The single most comprehensive,
proven, and scalable output management software solution in the current marketplace is
uniFLOW by NT-Ware (a Canon company). Many Canon devices come “uniFLOW-
ready” directly from the factory to help enable the workflows at the Customer site.
Pricing for uniFLOW is included in Appendix C – Pricing.
Include software or licensing costs or components of any services provided.
Pricing is included in Appendix C – Pricing.
Customer Expectations Document
CSA Managed Print Services Customer Expectation Document page 2 April 2017
1. Introduction
This Customer Expectation Document is designed to provide details related to the Canon Solutions America Managed Print Services (‘MPS”) Program and to answer commonly asked questions. The terms and conditions of the MPS program can be found in the CSA Managed Print Services Agreement.
2. Program Objectives
The MPS program is designed to help organizations achieve business efficiencies and cost savings through better management and administration of print environments. Our unique consulting process contemplates collaboration with our customers to identify areas for print optimization, increased productivity and cost savings. Critical to this process is the availability of print volume data from all sources within the print enterprise. The success of the program is dependent on uninterrupted communication with the printers or alternative sources of data capture in order for CSA to perform the services and provide accurate and timely billing under the agreement.
3. Initial Contract Set-up
a. Start Date The contract becomes effective approximately 10 days after the Customer executes the MPS Agreement accompanied by a complete listing of the covered printers on Schedule A and Schedule B, if applicable. This allows CSA ample time to prepare its systems to accept customer calls and begin to provide services.
b. Initial Printer Listing Schedule A and B contain all relevant information on each printer initially covered under the MPS Agreement. Printers listed in Schedule B will only be eligible for toner fulfillment and monitoring services. The Customer is responsible for discovering and identifying the required information for all printers to be covered under this agreement. Although CSA software tools may help discover devices based on detection of activity, idle units and units with no network connection may not be detected during this discovery process. In the event a customer identifies additional equipment which was mistakenly excluded from the original schedules, additional printers can be added using the Change Order form along with a printed configuration page for each printer added and made retroactive to the start date. Customers who call for services or toner for units not yet added to the contract may be told their printer is not covered since it will not appear in the CSA system.
c. “Fit for Service” Requirements Prior to the start of the contract the following must be confirmed:
i. Each device must have a minimum of 25% toner remaining in the cartridge ii. Each device must have a minimum of 25% life remaining for other consumable maintenance items (fuser kit,
maintenance kit, drums) iii. Any devise displaying a service or supplies alert (error codes, low consumables, etc.) must have the
condition corrected iv. Any device with an image quality issue must have the condition corrected
d. Tagging Each printer initially covered under the agreement maybe tagged with a CSA Service tag by a CSA representative. The tag includes the serial # of the printer, the phone # for service and supplies and other relevant information. The tag should not be removed from the printer during the term of the agreement. CSA may mail tags to the customer for placement on the printers machine additions or remote locations during the term of the contract.
e. Installation of DCA Software CSA will work with the Customer’s IT staff to perform the initial installation of the Data Collection Agent (“DCA”) software for networked devices. Additionally, CSA will assist the Customer’s IT staff to push the local client version of the DCA software for use with any non-networked printers. It is the Customer’s responsibility to keep the DCA installed during the term including any reinstallation that may be required as a result of change in the Customer’s infrastructure or environment.
4. Ordering Procedures
a. Toner Printer toner cartridges may be ordered from CSA by either calling our Customer Service order desk at 1-800-355-1385 or by placing an on-line order in the myCSA site. Customers who wish to use the myCSA site must first register at www.csa.canon.com and select the myCSA icon on the home page. Customers will be asked to provide the related serial # or asset tag# located on the asset tag placed on the printer.
b. Service Calls Requests for repair may be placed by either calling our Dispatch Center at 1-800-466-1750 or by placing a service request on-line at www.solutions.canon.com.
c. Add/Remove Additions or deletions of printers covered under the MPS Agreement are made by executing and submitting an MPS Change Order form indicating the pertinent information on the specific units being added or removed from the agreement. Additionally, Customers must provide a printed configuration page from each added or removed unit which provides CSA necessary meter, quality and other information necessary to make the change effective. Please note that changes to the printer fleet configuration may impact the price per copy reflected in the contract on a prospective basis.
CSA Managed Print Services Customer Expectation Document page 3 April 2017
5. Customer Service
For any questions or contract changes, please reference the following contact information:
Email: [email protected]
Phone: 1-888-414-2720
6. Relocations
If Customers relocate any printers under the agreement, they must promptly notify CSA in order to change the location information in the CSA database. Customers are responsible for de-installing and reinstalling all relocated printers including installation of the DCA in order to keep the printers communicating with CSA. Please note that printers relocated outside of CSA’s Servicing geography (e.g. Alaska, remote islands, etc.) may not be eligible to be covered under this agreement.
7. Meter Collection
The MPS program is designed to automatically collect periodic meter readings from the printers covered under this agreement using the DCA software program. The DCA program is initially installed on the Customer network for connectivity to networked printing devices. A local DCA program must be installed on individual networked computers in order to communicate with non-networked printers. It is extremely important to keep the DCA software connected in order for CSA to capture information in order to provide the services under the MPS Agreement. Customers are responsible to maintain this critical connection which may require reinstallation of the local DCA software when upgrading, replacing or repairing related computers.
8. Estimation
If CSA does not receive timely meter readings from the DCA software or alternatively from the Customer through other means of communication, CSA will estimate the usage on the related devices utilizing past customer history or, if no historical data is available, utilizing CSA estimates based on CSA standard usage rates by model.
9. Toner Usage Reconciliation
The MPS program includes replenishment of toner cartridges based upon toner page coverage of 5% for black toner and 20% for color toner. Customers who print images with more toner average coverage should expect to pay additional charges. Toner usage reconciliation is done separately for black toner and color toner. Please see the reconciliation example below:
Toner Manufacturer Yield per Cartridge 3,000
# of Cartridges shipped to Customer* x 10
Manufacturer Expected Print Volume 30,000
Extra 10% provided by CSA - 3,000
CSA Expected Print Volume 27,000
Actual Print Volume - 25,500
Volume Reconciliation 1,500
Price per Page x $ .0200
Toner Usage Reconciliation Charge $30.00
* Note: Certain cartridges for the same models may contain different manufacturer yields.
10. Quarterly Review Process
Customers are entitled to a quarterly review discussion to review expectations, charges, print volume data and recommendations for further optimization of the print environment.
11. Renewal and end of term process
Customers may request to renew the contract prior to the scheduled expiration by providing a written request to CSA stating the requested renewal term. CSA shall promptly provide a renewal quote for the requested renewal period. Upon mutual agreement, an appropriate addendum or new agreement shall be executed for the renewal term.
If the Customer does not chose to renew, the Customer may return unused toner within 30 days of the end of term and CSA will adjust the # of cartridges shipped for the purpose of computing the final toner reconciliation described above. Customers must contact the CSA Customer Service center at 1-800-355-1385 to obtain return instructions and return authorization # prior to mailing the returned supplies back to CSA. In the event CSA is unable to obtain a final meter reading from the DCA or other reasonable means, CSA will estimate the final meter reading using customer volume history or utilizing the CSA standard usage rates by model.
CSA Managed Print Services Customer Expectation Document page 4 April 2017
12. DCA Software & Technical Requirements
CSA must utilize data collection software to provide services under this agreement. CSA is responsible to maintain the software, provide updates when necessary, and assist with the initial installation as necessary. The detailed technical information with respect to the Data Collection Agent (DCA) is as follows: The DCA collects usage data on Products from predefined Management Information Bases (MIBs), using Simple Network Management Protocol (SNMP). For greater security, the DCA initiates communication solely with the CSA Data Repository. Communication sessions are conducted via HTTPS (port 443), the universal standard in secure transactions. The DCA sends and receives data in a single hourly session.
CSA does not provide root access or local edit access to the DCA and CSA does not permit scripts to be run against the DCA. Customers must provide the following technical information in conjunction with the implementation of the CSA Managed Print Services program. This information is required specifically for the expressed purposes of configuration and implementation the DCA.
INFORMATION DCA Server (must be able to access all subnets with devices under contract)
Hostname IP Address Default Gateway Fully Qualified Domain Name DNS Server (primary and secondary) Subnet Mask Network
Subnet Range(s) Proxy (if applicable)
Proxy Name Port Number Username / Password (if required) SNMP
Public (READ) Any non-public SNMP community strings CONFIGURATION
In addition to the information above to function properly, the DCA requires the following network configuration Port 80 TCP (outbound access) Port 443 TCP (outbound access) SNMP Port 161 UDP (access to all subnets with devices on contract) Port 80 TCP (outbound access) Port 443 TCP (outbound access) SNMP (access to all subnets with devices on contract) Port 161 UDP (access to all subnets with devices on contract) HARDWARE
Hardware: Non-dedicated server powered on 24 hours a day, 7 days a week Network Card: 100mbit or higher RAM 512 MB or higher Internet connected browser SOFTWARE
Computers where the DCA will be installed must meet the following software requirements Windows XP, 7, Server 2003, Server 2008, Vista.NET version 2.0 SP2 or higher Virtualization software support: The following virtualization software will support the installation: Microsoft Virtual Server 2005 VMware GSX DATA TRANSMISSION
The DCA transmits small amounts of data to the central server. This data includes only statistical and alert condition information. NO IMAGE DATA IS TRANSMITTED. The following data estimates are provided to assist in the assessment of network impact. DCA scan, blank IP: 5.2KB DCA scan, 1 printer: 7.2KB DCA scan, 1 printer, 254 local IP addresses: 96KB DCA scan, network of 15 printers, 254 local IP addresses: 125KB
Fonda-Fultonville Central School District seeks to save money and conserve resources through better document management.
Nestled at the base of the Adirondack
Mountains in the town of Fonda, New York,
Fonda-Fultonville Central School District
(FFCSD) includes Kindergarten through
Grade 12 and has approximately 200
employees. The District is comprised of
one 285,000 square foot building serving
approximately 1,500 students. They are
completely off of the electrical grid and
have been for over eight years now,
running solely on natural gas, and the
addition of photovoltaic cells to produce
even more energy is scheduled for the near
future. Keeping in line with these green
efforts, the District continuously seeks
new ways to conserve resources and
preserve the environment.
Canon Solutions America helps a school district save green and stay green
identifying the ChAllenge
One way the District could be more environmentally conscious was to analyze how faculty, staff and students were printing, copying and faxing documents. They discovered that there were many challenges with their print production, mostly stemming from having a multitude of single-function inkjet printers, copiers, and fax machines that were not connected to a network or managed in any way to limit or control costs.
Carey Shultz, District Treasurer, outlined the main problem. “Our previous system was made up of 12 copiers and 120 desktop printers across the District. The copiers were not networked and only half of them had scan to e-mail and fax capabilities. The majority of the copying was done in a Copy Center located within the District. Anyone that needed to make more than 10 copies was asked to take them to the Copy Center. The Copy Center had two very large copiers and was overseen by a full-time staff member. This system created constant bottleneck issues and was extremely inefficient. This setup also created issues with timing due to the location of the Copy Center and the size of the District. It was difficult for individuals located at the farthest part of the 315,000 sq. ft building to walk down, only to have to stand in line waiting to have copies made.
“Change in any public school district is extremely difficult. The copier contract and logistics of printing/copying had been the same for almost 20 years. To introduce a completely different setup both on the hardware and software side was going to be no easy task.”
Choosing A PArtner
The District recognized the need to achieve significant cost advantages, increase employee productivity and reduce waste in order to be environmentally conscious. The District was looking to replace their current staggered leases with a single-lease fleet of upgraded machines, all of which would have printing, copying, faxing and scanning capabilities. They wanted to take advantage of the latest software offerings available for output management, including reporting, statistics, rules-based routing and secure printing. Another requirement was the implementation of a budgeting system and user authorization controls. Additionally, they wanted all of their document management needs served through a single contract, not only for convenience but to realize even greater cost savings.
Nick Stone, Account Executive for Canon Solutions America, initially made contact with FFCSD two years prior to the system upgrade. Mr. Stone advised FFCSD to not sign any new contracts and to let older contracts expire, so that the staggered leases could be brought under one consolidated contract. Mr. Stone then arranged for additional discovery to be performed on-site at the District with Andrew Vern Rosenkrans, Document Management Solutions Analyst at Canon Solutions America. They found that FFCSD would need a document management system as well as an output management system in order to meet their defined goals.
Mr. Rosenkrans said, “After meeting with the District and surveying their current equipment, needs and costs, it was quickly surmised that they were in need of a technology upgrade. Our proposal included recommendations for device security, output management and document management.” Working with Mr. Stone, a plan was developed to meet and exceed all of the requirements of the District.
develoPing the solution
The proposed managed document solution included all of the hardware, software and support services the District needed:
• 13 imageRUNNER multifunction devices were installed, all of which have duplex and full-color scanning capabilities. FFCSD was able to eliminate dozens of outdated, cost-intensive inkjet printers and replace them with fewer, yet more efficient, multifunction devices. All users now have easy access to faxing, printing, copying and scanning through strategically placed machines. One of the devices the District chose also has booklet finishing capabilities, expanding the services available in their copy center.
• One imageWARE Document Server (IWDS) was installed, to be used as a repository for all financial and student records for the District’s Business Office and the Pupil Services Department. The Business Office is utilizing a day-forward methodology with IWDS in order to manage financial information as well as Human Resources files. Pupil Services manages all student records and is utilizing IWDS for storage of all student records. Both offices are utilizing an imageRUNNER ADVANCE multifunction device in order to scan documents via FTP to the IWDS Server.
• uniFLOW, Canon’s print analysis and reporting solution, was implemented so that the District could accurately measure usage and cost by user, workgroup or department. By implementing budget control software, the District is now able to control print resources and assign specific cost allocations, which should result in significant savings. uniFLOW will help manage and control print jobs to maximize productivity and minimize expenditures. It can be used to implement individual or role-based profiles on each device, ensuring appropriate usage as well as reduced overages. For example, students may only be allowed to print in black-and-white and the number of pages they may print is restricted, while teachers and support staff may have access to color and other features.
reAlizing the Benefits
The result is that the District’s print environment is now more secure, yet simple to manage. Teachers can send a document to print while in the classroom, and pick it up between classes or later in the day at any conveniently located device. Security is ensured because the job won’t actually print until the teacher provides authentication at the machine. This also prevents overuse, as forgotten printouts won’t pile up only to be discarded later.
Since the implementation of the new units, there has been a considerable increase in efficiency among teachers and staff. The staff has the ability to use any machine throughout the District with the use of the Secure Print function of uniFLOW. The District has also gained the capability of tracking all copies and prints made throughout the District. This new tracking software will help the District ensure better document management. Through better management of their printing, FFCSD is reducing their impact on the environment by implementing practices that use less paper, less ink and toner, and less energy.
Soon after the installation of the devices and solutions, the new software proved its value. A teacher contacted the business office and stated that he was unable to print, and a pop-up message was telling him that he had $0.00 left in his budget. After generating a quick report, it was determined that the user had exceeded his monthly budget and was prevented from making any further copies or prints. The teacher was given a small amount of overage until the end of the month, when his budget would be reset automatically along with those of all the other faculty members. Mr. Shultz declared, “The new system works perfectly.”
“The biggest challenge that I had predicted was educating the staff properly ahead of time and ‘selling’ them the changeover,” said Mr. Shultz. “To help with this hurdle, I personally met with each building and explained what we were changing to and the capability of the new software and hardware. Working with Canon Business Solutions [Canon Solutions America*], I also created documentation reminding/listing out the benefits of the change and the increased efficiency that could exist. Once the actual implementation took place, I felt that I had briefed the staff sufficiently on what needed to be done and when it was all going to happen.
“Once implementation occurred, we really did not run into many challenges. The issues we did run into were small in nature and were taken care of pretty quickly. There was obviously some pushback from individuals that did not want the change and could not see the benefits of it. Once those people actually used the machines and the software attached, they understood why we had made the change. Whatever challenge or hurdle we did face, was met with dedication, hard work and perseverance by all members of the Canon team.”
As a result of the partnership with Canon Solutions America and the implementation of the new document management system, over the next five years the District expects to realize savings of at least $256,000 through the new hardware contract alone. “Add in projected savings of $219,000 through the usage of budgeting and output control software,” said Mr. Stone, “and total savings for this time period could be nearly half a million dollars.”
ConClusion
Through working with Canon Solutions America, Fonda-Fultonville Central School District created a new document management strategy that has resulted in increased efficiency and lower costs. This was achieved through a single contract instead of multiple leases with varying expiration dates, resulting in a much simpler process. The District was able to implement programs that are designed to reduce waste and have a positive impact on the environment while also controlling costs more easily. Said Mr. Shultz, “The switch to all Canon products has been one of the best decisions the District has made this year. Nick Stone and Vern Rosenkrans from Canon Business Solutions [Canon Solutions America*] were and continue to be incredibly attentive, professional and instrumental in the continued success of this change over.”
Mr. Schulz summed it up like this: “From the very beginning of the relationship with Canon, I never felt like it was a company muscling their way into the District only to sell me a product. I felt that the company was genuine in wanting to help the School District save money while increasing staff/student efficiency. With the current fiscal problems facing Public School Districts, there are very few organizations out there that have the patience that Canon Business Solutions [Canon Solutions America*] did during the initial meeting and throughout the final day of implementation. I was also impressed by how knowledgeable each individual was and the expertise that they brought to the District.”
* On January 1, 2013, Océ North America, Inc. merged into Canon Business Solutions, Inc. to form one of the largest document and imaging business-to-business sales and service organizations in the world. The merged organization is named Canon Solutions America, Inc.
Canon is a registered trademark of Canon Inc. in the United States. All other referenced product names and marks are trademarks of their respective owners. © 2013 Canon Solutions America, Inc. All rights reserved.
Canon solutions AmericaOne Canon Park
Melville, NY 11747
1-800.815.4000csa.canon.com
Tab 5
Appendix F: References
Appendix F: References Canon Solutions America, Inc.
Appendix F:
References
Provide a minimum of ten (10) customer references for product and/or services of similar scope
dating within the past three (3) years. Please try to provide an equal number of references for K12,
Higher Education and City/County entities. Provide the following information for each reference:
Entity Name
Contact Name and Title
City and State
Phone Number
Years Serviced
Description of Services
Annual Volume *
*Canon Solutions America does not currently disclose this information in responses to Requests for
Proposals.
*PROPRIETARY AND CONFIDENTIAL*
We consider information about our past non-public references (other than references supplied by public
entities) and information describing our prior installations, as well as our staff member names and
credentials, to be proprietary Trade Secrets, having the potential to cause adverse effects upon our
competitive position if disclosed. Thus, we respectfully request that the provided non-public references
and staff information be exempt from public disclosure. Our usual practice, should we be awarded a
contract, is to request redaction of company names and contact information, including: personally
identifiable information for our clients and individual names, locations, telephone numbers, and email
addresses.
It is our good faith opinion that all such materials marked as "Confidential" or "Trade Secret" or
"Proprietary" should be exempt from public disclosure whether or not we are ultimately awarded a
contract. Please feel free to contact us or have your legal counsel do so, if you have any questions or
require any further information regarding this matter.
1. Arizona State University
a. Contact Name and Title: James Dwyer, Director, Auxiliary Business Services
b. City and State: Tempe, AZ
c. Phone Number: (480) 727-0894
d. Years Serviced: 10
e. Description of Services: Managed Print Services, Print Center, Full Time On-Site Labor
Appendix F: References Canon Solutions America, Inc.
2. George Mason University
a. Contact Name and Title: Marc Fournier, Assistant Vice President, Business Services
b. City and State: Fairfax, VA
c. Phone Number: 703-993-8199
d. Years Serviced: 1
e. Description of Services: Managed Print Services, Print Center, Mail Center, Full Time On-
site Labor
3. Wethersfield Public Schools
a. Contact Name and Title: Jim Deragon
b. City and State: Wethersfield, CT
c. Phone Number: (860) 571-8100
d. Years Serviced: 6
e. Description of Services: Managed Print Services for fleet of 56 printers, downsized from
180. Includes 56 MFDs and uniFLOW output management solution
4. Kingston City Schools
a. Contact Name and Title: Gary Tomczyk
b. City and State: Kingston, NY
c. Phone Number: (914) 777-5210
d. Years Serviced: 6
e. Description of Services: Managed Print Services for fleet of 147 printers and 81 MFDs.
Includes uniFLOW output management solution
5. Windham Southeast Advisory Union
a. Contact Name and Title: Gary Parzych
b. City and State: Brattleboro, VT
c. Phone Number: (802) 254-3730
d. Years Serviced: 4
e. Description of Services: Managed Print Services for fleet of 179 printers and 76 MFDs.
Includes ACDI Papercut output management solution
6. Rye Neck Union Free School District
a. Contact Name and Title: Jeannie Debartolo
b. City and State: Mamaroneck, NY
c. Phone Number: (914) 777-5210
d. Years Serviced: 2
e. Description of Services: Managed Print Services for fleet of 36 printers, 36 MFDs, and
uniFLOW output management solution
Appendix F: References Canon Solutions America, Inc.
7. University of Miami
a. Contact Name and Title: Carmen Oliva, Director, Managed Print Services
b. City and State: Coral Gables, FL
c. Phone Number: (305) 284-8635
d. Years Serviced: 4
f. Description of Services: Managed Print Services for fleet of 6000 printers and 1900 Canon
MFDs with Pharos Uniprint output management solution. Includes Full Time On-site
Labor.
8. Regal Medical Group
a. Contact Name and Title: Dennis Ogtong
b. City and State: Northridge, CA
c. Phone Number: (818) 357-5047
d. Years Serviced: 6
e. Description of Services: Managed Print Services for 200 printers and 75 Canon MFDs
9. Hydraflow
a. Contact Name: Jeff Johnson
b. City and State: Fullerton, CA
c. Phone Number: (714) 773-2600
d. Years Serviced: 11
e. Description of Services: Managed Print Services for fleet network printers and MFDs
10. NHTI Concord’s Community College
a. Contact Name: Robert Bowen
b. City and State: Concord, NH
c. Phone Number: (603) 271-6484, Ext. 4120
d. Years Serviced: 5
e. Description of Services: Managed Print Services for fleet of 113 network printers and 28
MFDs with ACDI Papercut output management solution
Tab 6
Appendix C: Pricing
Tab 7
Appendix G: Value Add
Appendix G: Value Add Canon Solutions America, Inc.
Appendix G:
VALUE ADD
Please include any additional products and/or services not included in the scope of the solicitation that
you think will enhance and/or add value to this contract for participating agencies. Your marketing
plan and salesforce training plan as detailed in Appendix F will also be taken into account when
evaluating your company’s value add score.
Any additional products or services offered in this section will only be considered by Region 4 ESC if
auditable pricing is offered for them in Appendix C. Any products or services for which pricing is not
offered will not be considered a part of any contract awarded as a result of this RFP.
All products or services offered in this section are subject to the same requirements as products
offered in Appendix B. Respondents must provide detailed descriptions of any additional products
and services being offered as a part of their proposal, and Region 4 ESC reserves the right to reject
any value add products or services which it deems to be unrelated to the scope of this RFP.
Breadth of Services
Canon offers a complete and comprehensive product line-up, the result of constant efforts to maximize the
potential of its global resources. Through these products that Canon meets the increasingly diversified and
sophisticated needs of its customers, making the Canon brand recognized and trusted throughout the world.
Hardware Technology
Single-Function Printers
Multifunctional Printers
Print Production Solutions
Large-Format Solutions
Fax Servers
Print Severs
Scanners
Imaging Eye Care Equipment
Software Technology
Scanning
Archiving
Security
Distribution
Processing
Job Submission
Fleet Management
Cost Tracking
Solutions
Data Security
Cost Control Strategies
Workflow Management
Green Initiatives
Web-to-Print
Industry Specific
Large-Format
Medical Technology
Services
Business Services
Managed Print Services
Professional Services
On-Site Training
Outsourcing/Insourcing
Revenue Generation
IT Integration Support
Remote Diagnostics
National Help Desk
Appendix G: Value Add Canon Solutions America, Inc.
Available Products and Services Not Offered in This Proposal:
Large Format Solutions
Since the initial launch of the imagePROGRAF brand, Canon has paid close attention to what the market
has wanted in a Large Format printer. Throughout the years, Canon has continued to add models, improve
features, enhance functionality, introduce new technology, and expand their capabilities and now has the
most advanced printers in the industry.
The Large Format Solutions division of Canon Solutions America provides a complete range of products,
services, and supplies for the production of large format graphics ranging from both technical documents
produced for the architectural, engineering, and construction market, to high quality, full color graphics
produced for point-of-purchase advertising, custom interior decor, outdoor durable graphics, as well as for
industrial applications.
Our large format product portfolio encompasses not only printers but a wide range of digital finishing
systems and workflow software that provide our customers with complete end-to-end solutions. We
support these customers with our own national direct service organization as well as a national team of
skilled systems analysts that provide training and application support.
Production Solutions
Our mission is to bring together the best digital monochrome and color production technologies to
provide you robust, end-to-end production solutions that will enhance your business and improve
profitability. Canon offers a variety of digital presses and workflow solutions for Commercial Printing,
In-Plant/CRD, Direct Mail, and Graphic Design. Examples include:
VarioPrint 6000+ Series
Print volumes >500k
PRISMAsync workflow
High volume/short print window
High paper capacity
Tight registration
Workflow integration with third-party solution environments
imagePRESS 1135 Series
Print volumes >300k
Full productivity on heavy, uncoated media
Large paper capacity
Specialty media support
Offline finishing
In-line finishing flexibility including perfect binding
VarioPrint DP Series
Print volumes between 100k-300k
Low energy consumption
No ozone emissions
PRISMAsync workflow
Workflow integration with third-party
solution environments
In-line finishing flexibility
Appendix G: Value Add Canon Solutions America, Inc.
Professional Services Overview
At Canon Solutions America, we understand your investment in our products and solutions is mission
critical to your success. We believe in maintaining frequent communication to ensure your ultimate
satisfaction. Whether we are integrating a solution into an existing workflow or designing one from scratch,
the Professional Services team will be there for our clients every step of the way. Combining the power of
our products with the creativity and expertise of our people, we deliver end-to-end workflow solutions
customized for you.
Solutions* include:
Application Consulting
Our Solution Analysts review and assess every application work process and document workflow and
make recommendations for optimization. We support best-in-class solutions for every customer we
have, regardless of size.
Print Media Consulting
Our print media specialists bring knowledge and experience together with high-tech laboratories,
working with paper and substrate manufacturers to ensure our customers have a total suite of
available media to use in Canon equipment.
Document Workflow Consulting
Canon offers a full line of document management software solutions and, most importantly, supports
the products with a specialized team of document management analysts focused on customer
workflow optimization.
Color Workflow Consulting and Training
Canon CMP and G-7 certified solutions analysts provide color printing systems consulting and
training for high-end color cut sheet production devices.
Implementation and Project Management Services
We start by developing a comprehensive planning document. Our highly skilled analysts ensure that
everything is configured for your specific business requirements. Your solution will be delivered and
installed correctly, and tuned for optimal performance. Our team includes an industry specific Project
Management group. The PM group is staffed with experienced project managers whose primary
objective is to facilitate timely and on-budget delivery of complex technology solutions, while
maintaining the highest level of customer satisfaction.
Solutions Support
Backed by award-winning products and world class support facilities, our U.S.-based support
personnel make certain that your solution is optimized. We manage the performance of the solution,
Appendix G: Value Add Canon Solutions America, Inc.
allowing you to focus on managing and growing your business. Through thousands of certified
field service engineers nationwide, we partner with our service organization utilizing a single “Total
Service Process.” Mobile technology allows our field technicians and industry certified engineers to
handle customer calls quickly and efficiently, minimizing downtime.
Training and Education Services
Through a nationwide network of Canon-certified training professionals, we deliver a full suite of
web-based and initial basic device training aimed at helping end users adapt to the new solution and
get up-to-speed quickly. Our goal is to ensure you experience maximum productivity and operational
efficiency from day one. We will work with you to develop a customized program designed
specifically for your needs to make sure users are comfortable with the Canon Solutions America
solution. In enterprise managed services cases, specific customized training plans can be developed in
order to meet Customer-specific requirements and expectations. There may be a charge for these, but
that would be determined with Customer collaboration.
* Certain solutions or services may result in additional cost. Please contact Canon Solutions America, Inc. for additional details.
Available Products and Services Included in This Proposal:
National Service Call Center/Advanced Help Desk Services
Our state-of-the-art call management system allows for fast call routing and
proactive call placement. We take a consultative approach to support calls, with
many issues resolved over the phone, reducing downtime and increasing
customer satisfaction. Our Help Desk staff also includes software engineers available during critical
business hours to answer your inquiries on software products. Our Solution Support Centers have
achieved the prestigious HDI (Help Desk Institute) Certified Support Center award. This award signifies our
commitment to excellence, efficiency, and service quality based on the HDI Support Center Standard.
eLearning Web-Based Training 24 x 7
Canon Solutions America will perform Key Operator training upon initial installation of devices. This
will allow Region 4 ESC’s participating agencies Key Operators to perform hands-on new hire training
or refresher training as needed. Additionally, Canon Solutions America’s imageRUNNER
ADVANCE eLearning program provides web-based training and is available exclusively through
Canon Solutions America, Inc. The eLearning training will provide Region 4 ESC’s participating
agencies with the convenience and flexibility of anytime, anywhere training available to them, 24x7.
With unlimited access to the online training course from the date of installation, employees learn at
their own pace, focusing on the topics of most value to them.
Additionally, the benefits of eLearning include:
Simple course navigation
Quick application of device capabilities
Appendix G: Value Add Canon Solutions America, Inc.
Onsite access from your location
Cost-effective training resource
Training opportunity for new employees
Course topics include replacing consumables, paper loading and registration, control panel navigation,
and copying, faxing, scanning, printing, and more. Users learn by watching short animated videos with
voiceover to guide them through each lesson, step-by-step. A Closed Caption feature can be used in
quiet environments or to assist hearing-impaired associates. The course structure accommodates
different learning styles; users can go through the course chapter-by-chapter or use the table of
contents to quickly jump directly to topics that pertain to their job. Quick links are always available to
provide access to the most frequently requested lessons.
Original Equipment Manufacturer Parts and Supplies
Canon Inc. has poured all the know-how of its extraordinary history of developing innovative office
machines into each of its copiers, printers, and networked office systems. The same superiority of
design and manufacture goes into all of the Canon-branded consumable imaging supplies and parts
for this equipment. Naturally, no one makes better parts and supplies for Canon products than Canon.
Canon puts its name on its parts and supplies because it stands behind their quality and performance.
Each of the parts and supplies Canon makes for its office equipment products is a key part of the
whole, carefully designed machine, which has been expertly engineered to provide top performance,
reliability, and optimum output.
Using genuine Canon parts and supplies is your best insurance against equipment damage, and
possibly voiding your equipment warranty. Here are some more reasons to rely on genuine Canon
toner, parts, and supplies:
Canon has decades of manufacturing expertise
Canon products are evaluated and tested under extreme conditions
All Canon-produced machines and consumables are constantly being redesigned and improved
Canon genuine supplies enhance the quality and performance of your Canon equipment,
resulting in a longer life for your Canon equipment, higher yields, superior performance, high-
quality output, and minimal equipment jamming or malfunctioning
Alliance Program
Canon is aligned with a variety of the document imaging industry's leading providers across a range of
solutions and services categories. Partnering and collaborating with these leading integrated solution
providers helps Canon and its partners deliver targeted solutions for customers' needs in enterprise
document production, capture, workflow, and information management.
Canon's imageRUNNER and imageRUNNER ADVANCE Series offer customers of all types a full-
line of multifunction products for every part of their business. imageRUNNER and imageRUNNER
ADVANCE devices combined with Alliance Partners' software, hardware, and services and/or
Appendix G: Value Add Canon Solutions America, Inc.
Canon's own proprietary solutions and professional services, can help customers achieve increased
efficiency and value. Strategic partnerships help our joint customers get the most value from the
Canon product portfolio and assist in transforming complex output, device management, document
capture, and information management challenges into efficient business workflows.
Introduced to the industry in 2004, Canon's Multifunctional Embedded Application Platform (MEAP)
was the first embedded development platform for office equipment devices and has maintained a
reputation as developers' preferred MFD development platform. By exposing wide ranging and deep
control over the core MFD functions, MEAP helps software developers deliver industry-leading
applications that address a variety of customer needs.
Market Relationships and Experience
Canon is a member of NIGP: The Institute for Public Procurement. As a leader in NIGP’s Business
Council, Canon is an active contributor to the association and its members through co-authoring
white papers and providing market updates to the Board of Directors. Canon is also an active
participant in conferences for members of NAEP, NASPO, CAPPO, and FAPPO. Through our
involvement with these associations, we continue to gain access to key procurement decision makers
in agencies throughout the United States.
NIGP’s Business Council is comprised of representatives from companies participating in the
Institute’s Enterprise Sponsor Program. Enterprise Sponsors are leaders in their respective industries
and have demonstrated a shared commitment to NIGP’s values of Accountability, Ethics, Impartiality,
Professionalism, Service, and Transparency. The Business Council’s mission is to serve the NIGP
membership and procurement profession through the sharing of resources and
expertise in support of NIGP’s educational, research, and advocacy mission. The
Business Council connects the supplier’s perspective with the public procurement
community and is dedicated to improving buyer/supplier relationship. Since 2008, we have been an
active member and participant, and are considered subject matter experts regarding NIGP’s Business
Council and their activities.
Canon also participates in other IT-related and educational associate events and conferences. These
include, but are not limited to CASBO. We are able to leverage relationships developed through our
participation in these events.
Government and Education
ASBO
NACUBO
CASPO
ISTE
EDUCAUSE
Procurement
NIGP
NAEP
CAPPO
FAPPO
Appendix G: Value Add Canon Solutions America, Inc.
Canon’s Anti-Counterfeit Commitment
Canon brands its parts and supplies because each product is developed to optimize the performance
of Canon copiers and delivers the highest quality for the best results. The Canon name means genuine
toner, cartridges, and parts are the standard for outstanding reliability and superb output. Using
counterfeit parts or accessories poses real risks to equipment and warranties. Canon posts on their
website information on how to recognize and where to report counterfeits to help keep customers’
equipment safe and operating optimally.
Canon is tackling the counterfeit community head on. Through a wide range of anti-counterfeit
initiatives around the world, Canon is helping to protect customers and partners, and prevent
counterfeiters from operating. Canon partners with industry and government authorities, trains
relevant stakeholders on prevention tactics, works together with in-house and external anti-counterfeit
experts, government, and legal personnel to examine all leads, and assists local authorities during
follow-up enforcement action.
Tab 8
Required Documents
P.L. 1995, c. 127 (N.J.A.C. 17:27) MANDATORY AFFIRMATIVE ACTION LANGUAGE PROCUREMENT, PROFESSIONAL AND SERVICE CONTRACTS During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation. The contractor will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this non-discrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisement for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation. The contractor or subcontractor, where applicable, will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the labor union or workers' representative of the contractor's commitments under this act and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to attempt in good faith to employ minority and female workers trade consistent with the applicable county employment goal prescribed by N.J.A.C. 17:27-5.2 promulgated by the Treasurer pursuant to P.L. 1975, C.127, as amended and supplemented from time to time or in accordance with a binding determination of the applicable county employment goals determined by the Affirmative Action Office pursuant to N.J.A.C. 17:27-5.2 promulgated by the Treasurer pursuant to P.L. 1975, C.127, as amended and supplemented from time to time. The contractor or subcontractor agrees to inform in writing appropriate recruitment agencies in the area, including employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of it testing procedures, if necessary, to assure
that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the state of New Jersey and as established by applicable Federal law and applicable Federal court decisions.
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Affirmative Action Plan
It is the policy of Canon Solutions America to comply with the laws, regulations, and orders that provide for and impose obligations on employers with respect to the management of their equal employment opportunity and affirmative action plans.
Accordingly, Canon Solutions America will conduct its business and practices in a manner that fully complies with and supports Presidential Executive Order 11246, as amended. Our compliance with Executive order 11246 is calculated to eliminate discrimination against employees or applicants for employment on account of race, creed, color, religion, sex, age, national origin, veteran's status or disability, citizenship status, or other factors unrelated to a person's ability to do the job. These factors include a number of considerations such as marital status, family responsibilities, sexual orientation, political affiliation, etc. To achieve these goals and make Canon Solutions America a stronger company and a more rewarding place for all employees to work, Canon Solutions America will:
1. Recruit, hire, train, and promote persons in all job classifications without regard to race, creed, color, religion, sex, age, national origin, veteran's status, disability, marital status, sexual orientation or citizenship status.
2. Base decisions on employment so as to further the principle of equal employment opportunity.
3. Ensure that promotion decisions comply with the principles of equal opportunity by making certain that requirements for such opportunities are valid.
4. Ensure that all other personnel actions such as compensation, benefits, transfers, layoffs, Company-sponsored training, education, tuition assistance and social and recreational programs will be administered without regard to race, color, religion, sex, age, national origin, veteran's status, disability, marital status, sexual orientation or citizenship status.
5. Provide reasonable accommodation to qualified employees with a disability. Employees who have a disability should submit requests for reasonable accommodation in writing to the Human Resources Department.
The following individual serves as Canon Solutions America, Inc.'s Equal Employment Officer:
Juanita Nash-Dahlen Director of Employee Relations (212) 661-6833
DOC #11
C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM Public Agency Instructions
This page provides guidance to public agencies entering into contracts with business entities that are required to file Political Contribution Disclosure forms with the agency. It is not intended to be provided to contractors. What follows are instructions on the use of form local units can provide to contractors that are required to disclose political contributions pursuant to N.J.S.A. 19:44A-20.26 (P.L. 2005, c. 271, s.2). Additional information on the process is available in Local Finance Notice 2006-1 (www.nj.gov/dca/lgs/lfns/lfnmenu.shtml).
1. The disclosure is required for all contracts in excess of $17,500 that are not awarded pursuant to a “fair and open” process (N.J.S.A. 19:44A-20.7).
2. Due to the potential length of some contractor submissions, the public agency should consider allowing data to be submitted in electronic form (i.e., spreadsheet, pdf file, etc.). Submissions must be kept with the contract documents or in an appropriate computer file and be available for public access. The form is worded to accept this alternate submission. The text should be amended if electronic submission will not be allowed.
3. The submission must be received from the contractor and on file at least 10 days prior to award of the contract. Resolutions of award should reflect that the disclosure has been received and is on file.
4. The contractor must disclose contributions made to candidate and party committees covering a wide range of public agencies, including all public agencies that have elected officials in the county of the public agency, state legislative positions, and various state entities. The Division of Local Government Services recommends that contractors be provided a list of the affected agencies. This will assist contractors in determining the campaign and political committees of the officials and candidates affected by the disclosure.
a. The Division has prepared model disclosure forms for each county. They can be downloaded from the “County PCD Forms” link on the Pay-to-Play web site at www.nj.gov/dca/lgs/p2p. They will be updated from time-to-time as necessary. b. A public agency using these forms should edit them to properly reflect the correct legislative
district(s). As the forms are county-based, they list all legislative districts in each county. Districts that do not represent the public agency should be removed from the lists.
c. Some contractors may find it easier to provide a single list that covers all contributions, regardless of the county. These submissions are appropriate and should be accepted.
d. The form may be used “as-is”, subject to edits as described herein. e. The “Contractor Instructions” sheet is intended to be provided with the form. It is recommended
that the Instructions and the form be printed on the same piece of paper. The form notes that the Instructions are printed on the back of the form; where that is not the case, the text should be edited accordingly.
f. The form is a Word document and can be edited to meet local needs, and posted for download on web sites, used as an e-mail attachment, or provided as a printed document.
5. It is recommended that the contractor also complete a “Stockholder Disclosure Certification.” This will assist the local unit in its obligation to ensure that contractor did not make any prohibited contributions to the committees listed on the Business Entity Disclosure Certification in the 12 months prior to the contract. (See Local Finance Notice 2006-7 for additional information on this obligation) A sample Certification form is part of this package and the instruction to complete it is included in the Contractor Instructions. NOTE: This section is not applicable to Boards of Education.
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*NOT APPLICABLE*
C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
Contractor Instructions
Business entities (contractors) receiving contracts from a public agency that are NOT awarded pursuant to a “fair and open” process (defined at N.J.S.A. 19:44A-20.7) are subject to the provisions of P.L. 2005, c. 271, s.2 (N.J.S.A. 19:44A-20.26). This law provides that 10 days prior to the award of such a contract, the contractor shall disclose contributions to:
• any State, county, or municipal committee of a political party
• any legislative leadership committee*
• any continuing political committee (a.k.a., political action committee)
• any candidate committee of a candidate for, or holder of, an elective office: o of the public entity awarding the contract o of that county in which that public entity is located o of another public entity within that county o or of a legislative district in which that public entity is located or, when the public entity is a
county, of any legislative district which includes all or part of the county. The disclosure must list reportable contributions to any of the committees that exceed $300 per election cycle that were made during the 12 months prior to award of the contract. See N.J.S.A. 19:44A-8 and 19:44A-16 for more details on reportable contributions.
N.J.S.A. 19:44A-20.26 itemizes the parties from whom contributions must be disclosed when a business entity is not a natural person. This includes the following:
• individuals with an “interest” ownership or control of more than 10% of the profits or assets of a business entity or 10% of the stock in the case of a business entity that is a corporation for profit
• all principals, partners, officers, or directors of the business entity or their spouses
• any subsidiaries directly or indirectly controlled by the business entity
• IRS Code Section 527 New Jersey based organizations, directly or indirectly controlled by the business entity and filing as continuing political committees, (PACs). When the business entity is a natural person, “a contribution by that person’s spouse or child, residing therewith, shall be deemed to be a contribution by the business entity.” [N.J.S.A. 19:44A-20.26(b)] The contributor must be listed on the disclosure. Any business entity that fails to comply with the disclosure provisions shall be subject to a fine imposed by ELEC in an amount to be determined by the Commission which may be based upon the amount that the business entity failed to report. The enclosed list of agencies is provided to assist the contractor in identifying those public agencies whose elected official and/or candidate campaign committees are affected by the disclosure requirement. It is the contractor’s responsibility to identify the specific committees to which contributions may have been made and need to be disclosed. The disclosed information may exceed the minimum requirement. The enclosed form, a content-consistent facsimile, or an electronic data file containing the required details (along with a signed cover sheet) may be used as the contractor’s submission and is disclosable to the public under the Open Public Records Act. The contractor must also complete the attached Stockholder Disclosure Certification. This will assist the agency in meeting its obligations under the law.
NOTE: This section does not apply to Board of Education contracts. * N.J.S.A. 19:44A-3(s): “The term "legislative leadership committee" means a committee established, authorized to be established, or designated by the President of the Senate, the Minority Leader of the Senate, the Speaker of the General Assembly or the Minority Leader of the General Assembly pursuant to section 16 of P.L.1993, c.65 (C.19:44A-10.1) for the purpose of receiving contributions and making expenditures.”
57 of 163
Continuation Page
C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
Required Pursuant To N.J.S.A. 19:44A-20.26 Page ___ of ______ Vendor Name:
Contributor Name Recipient Name Date Dollar Amount
$
Check here if the information is continued on subsequent page(s)
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Canon Solutions America, Inc.
N/A N/A N/A N/A
List of Agencies with Elected Officials Required for Political Contribution
Disclosure N.J.S.A. 19:44A-20.26
County Name: State: Governor, and Legislative Leadership Committees Legislative District #s:
State Senator and two members of the General Assembly per district. County: Freeholders County Clerk Sheriff {County Executive} Surrogate Municipalities (Mayor and members of governing body, regardless of title):
USERS SHOULD CREATE THEIR OWN FORM, OR DOWNLOAD FROM WWW.NJ.GOV/DCA/LGS/P2P A COUNTY-BASED,
CUSTOMIZABLE FORM.
60 of 163
*NOT APPLICABLE*
#13
#14
ATTACHMENT A
PARTICIPATING ADDENDUM (hereinafter “Addendum”)
For REGION 4 EDUCATION SERVICE CENTER (MANAGED PRINT SOLUTIONS)
VENDOR CONTRACT NO. R### (hereinafter “Vendor Contract”)
Between Insert Contractor Name
(hereinafter “Contractor”)
and State of Hawaii
(hereinafter “Participating State”)
State of Hawaii, State Procurement Office (SPO) Price List Contract No. (add PL No.##)
This Addendum will add the State of Hawaii as a Participating State to purchase from the Region 4 Education Service Center (“Region 4 ESC”) Vendor Contract R### with (insert contractor).
1. Scope:
This Addendum covers Region 4 ESC Managed Print Solutions led in partnership with the Cooperative Purchasing Network “TCPN” for use by itself, the State of Hawaii and all its state and local government entities, and non-profit organizations (herein “Participating Agencies”).
2. Participation:
All jurisdictions located within the State of Hawaii, which have obtained prior written approval of its respective Chief Procurement Officer, will be allowed to purchase from the Vendor Contract. Private nonprofit health or human services organizations with current purchase of service contracts governed by Hawaii Revised Statutes (HRS) chapter 103F are eligible to participate in the State Procurement Officer price/vendor list contracts upon mutual agreement between the Contractor and the non-profit. (Each such participating jurisdiction and participating nonprofit is hereinafter referred to as a “Participating Agency.”) Issues of interpretation and eligibility for participation are to be determined solely by the Administrator, State Procurement Office.
3. Changes: (Replace with specific changes or statements that no changes are required)
A. Usage Reports. Contractor shall submit a quarterly gross sales report (including zero dollar sales) in EXCEL to the contact person listed in the Participating Addendum, Paragraph 6 (or as amended) in accordance with the following schedule (or as requested):
Quarter Ending Report Due March 31 April 30 June 30 July 31 September 30 October 31 December 31 January 31
The report shall identify each transaction and include the following information: Department/Agency Name Date of Purchase Product/Service Description Quantity
62 of 163
Canon Solutions America, Inc.
Canon Solutions America, Inc.
Unit of Measure Item No. Part Number (if applicable) MSRP List Price Contract Price The quarterly report shall also include any adjustment from prior periods (i.e. exchanges and/or return).
B. The validity of this Addendum, any of its terms or provisions, as well as the rights and duties of the
parties to this Addendum, shall be governed by the laws of the State of Hawaii. A copy of the Attorney General’s General Conditions, which is made a part of this Addendum, can be found at http://spo.hawaii.gov/wp-content/uploads/2014/02/103D-General-conditions.pdf Any action at law or in equity to enforce or interpret the provisions of this Addendum shall be brought in a court of competent jurisdiction in Honolulu, Hawaii.
C. Inspection of Facilities. Pursuant to HRS §103D-316, the State of Hawaii, at reasonable times, may inspect the part of the plant or place of business of the Contractor or any subcontractor that is related to the performance of the Vendor Contract and this Addendum.
D. Campaign Contributions. The Contractor is notified of the applicability of HRS §11-355, which
prohibits campaign contributions from Contractor during the term of the Addendum if the Contractor is paid with funds appropriated by the Hawaii State Legislature.
E. Purchase by State of Hawaii government entities under this Vendor Contract is not mandatory. This Addendum is secondary and non-exclusive.
F. The State of Hawaii’s purchasing card (pCard) is required to be used by State of Hawaii’s Participating
State’s executive departments/agencies, (excluding the Department of Education, the Hawaii Health Systems Corporation, the Office of Hawaiian Affairs, and the University of Hawaii) for orders totaling less than $2,500. For purchases of $2,500 or more, agencies may use the pCard, subject to its credit limit, or issue a purchase order. Contractor shall forward original invoice(s) directly to the ordering agency. General excise tax shall not be applied to the delivery charge. Pursuant to HRS §103-10, Hawaii and any agency of the State of Hawaii or any county, shall have thirty (30) calendar days after receipt of invoice or satisfactory delivery of goods to make payment. Any interest for delinquent payment shall be as allowed by HRS §103-10.
G. Pursuant to HRS §103D-310(c), if Contractor is doing business in Hawaii, Contractor is required to comply with all laws governing entities doing business in the State, including the following HRS chapters.
1. Chapter 237, General Excise Tax Law; 2. Chapter 383, Hawaii Employment Security Law; 3. Chapter 386, Workers’ Compensation; 4. Chapter 392, Temporary Disability Insurance; 5. Chapter 393, Prepaid Health Care Act; and A Certificate of Good Standing is required for entities doing business in the State.
63 of 163
The Hawaii Compliance Express (HCE) is utilized for verification of compliance. The SPO will conduct periodic checks to confirm Contractor’s compliance on HCE throughout the term of the Addendum. Alternatively, Contractors not utilizing HCE to demonstrate compliance shall provide paper certificates to the SPO as instructed below. All certificates must be valid on the date it is received by the SPO. All applications for applicable clearances are the responsibility of the Contractor. HRS Chapter 237 tax clearance requirement. Pursuant to Section 103D-328, HRS, Contractor shall be required to submit a tax clearance certificate issued by the Hawaii State Department of Taxation (DOTAX) and the Internal Revenue Service (IRS). The certificate shall have an original green certified copy stamp and shall be valid for six (6) months from the most recent approval stamp date on the certificate. The Tax Clearance Application, Form A-6, and its completion and filing instructions, are available on the DOTAX website: http://tax.hawaii.gov/forms/. HRS Chapters 383 (Unemployment Insurance), 386 (Workers’ Compensation), 392 (Temporary Disability Insurance), and 393 (Prepaid Health Care) requirements. Pursuant to Section 103D-310(c) Contractor shall be required to submit a certificate of compliance issued by the Hawaii State Department of Labor and Industrial Relations (DLIR). The certificate is valid for six (6) months from the date of issue. A photocopy of the certificate is acceptable to the SPO. The DLIR Form LIR#27 Application for Certificate of Compliance with Section 3-122-112, HAR, and its filing instructions are available on the DLIR website: http://labor.hawaii.gov/forms/. Compliance with Section 103D-310(c), HRS, for an entity doing business in the State. Contractor shall be required to submit a Certificate of Good Standing (COGS) issued by the State of Hawaii Department of Commerce and Consumer Affairs (DCCA) – Business Registration Division (BREG). The Certificate is valid for six (6) months from date of issue. A photocopy of the certificate is acceptable to the SPO. To obtain the Certificate, the Offeror must be registered with the BREG. A sole proprietorship is not required to register with the BREG and is therefore not required to submit the certificate. For more information regarding online business registration and the COGS is available at http://cca.hawaii.gov/breg/.
H. Effective Date and Contract Period. This Addendum is effective upon the date of execution by the State of Hawaii and shall continue for the term set forth in the Vendor Contract.
4. Licensing Offerors(Bidders) and Contractors must be properly licensed and capable of performing the Work as described in the RFP(IFB), at the time of submission of the Proposal(Bid), in accordance with the Professional and Vocational licensing laws of the state. Contractors under Participating Addendums must maintain any and all required licenses through the duration of the contract and Participating Addendum.
5. Lease Agreements:
Leasing is authorized by this Addendum.
64 of 163
6. Primary Contact:
The primary contact individuals for this Addendum are as follows (or their named successors):
Participating State: Name: Address: State Procurement Office
1151 Punchbowl Street, Room 416 Honolulu, HI 96813
Telephone: Fax: E-Mail: Contractor Name: Address: Telephone: Fax: E-Mail:
7. Subcontractors:
Subcontractors are allowed under this Addendum.
8. Freight Charges (unless otherwise stated in the vendor contract): Prices proposed will be the delivered price to any state agency or political subdivision. All deliveries will be F.O.B destination with all transportation and handling charges paid by the Contractor. Responsibility and liability for loss or damages will remain with Contractor until final inspection and acceptance when responsibility will pass to the Buyer except as to latent defects, fraud, and Contractor’s warranty obligations. Any portion of a full order originally shipped without transportation charges (that failed to ship with the original order, thereby becoming back-ordered) will also be shipped without transportation charges
9. Purchase Order and Payment Instructions:
All purchase orders issued by Hawaii Agencies under this Addendum shall include the State of Hawaii contract number: SPO Price List Contract No. and the Vendor TCPN Contract # R______.
• Purchase Orders and Payments shall be made to (add contractor name) or authorized subcontractors, if any.
10. Participating Entity as Individual Customer:
Each Hawaii Participating Agency shall be treated as an individual customer. Except to the extent modified by this Addendum, each Hawaii Participating Agency will be responsible to follow the terms and conditions of the Vendor Contract; and will have the same rights and responsibilities for their purchases as Region 4 ESC has in the Vendor Contract. Each Hawaii Participating Agency will be responsible for its own charges, fees, and liabilities. Each Hawaii Participating Agency will have the same rights to any indemnity or to recover any costs allowed in the Vendor Contract for their purchases. The Contractor will apply the charges to each Hawaii Participating Agency individually.
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Canon Solutions America, Inc.One Canon Park, Melville, N.Y. 11747
1-800-815-4000
N/A
Canon Solutions America, Inc. Active Status June 2017 Hawaii
Tab 9
Canon Solutions America, Inc. Documents
The ACORD name and logo are registered marks of ACORD
CERTIFICATE HOLDER
© 1988-2014 ACORD CORPORATION. All rights reserved.
ACORD 25 (2014/01)
AUTHORIZED REPRESENTATIVE
CANCELLATION
DATE (MM/DD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE
LOCJECTPRO-
POLICY
GEN'L AGGREGATE LIMIT APPLIES PER:
OCCURCLAIMS-MADE
COMMERCIAL GENERAL LIABILITY
PREMISES (Ea occurrence) $DAMAGE TO RENTED
EACH OCCURRENCE $
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $
PRODUCTS - COMP/OP AGG $
$RETENTIONDED
CLAIMS-MADE
OCCUR
$
AGGREGATE $
EACH OCCURRENCE $UMBRELLA LIAB
EXCESS LIAB
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
INSRLTR TYPE OF INSURANCE POLICY NUMBER
POLICY EFF(MM/DD/YYYY)
POLICY EXP(MM/DD/YYYY) LIMITS
PERSTATUTE
OTH-ER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
$
$
$
ANY PROPRIETOR/PARTNER/EXECUTIVE
If yes, describe underDESCRIPTION OF OPERATIONS below
(Mandatory in NH)OFFICER/MEMBER EXCLUDED?
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED SCHEDULED
HIRED AUTOSNON-OWNED
AUTOS AUTOS
AUTOS
COMBINED SINGLE LIMIT
BODILY INJURY (Per person)
BODILY INJURY (Per accident)
PROPERTY DAMAGE $
$
$
$
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSDADDL
WVDSUBR
N / A
$
$
(Ea accident)
(Per accident)
OTHER:
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
INSURED
PHONE(A/C, No, Ext):
PRODUCER
ADDRESS:E-MAIL
FAX(A/C, No):
CONTACTNAME:
NAIC #
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
INSURER(S) AFFORDING COVERAGE
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
1,000,000
11/01/2017
CLL6404741-06
William Mollica
NYC-007408298-18
1,000,000
WCR40003D0 (WI)
X
X
10945
of Marsh USA Inc.
Attn: [email protected] Fax: 212-948-0500
N
11/01/2016
X
COMP/COLL DED
1,000,000
11/01/2016
7
11/01/2017A
FTA40003D0 (AOS)
A
2,000,000
1,000,000
Tokio Marine America Insurance Company
1,000,000
X
1,000
10/05/2016
11/01/2016
Evidence of Insurance
X
11/01/2016
Melville, NY 11747
Canon Solutions America, Inc.
B
5,000
11/01/2017
1,000,00011/01/2017
A
ACV40995R0 (MA)
11126
1,000,000
1,000,000
WCD40058G0 (AOS)
1166 Avenue of the Americas Marsh USA, Inc.
New York, NY 10036
ONE CANON PARK CANON SOLUTIONS AMERICA, INC.
MELVILLE, NY 11747
11/01/2016
One Canon Park
A
11/01/2017
Sompo Japan Insurance Company of America