HomeMy WebLinkAboutIT08-165 - Other - Associated Business Systems (ABS) - Added MP W5100 Wide Format Printer/Copier/Color Scanner Lease Agreement - 12/11/2009 CITY OF KENT
ECONOMIC &COMMUNITY DEVELOPMENT
Ben Wolters, Director
400 West Gowe
KENT Kent, WA98032
WASHINGTON
Fax- 253-856-6454
PHONE: 253-856-5454
Memo
To: Mayor Suzette Cooke
From: Ben Wolters, Economic & Community Development Director
CC: John Hodgson, Chief Administrative Officer
Date: December 21, 2009
Re: Waiver of Procurement Requirements for Large Format Scanner
The Department of Economic & Community Development is requesting a waiver
pursuant to City Administrative Policy No. 1.1.
Staff has been in discussions with the City's current copier fleet provider, Ricoh,
regarding the possible lease of a large format scanner/printer/copier which we
believe is essential to allow our department to create sufficient room for the
reorganization by digitizing our large store of records thereby freeing up that
space for the reorganization. Because this lease purchase is over $10,000, but
under $25,000, City Administrative Policy No. 1.1 requires that Economic and
Community Development obtain 3 telephone bids before leasing or purchasing
equipment. Section 1.1.10 of the policy does allow the Mayor to waive this
procurement requirement in certain instances, including when doing so is within
the City's best interests. The machine that Ricoh has recommended, the MP W
5100, has the same interface as the other Ricoh copiers - easy to install, train
and user friendly. If a lease agreement is entered into before the end of the year,
then Ricoh is willing and able to discount it by 42%. In addition, the machine
that Ricoh offers does not require an additional PC, as many other large format
scanners do. It is completely compatible with our network and the IT department
has given their approval. Once this machine is in place, Economic & Community
Development staff can begin the process of freeing up the space necessary for the
expansion of our new department. If we wait until 2010 to procure this machine,
we will lose the 42% discount that Ricoh is offering at this time.
If you approve of this request for a waiver of the City's procedure policies, please
note your approval by signing below.
Thank you, Procurement waiver approved:
Ben Wolters /te
Economic & Community Development Suz e Cooke, Mayor / D
Director
revr M
Associated Portland-Salem-Eugene-Roseburg
Seattle- Tacoma-,Klamath Falls
FanaLca/About Service Grants Pass-Medford-Bend-Spokane
EQUIPMENT A SUPPLIES ORDER FORM
CITY OF KENT �
400 W GOWE P SOO
KENT WA 96032
•CONTACT>�wi" _ PHONE° CONTACT-'
RENEE CAMERON 253-856-5456
CUSTOMER • NUMBE R1 MOVErviENT NUMBER SHIP DATE SHIP VIA TERMS
DESCRIPTION(INCLUDE SERIAL NO) CITY UNIT PRICE NET AMOUNT
RICOH MP W5100 WIDE FORMAT PRINTER/COPIER/COLOR SCANNER
2 ROLL $
INCLUDES DELIVER, INSTALL, NETWORKING STARTER SUPPLIES &TRAINING $
Is
SUB TOTAL $
DESCRIPTION CITY UNIT PRICE NET AMOUNT
$
SUB TOTAL $
TERMS Unless specified differently above terms will be (1)Equipment,net receipt of invoice,(2)Supplies,net 30 days Should the TOTAL AMOUNT
terms not be met a Financial Charge of 1 5%per month will be added if an agreement to that effect exists,otherwise,the statutory OF ORDER
maximum interest rate shall apply $
ACCEPTANCE This Agreement is not valid until accepted by the General Manager,Controller,or President of ABS THIS IS A TAXES IF
BINDING ORDER,not subject to cancellation This order cannot be changed except in writing by an ABS officer THIS ORDER IS APPLICABLE
SUBJECT to the terms&conditions agreed to and made a part of the order
LESS DEPOSIT
CK
NO
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1 2/1 112 0 0 9 ABS Confidential 12 26 PM ;
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A, 1 ,
A� MUNICIPAL LEASE Ar�a �
1 -58636
PURCHASE AGREEMENT
Tads document is written in"Plain Engfistf. The words you and your refer to the customer. The words Lessor,we,us and our refer to ABS
Finance. Every attempt has been made to eliminate confusing language and create a simple,easy-to-read document.
CUSTOMER • - •
FULL LEGAL W ME STREET ADDRESS
KENT,CITY OF 220 4TR AVENUE
CITY STATE Z>D PHONE FAX
KENT WA 98032 253-856-4611
FEDERAL TAX 10 S E-MAIL ADDRESS
ITEM DESCRIPTION
_ MODEL NO. SERIAL NO.
(3 See the attached SchcduIe•A' ❑Sae the attached Pool Bing Schedule D See to attached Grouped Pool wig Shcedule
AMOUNTLEASETERMS LEASE PAYMENT •
Tern mMonth ----- —
3 ANNUAL Payments of: 425404 1y
36 Tax" i/
m u use Payment Perbd is Mo"thYess t7dr<rwse WiCated pit•A9911COM Teas)
THIS IS A NOWCANCELABLE f IRREVOCABLE AGREEMENT,THIS AGREEMENT CANNOT BE CANCELED OR TERMINATED.
i CONDITIONS
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LESSOR
ACCEPTANCE
ABS Finance ;
DATED LESSOR SKKKTURE TITLE - f
CUSTOMER
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gTED CUSTOMER S VILIR TITLE
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X $
DATED CUSTOMER Sn"TuAr T/tLE
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EAE F Abets DELIVERY
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ADDENDUM TO AGREEMENT Exibit"B" APPLICATION NO. 1268936
Payment and Amortization Schedule
Payment# Principal Interest Total Balance
01 425405 000 425405 746571
02 356914 68491 425405 389657
03 389657 35748 425405 0
This Exhibit"B" is herby verified as correct by the undersigned, who acknowledges receipt of a copy.
KENT CITY OF
Enatu
er
r
Title
/� ��
Date/
I
i
a�
Ftrm 8038`GC Information Return for Small Tax-Exempt
dter May 2Cr..'-); Governmental Bond Issues, Leases, and Installment Sates t545•o7M
Dabivirnint IN tra T•aasay
► Under Internal Revenue Code section 149(e)
ftonslnv ffawa.9wwca Caution:I the+sates prim of a1c issue u t i00 001J or mare.use Ftxm 8038-G
Reporting Authority Check box it Amended Rehm► ❑
t Itme-s name t! E nn rwrrbar
CITY OF KENT V
S Kko tber a•d street lot P O box d meti a not Cairve[aA to ahwt artdr@W RcmrN a
220 4TH AVENUE
4 C Y 'own c•post office,flea and ZIP Cade s ffii n morber rar Nis u"0*)
KENT,WA 98032
a tie a^o•EI o'oiler or hegiS npreeantahae whwn Etas tiS miy a ix mCr!Narmaion T Take'- saw
t 253 8563(a11
Description of Obligations Check one a single issue ❑ or a consolidated return ❑
8o Issue price of obligatiorfs)(see instructions) 8a 11,268 98—
b Issue date(single issue)or calendar date(consolidated) Enter date in mmldcVyyyy format =,
Oor example,0 110 1 12 009j(see instructions)0-
9 Amount of the reported obligation(s)on line Be that is
a For leases for aehicles . . . . . . . . . Qa
b For leases for office equipment . . . . . . . . . . . . . . . . . . Ob
c For leases for real property . . . . . . . . . . . . . . . . . . . . .
d For leases for other(see instructors) . . . . . . . . . . . . . . . . . . . . 9d
e For bank loans for vehicles . . . . . . . . . . . . . . . . . . . . .
f For bank loans for office equipment . . . . . . . . . . . . . . . . . . .
g For bank loans for real property . . . . . . . . . . . . . . . .
h For bank loans for other(see instructions) . . . . . . . . . . . . .
I Used to refund prior Issue(s) . . . . . . . . . . . . . . .
l Represerttirlq a loan from the proceeds of another tax-exempt III (for w npls,bond be* .
k Other
10 if the issuer has designated any issue under section 265(bK3)(B)fXll1)(small issuer exception),check this box ►❑
11 N this issuer has elected to pay a penally in lieu of arbet•age rebate,check this box(see instructions) ►❑
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i
r I
Cameron, Renee
From: Shannon Hall [shannon_hall@absricoh com]
Sent: Friday, December 11, 2009 4 02 PM
To: Cameron, Renee
Subject: Wide format scanner updated info
Hi Renee:
Thanks again for taking the time to meet with me today. I am glad we did, as we had a bit of a disconnect
going on - As you requested I am outlining the conversation we had today so we are all on the same page:
• The stand alone Ricoh wide format color scanner is not the machine that can be discounted the 30% - it is
offered at $323/mo 36 mo FMV lease installed/delivered
• This scanner actually manufactured by another company, requires a PC and has software that is different
than the Ricoh —not the best fit for you
• The better fit for you is the MPW 5100—it is a 10 "D" per min, 2 roll, multi function machine that has color
scanning AND fast B&W printing/copying
• The MP W 5100 has the same interface as the other Ricoh copiers—easy to install,train and user
friendly
• The Ricoh MP W5100 is the machine that can be discounted —and we have discounted it 42%-
$334/mo 36 mo FMV lease - so you get a better machine that can do more, that is easier to use - all
for only $11 more per mo
• The MPW 5100 has a 90 day manufacturer's warranty
• A service contract is offered on the MPW 5100 starting at $72/mo —inc 1000 LF/mo overage is $ 072
per LF—but since you will be using it primarily as a scanner only and therefore very little output—you
might want to wait and add the service contract when you are putting more output on it. The service
contract can be added at anytime -
• We can deliver this machine, barring inclement weather or inventory issues, within 7-10 business days
—you must accept delivery by 12-31-09 in order to qualify for the discount
• Invoices are generated at delivery, so you will receive it a couple of days after delivery, payment is net
10—so more than likely the first payment will not be due until the 15Y or 2"d week of Jan 2010
So , I can get moving on this as soon as I have signed paper work—please call me if you have any questions
Thank you Renee! I know you will be happy with this.... ,
Shannon Fry Hall
Wide Format AEC Specialist
shannon hall c�7r absricoh com
425-458-1163
cell 425-737-7300
fax 425-458-1293
1
RICOH Associated
VAul
Fanatical dboul Service
A RICOH COMPANY
M km Will
REVISED December 11, 2009
DELIVER BY December 31, 2009
Presented to City of Kent
Renee Cameron
Presented by Associated Business Systems—A Ricoh Co.
Shannon Hall
MP W5100 DIGITAL WIDE FORMAT COPIER/PRINTER/SCANNER
Includes:
• Fast 10"D" per minute B&W printing/copying 600 DPI
• Easy touch screen scanning:COLOR/B&W scan to folder/a mail(PDF&TIFF standard
• Single foot print—No PC is needed as controller is now embedded
• 2 roll automatic Roll Feeder standard—
• Document Server(provides temp storage of documents,scans, prints or Remote Viewing Access &Print on
Demand)
• Web image monitor/Smart device Monitor—for remote access to view users, print jobs,toner levels,paper
• Electronic Collating/Sorting AND Enlargement Reduction copying
• Starter Supplies Kit(1 carton of toner,developer, 1 roll of paper—comes installed in machine)
• Shipping, Delivery,Set up, Network Installation, Unlimited Training
City of Kent PRICING: WAS NOW 42% OFF
36 month FMV lease: $577/mo + tax $334/mo + tax
48 month FMV Lease: $480/mo + tax $278/mo + tax
60 month FMV Lease: $399/mo + tax $235/mo + tax
Service' $72/mo includes 1000 LF per mo(3000 sq ft)overage is$.072 per If(or$.024 sq ft)
Plan includes everything except toner and paper
SUP (IgPi�the MP W 5100: Toner. $174.00 per cartridge Yield:6600 LF
m LF Cost$.026 per LF(or$.0086 per sq ft)
Paper:$31.91 per roll Yield:36 x 500 ft roll
LF Cost: $06382 per LF(or$.0213 per sq ft)
d 'C04SUMABLES COST: $.09 PER LF OR$.18 PER"D"OR$.01497 per sq ft
-' Portland I Salem I Eugene I Roseburg (Bend I Klamath Falls I Medford
on Seattle Spokane I Tacoma I Wenatchee Yakima Bremerton
1-880-567-4807
^s"1
Ricoh Aficio MP W5100/MP W7140 IZICOH
Wide Format
Built for Productivity in
High-Volume Environments
747" -
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Powerful Productivity
Original output tray holds up to
.� 50 D-size originals for minimal
n — - , interruptions when making copies
Built-in color scanner
captures color markups '�� Color LCD touch-panel interface
in-house - -- — makes walk-up operation easy
- I and intuitive
Clamshell design -
simplifies system access
Front copy exit tray O
stacks up to 99 D-size
documents for �0
continuous copying `;
Toner cartridge and
paper trays are placed _
for easy,one-step " ��—"..yam a Front-loading drawers enable
re le easy,
nt-s ,..' system placement even in tight
p 4.w.1 quarters and facilitates rapid
re-stocking ,,,. .*^
clearance of paper tams
` Optional front and back
multi-stackers expand
C�— flexibility and high-volume
capabilities(not shown)
i
Embedded Controller RW-7140 External Controller
Client PC Drivers(Windows OS) Client PC(Windows OS)
HDI (print directly from AutoCAD) PlotChent(Job submission tool to Plotbase)
RPCS(Windows based) PlotClient Web
Postscript(PDF and PostScript files) WINPRINT(Send office documents through --
Web Print Tool(CALS, HP-GL 1/2,TIFFS) Windows driver to Plotbase)
(Browser based) PlotChent HDI(Send AutoCAD documents
to Plotbase)
WWII
MP W5100/MP W7140
F'
_r _ RW-7140 Server PC
Plotbase
MP W5100/MP W7140 _ (Printing software
r' for RW-Controller)
r Driver 1 == PlotChent Web
RW-7140 Scan Tool
Client PC Drivers(Mac OS) �
HDI(print directly from AutoCAD) sa�
RPCS(Mac based)
Postscript(PDF and PostScript files) Client PC Drivers with Mac OS Wide Format Inklet
Web Print Tool(CALS, HP-GL 12,TIFFS) PlotChent Mac(Jobs submission tool Print and Manage 1 Inklet
(Browser based) to Plotbase) on Network
`p Y x'k .(--,i•'X�Y-�+�'d31
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Built-In Productivity
¢ar
Add up the fast output speed, user simplicity and , �,� �, ;•-g;, .-�
smart engineering of the Ricoh Aficio MP W5100 and
MP W7140 Wide Format ImagingSystems,Di ital
9
and you get systems that will be the workhorse in 6� "
your reprographic area for years to come. u
•Jump-start your workflow productivity wrti output speeds up to 10 or 14
documents per minute
• Share the productivity from day one, thanks to the redesigned, super-wide
color LCD operation panel
• Reduce paper and toner usage by previewing document thumbnails before
printing or scanning 8 5-inch wide, high-definition LCD control panel
• Simplify and enlarge displays with the touch of a button for easier walkup use makes wide format printing and scanning as
• Change paper and toner in a snap—clear lams, too—through the easy-to-use easy as a standard copier
front-loading drawers and clamshell engineering
Streamline Your Workflow
- -- ---- - ------- --
Whether you use the Ricoh Aficio MP W5100 and ---_
MP W7140 Wide Format Digital Imaging Systems with
a dedicated professional operator, have walkup users
or work from a remote PC, you can configure exactly the -- o
system you need to optimize your unique workflow.
• Eliminate tedious document updating by capturing as-buwlts, handwritten, -• --_=o
on-site changes and color markups, and then integrating them with satellite
imagery, photographs and maps to create complete bid sets
•Create and distribute documents with a comprehensive selection of Scan-to options
• Scan project documents directly into an electronic plan room for easy viewing by other architects, engineers or contractors
• Simplify document access by temporarily storing documents on the 320 GB
(160 x 2) "Document Server" and view them on the control panel or your
PC for reprinting, as needed WeblmageMonitor allows you to view documents
• Increase your ability to handle high-output volume with optional front and in the Document Server, monitor supply levels,
back multi-stackers check lob details, assign e-mail notification to
key team members, remotely cancel lobs, and
Manage Your System Remotely much more—right from your desktop
• Use WeblmageMonitor to view documents in the Document Server, monitor
supply levels, check job details, assign e-mail notification to key team members,
remotely cancel lobs and reboot the system from anywhere on the network
• Use the Document Server to assemble lob sets—remotely or at the system
itself—from prints, copies and scans - -- -
• Manage advanced security features, including Windows Authentication and PDF
Encryption,to keep your documents safe at every stage of printing and distribution
Printer Controller Choices:
Simple, Versatile, Secure = - -
A fast, powerful external print controller supports a = - -- -- __-
variety of file formats in the CAD market While the single
footprint, embedded printer option easily handles the
most common file formats and maximizes floor space. ---
Built-in Printing
• Driver support for Windows—PostScript, HDI and a Web Print Tool to build New Plotbase software improves functionality
job sets from HP-GL, TIFF and CALS file formats over previous versions, including color calibration,
•The built-in security features included with the RPCS drivers provide piece of account tracking and printing to multiple output
mind—Lock print, Hold print and Stored print devices including inkjet printers
Ricoh Aficio icio� .
, r
Specifications Printer Option Type W7140(Option) Print Controller Features
Configuration Console Controller Board Embedded •Auto Paper Select •Paper Remaining Level
Copy/Printing Electro-photographic printing Print Speed MP W7140 14 ppm D-size LEF, •Collate •Pen Settings Preview Print
Process 7 ppm E-size SEE, •Color Editing Tools •Print Queue Nlanagement
Paper Source 2 roll paper feeder(standard) MP W5100 10 ppm D-size LEF, •Combine Images •Redi.ce/Enlarge
2 roll paper feeder(opu l)' 5 ppm E-size SEE •Cut Mode •Sample Print Setting—Build Job
2 drawer paper cassette trays Print Resolution Up to 600 dpi •Distributive Printing Sets Trom Multiple File Formats
(optional)* HDD 320 GB 160 x 2)(Shared with other •Limitless Paper Feed •Simultaneous Printing and
'Ca nnot be mtauee simultaneously applications such as Copy/Scanner) •Locked Print Scanning
Warm-Up Time Less than 120 Seconds Supported File HP-GL,HP-GL2,HP-RTL,TIFF, •Output Tray Selection •Stamping
First Copy 10 seconds(D-size) Formats PostScripVPDF,CALS,MS Office File •Output to One Inkjet •Title Block Setting
Copying Speed MP W7140 14 ppm(D-size), • Formats,1PEGs
MP W5100 10 ppm(D-size) HDI Driver DWG Scanner RW-7140
Resolution 600 dpi x 600 dpi (Option to the RW-7140 Print Controller)
Grayscale Scanning 256 levels Scanner Option Type W7140(Option) Controller Type External PC Server
Grayscale Printing 2 levels n Controller Board Embedded Maximum Continuous 14 spm D-size LEE(200 dpi, 1 brt)
Reduction/ 18 presets,25/to 400%by Scan Speed MP W7140 and MP W5100 Scan Speed 7 spin E-size SEE(200 dpi, 1 bit)
Enlargement 0 1%increments 1 75 ips—13 ips®600 dpi Resolution 150—600 dpi
Multiple Copies 1 to 99(ten key input) Scan Resolution 150 dot to 600 dpi,
Cutting Method Synchronized,preset cut,variable cut Twain up to 1200 dpi (1200 dpi with enhancement)
Memo Capacity 1,024 MB(Co /Printer, Scan Size MP W7140 Min t,5"z 8 5'—
rY P Y PY ) Scanner Features Scan-to-Email Scan-to-Folder, Max 36' x 9S 4 ft,
2,048 MB(required with scanner Network TWAIN,Scan-to-NCP, MP W5100 Min 8 5"x 8 5'—
option) Scan-to-FTP,Scan-to-$MB,
TEX
Standard Hard Drive 320 GB(160 x 2) Max x 2 ft
PC Interface Standard connection to external PC Scan-to-Document Server File Format Standard TIFF(single/ page,
Edit Erase Border,Positive/Negative, uncompressed/G3/G4),T6X,BMP,
for RW-7140 controller Mirror Image RLC,HP-RTL,PCX,CALS 1&2,
Original/Copy Size Maximum MP W7140 36'x 1180" Preview Full View 18" x 24",
(98 4 ft) MP W5100 36"x 590' Section Preview 36"x 48' Option PDF(single/multi page),
DWF,DWG
(49 2'), File Formats Multi page TIFF,Single page TIFF, Scanner Software SCANTOOL Software
Minimum 8 5'x 8 5",36"x 78" Multi page PDF,Single page PDF, SCANTOOL Color Editor
bypass Single page JPEG Controller Type Same as printer controller spec
Original Exits Rear(upper),Original rear exit
(straight thrOLgh),Original upper exit Printer Controller RW-7140(Option) Resolution 150—600 dpi
(1
Copy Exits Front 99 Sheets(Plain Paper D-size (1200 dpi with enhancement)
LEE) Controller Type External PC Server
Back 10 Sheets(Plain Paper Dsize LEE) (PC not ncluded,must be purchased Scanner Features
Power Source Back208 10 Sheets
i5A 60Hz(NEMA si—2EE) separately from appropriate vendor) •Authentication Modes •RGB(24 bit),Grey,B&W
Max Power '� Print Controller MP W7140 7 ppm E-size SEF, e Closed-Loop Calibration •Rotation
Consumption 1 14 ppm D-size LEE, •Color Editing •Scan Modes
MP N5100 5 ppm E-size SEF, •Contrast Sett n Integrated•Scan-to-Archive
Dimensions(WxDXH)49 2'x 29 7"x 47 2" g e9
Weight 507 Ibs St ppm D-size LEE •Invert Continuous Input •Scan-to-Email
Supported File Standard HP-GL,HP-GL2,HP-RTL,TIFF � •Invert •Scan-to-Folder
Copier Features Formats Calcomp906/907,WMF BMP,CALS e Mirror/Positive/Negative •Scan-to-FTP
(1&2),TEX,CIT PCX,RLC Intergraph, •Multiple Scan Settings •Scan-to-NCP
•2 Drawer Cut Sheet Paper Trdy(option) Windows Metafile,Windows OS/2 e Preview While Settings •Scan-to-SMB
•Auto Paper Seleoion(APS) Bitmap,DWG,JPEG •Reading Area Setting
•Auto Reduce/Erlargement,User Auto Reduce/Enlargement, Option DWG/DXF/DWF(with
Preset Reduce/Eniargement,Zoom,Size Magnification, installation of AutoCAD application), Controller Options
Directional Magnification VIC,CGM,Postscript •CGM(Computer •Scan Option
•Directional Size Magnification(percentage and mmAnch), Cyient PC OS Windows Windows 2000,XP(32 and Cra hits Meta i e) •Scan to DWF(whcan option)
Fine Magnification Support 64 bit),Vista(32 and 64 bit) p p
•Electronic Sort Mac From OS8 6-10 4(client PC) 'DWG/DXF/DWF •VIC
•Image Overlay,Format Oveday,Negatve/Positive,Mirroring, Linux Redhat Linux 6 x-7 1 •PostScript 3
Double Copy,Repeat Copy,Combine Images HP-UX 10 x/11 x
•lob Interrupt Sun Solans 2 6/7 x/8 x
•Job Program(up to 10 Jobs) SCO OpenServer 5 Ox
•Manage System and Security Settings,Document Server, K Requirements
Printer and Scanner Features Operating System Windows XP Professional 32-bit,
•Margin Adjustment Microsoft Vista 32-bit
•Preset Stamps,User Preset Stamps,Date Stamp,Page Stamp Processor Recommended Intel Celeron with
•Standard 320 GB Hard Disk Drive Store Up to 3,000 2GHz or higher
Documents PCI Interface Slot 2 0 or higher x i
•User Tools,Manage System and Security Settings, Recommended 2 G8
Document Server,Printer and Scanner Features RAM Memory
Copier Options Hard Drive At least 100 GB free space
Network Interface 10/100 Base-T Ethernet,
Paper Cassette Tray 2 drawer paper cassette,adjustable i TCPAP configuration
up to 18"x 24" Holds up to 250 Monitor At least 1,024 x 768 or higher/
sheets x 2(17 be —20 Ids) Recommended 1,260 x 1024
Roll Feeder 2 oll feeder option,holds an Network Protocol TCPAP,IPl IprApq,HTML,SMB or
additional 2 rolls(4 rolls total) (Server) Novell 6 5 SP6 with Novell Client 491
Roll Holders 2 nolders,max roll diameter 3"core SP3 Unix
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R3031
Cameron, Renee
From: Cameron, Renee
Sent: Friday, December 18, 2009 4 19 PM
To: Carrington, Mike
Cc: Wolters, Ben, McKenney, Jim
Subject: ECUs Request for Wide format scanner/printer/copier purchase
Attachments: Wide format scanner updated info, RE Large Format Scanner
Mike
Ben requested that I forward to you the information regarding our (Economic &
Community Development's request for a large format scanner. I am going to attach a few
different e-mails which I believe provide information and Justify the need for this purchase.
Ricoh has offered us a great deal on the large format scanner/printer/copier vs. the scanner only
that we were proposing. They have cut the price of the scanner/printer/copier by 42% if we
have it in place by the end of the year. I know Shannon and/or Wade have provided some of
this Information to Jim McKenney early on when we were first inquiring to make sure that he
was o.k. with our request and to make sure everything was compatible with our system(s).
Please see the a-mails with all of the details from Shannon at Ricoh, as well as a series of
e-mails regarding the need between Ben and I. After your review, please let Ben or I know if
you have any issues or concerns with this request. We would like to have a Request for Mayor's
Signature to the Mayor on Tuesday so we can get the Lease Agreement back to Ricoh in time to
have the machine in place by 12/31/09.
Thank you very much for your prompt attention.
Renee
Renee Cameron, ,administrative assistant Irr
Administration I Economic &Community Development
400 West Gowe, Kent, WA 98032
`. iCENT Main 253-856-5454 1 Direct 253-856-5456
u.,. www.choosekent.com
PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS E-MAIL
1
{
Cameron, Renee
From: Wolters, Ben
Sent: Monday, December21, 2009 1 59 PM
To: Cameron, Renee
Subject: Note for Mayor
Madam Mayor,
This lease contract for a large format scanner/printer/copier is essential to allow our department
to create sufficient room for the reorganization by digitizing our large store of records thereby
freeing up that space for the reorganization.
It has been reviewed and OK'ed by John, Bob, and Mike Carrington.
By acting now, we are getting a 40 percent price break from Ricoh, the City's vendor.
Call if you have questions.
Thanks,
Ben.
Ben Wolters, Director
Economic Development/ Office of the Mayor
220 Fourth Avenue South, Kent, WA 98032
K ENT Phone 253-856-5703 1 Fax 253-856-6700
4YA i I I p G i0 p www.choosekent.com
L,NSIDLR It9f '_NYIRONMENT BEFORE PRINTING THIS E-MAIL
1
Cameron, Renee
rom: Cameron, Renee
Sent: Wednesday, November 18, 2009 1 23 PM
To: Wolters, Ben, Hodgson, John, Satterstrom, Fred
Cc: Pulliam, Julie
Subject: RE Large Format Scanner
Ben —
I just spoke with Kelly Casteel regarding their scanning needs and she advised that they
currently have an PW intern scan in their (PW's) approved As-Builts/maps/plans, which approved
As-Builts will be retained by Public Works after Development Engineering has completed their
review. Kelly also advised that there are times that they would like to have the ability to print
out a copy of proposed As-Builts/plans that they occasionally receive electronically to be able to
review.
After receiving your e-mail, I checked with Shannon at Ricoh inquiring about the scanner
only option and the lease term on that. She said they could do the scanner only Wide format
color scanner 36 mo FMV lease = $296/mo.
As for using Public Works scanner, apparently there was a prior conflict/issue between PW
and Corn Dev regarding the use of the scanner. I did contact and worked with PW this summer
to train and have my administrative staff use the scanner while the intern was on vacation. To
be completely honest, they cringed when I asked to use it and were a little uneasy when they
were down there. We were able to scan a few plans in and index them, however, ran into a
glitch with the settings on the scanner which then caused IT to ask us to stop scanning until they
could figure out what happened. After that the intern was back from vacation and we have not
had the opportunity to scan again since then. Also, their scanner is a few years old and
apparently the intern was/is actually making large format copies on one machine of the older
maps/plans Just so he can scan in a clean and unwrinkled copy. This makes for twice the work
and the huge amount of large format copying paper to be used just to scan a document. The
scanner the Ricoh proposes would be much like the copiers we now have with a scanning
directory that would Just go straight to the file we want it to and it accepts maps/plans which
may have folds in them without issue. PW scanner is very sensitive. Also, I checked with Cheryl
Viseth after receiving your e-mail and she advised that it is a daily process and that they are
continually. I also spoke with Kelly and she advised that the intern basically focuses on scanning
and indexed throughout the day all day. I then spoke with the intern, Joe, about how often he
scans. He gets very nervous and asked if there was a problem and I assured him there wasn't
and that I was Just inquiring as to the possibility/availability of us utilizing the scanner. Joe
stated that he scans everyday for at least 3-4 hours throughout the day and will often rescan if
he realizes that a scan is considered unacceptable when he goes to ECapture to index.
Again, let me know what you think.
Renee
From: Wolters, Ben
Sent: Wednesday, November 18, 2009 11:40 AM
To: Cameron, Renee; Hodgson, John; Satterstrom, Fred
Cc: Pulliam, Julie
Subject: RE: Large Format Scanner
Renee, thanks for your work on this.
As part of your research, can you discuss with Mike and Kelly what their need is for
scanning/prints/copies of large format documents? I recall they currently use the one in Public
Works.
Second, is the scanner only option for $9,995 for 36 months?
Finally, have you talked with Public Works Staff at all about the possibility of scheduling time on
their scanner? That is what I would want to compare too for deciding if the scanner cost is truly
necessary given the budget situation.
Thanks, Ben.
From: Cameron, Renee
Sent: Wednesday, November 18, 2009 11:20 AM
To: Wolters, Ben; Hodgson, John; Satterstrom, Fred
Subject: Large Format Scanner
Ben, John and Fred
First of all, sorry for the long e-mail. Ricoh's copier/scanner representative left me a
voice mail message this a.m., as well as the e-mail below, inquiring whether we are still
interested in a large format scanner for Economic and Community Development. They have
been on hold for some time waiting to see what was/is happening with our budget. They are
now offering to reduce the monthly lease payment by $90/month, or approximately $3,000 for
the term of the lease, or 12 months of free service and supplies. I had originally met with two
of Ricoh's representatives, Shannon and Wade, this summer/fall regarding our needs to get our
maps/plans scanned into the system, what type of machine would work best for us, the cost of
two different large format scanners, and what the annual lease payment would be so we could
ask for it in the 2010 budget, which we did. We also had funds at the time of our meeting in the
2009 budget to pay for the 1st year lease, however, those funds are no longer available after
the cuts to our budget.
In any case, I just wanted to check-in with all of you and advise you regarding Ricoh's
newest offer to discount the MP W5100, which scans/prints/copies by approximately $3,200, or
the 12 months of free service and supplies, however, they state we would have to take action in
the next few weeks. The original amount quoted for the MP W5100 was dependent on the
length of the lease, which consist of either 36/48/60 months. Obviously it is a better overall
saving with the shorter lease. If we did a 36 month lease, at the reduced monthly lease rate,
the total of the lease be $17,532 + tax. Without the reduced monthly rate the 36 month lease
would be $20,772 + tax. We could also chose instead Ricoh's offer of 12 months of free service
and supplies (Service $72/mo and Supplies of Toner at $174.00 per cartridge and Paper at
$31.91 per roll (36 x 500 feet). Since we would be mostly scanning in and not necessarily
printing a whole lot right now I'm thinking we would not use much toner and paper in the first
12 months, as our focus would Just be scanning the maps/plans in and getting them indexed, so
2
the better option would be the $3,200+ off the lease. According to Shannon's voice mail this
a.m., they have the machine that they are willing to discount Instead of sending it back to
Inventory. In Shannon's e-mail below, she also advising that Ricoh has a stand-alone wide
format color scanner for $9995 — this is a scanner only — no printing/copying like the MP
W5100. If we are merely looking at just scanning, this could also be an option.
Please let me know if leasing/purchasing a large format scanner is still being considered,
so I can advise Ricoh, one way or the other, and if not now, if you think it is likely in the future
that it could/would be considered. Our Administrative staff are able and ready to start scanning
and purging the maps/plans that take up so much room and I truly feel it is essential that it be
done, especially since there is no backup for these approved maps/plans at all in case of any
type of catastrophe, and we have boxes and boxes and file racks full of maps/plans which once
scanned, backed up, and purged would create some free space that will be necessary for the
department's remodel. I know you are all well aware of this, however, thought it would help if I
reminded all of you. O
Please let me know your thoughts at your earliest convenience.
Renee
Renee Cameron, administrative Assistant III
Administration I Economic &Community Development
4001- 400 West Gowe, Kent, WA 98032
KENT Main 253-856-5454 1 Direct 253-856-5456
www.choosekent.com
PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS E-MAIL
From: Shannon Hall [mailto:shannon_hall@absricoh.com]
Sent: Wednesday, November 18, 2009 10:13 AM
To: Cameron, Renee; McKenney, Jim
Subject: haven't heard from you in a while...
Hello Renee and Jim:
Are you still wanting to add a wide format color scanner to your fleet? Wade was able to get the OK to
discount the MP W 5100 up to $90/mo on the lease—or 12 mo of free service and supplies
What do you think?
From: Shannon Hall
Sent: Monday, October 12, 2009 4:39 PM
To: 'Cameron, Renee'; McKenney, Jim
Subject: RE: Hello - checking in
3
The Stand alone Wide Format Color Scanner was something Jim and I discussed to work in conjunction with
Public Works existing Wide Format - I was wrong about the pricing though —the Ricoh stand alone wide
format color scanner is $9995—this is a scanner only—no printing/copying like the MP W5100
I know that the color scanning was a priority-- if you want to scan only—and do not want to improve your out
put (copy and printing) of the wide format then I can give you more info
What do you think?
From: Cameron, Renee [madto:RCameron@ci.kent.wa.us]
Sent: Monday, October 12, 2009 8:44 AM
To: Shannon Hall, McKenney, Jim
Subject: RE: Hello - checking in
Shannon
I don't know that we are going to be able to find the money in the budget.
Admin/Finance are still looking at it, as it is a definite need, unfortunately, there is no $ in the
remaining 2009 budget, and I don't know what the 2010 budget will be.
What is the: Wide Format Color scanner as a standalone product—with great pricing—around
$4100 ( if you remember I was quoting you over $10K for the Contex scanner)? Is this something that
would work for us that I might be able to have Finance find funds for, instead of the 5100?
Renee
From: Shannon Hall [madto:shannon_hall@absricoh.com]
Sent: Friday, October 09, 2009 1.06 PM
To: McKenney, Jim; Cameron, Renee
Subject: Hello - checking in
Hi Renee and Jim
Hope this finds you well ...
Rene, I was wondering where we are with the MP W 5100 wide format scanner/printer/copier—on Sept 171h
you wrote
Mayor is expected to provide the Council a proposed budget on or about October 6 th , so we
should hopefully know something more then. I'll be in touch ASAP.
And Jim: I have some good news—I just found out that Ricoh is now offering the Wide Format Color scanner
as a standalone product —with great pricing—around $4100 ( if you remember I was quoting you over $10K
for the Contex scanner)
I have attached a brochure
4
Looking forward to hearing from you!
Shan,nbn Fry Hall
Vide Format AEC Specialist
shannon_hall@absncoh com
425-458-1163
cell 425-737-7300
fax 425-458-1293
5
ATTORNEY WORK PRODUCT
PRIVILEGED INFORMATION
White, Tammy
-NOT FOR PUBLIC DISCLOSURE-
From: White, Tammy
Sent: Thursday, December 24, 2009 7 34 AM
To: Wolters, Ben, Cameron, Renee
Cc: Pulliam, Julie, Fitzpatrick, Pat
Subject: RE Econ &Comm Dev Large Format Scanner
Sounds good. In accordance with Renee's last email, we will strike the references to Exhibits A
and C since they are not applicable. Also, since your group wishes to proceed with the
agreement as originally presented by Ricoh and its financing company, the lease agreement is
ready for Renee to pick up, to pitch the procurement waiver to the Mayor, and if the Mayor
approves of that waiver, to obtain her signature on the lease agreement.
There is one location that Ricoh highlighted on the lease agreement that the Mayor should not
sign, and that is the portion entitled "Acceptance of Delivery," which certifies the equipment has
been delivered, installed, and fully completed and satisfactory. Renee or another staff member
can sign that portion once the equipment is actually delivered and working properly. Renee,
please ensure that a fully executed copy bearing all signatures is returned to Mary in the Clerk's
Office.
I think this completes our work, but if there is anything else that you need, please let us know.
Thanks.
Tammy Larson-White, Lega/Analyst
Civil Division I Law Department I City of Kent 1�
220 Fourth Avenue South, Kent, WA 98032
Direct 253-856-5774 1 Fax 253-856-6770
www.choosekent.com PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS E-MAIL
From: Wolters, Ben
Sent: Wednesday, December 23, 2009 8:12 PM
To: Cameron, Renee; White,Tammy; Fitzpatrick, Pat
Cc: Anderson, Charlene; Satterstrom, Fred (` ,
Subject: Re: Econ. & Comm Dev. Large Format Scanner
FYI, Bob is aware of this request and approves Ben
I
From: Cameron, Renee
To: White,Tammy; Fitzpatrick, Pat
Cc: Anderson, Charlene; Wolters, Ben; Satterstrom, Fred
Sent: Wed Dec 23 14:13:10 2009
Subject: FW: Econ. &Comm Dev. Large Format Scanner
Tammy and Pat
See Ricoh's response regarding Exhibits (Schedule) A and C. Tammy, I forwarded to you
the amortization schedule (Exhibit B) yesterday. Depending on Finance's response, which
sounds like they previously approved the same type lease/purchase agreement for IT, I'm
hoping we will be able to move forward on Monday. I'm off tomorrow, however, when I spoke
1
REQUEST FOR MAYOR'S SIGNATURE
KENT Please Fill in All Applicable Boxes
WASHINGTON
Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT)
Origmatoa . L � Phone (Originator)
Date Sent: t Date Required:
Return Signed Document to- �' Y cn CONTRACT TERMINATION DATE:
VENDOR NAME: DATE OF COUNCIL APPROVAL:
Brief Explanation of Document.
1
-�C —►z—�—��` A,
All Contracts Must Be Routed Through the Law Department
(This Area to be Completed By the Law Department) � � I
Received:` "f r d� • �/- Q �{
Approval of Law Dept.-
Law Dept. Comm ts.
Wi PIT
LAW Oto
Date Forwarded to Mayor: `
I
Shaded Areas to Be Completed by Administration Staff �,�
Received:`
Recommendations & Comments:
Disposition:
3 - A nD E- C E W E
Date Returned: DEC k, _
CITY OF K-EV age587 • 3/05
CITY CLERK