13011-CONTRACT.PDF

SERIAL 13011-RFP
CONTRACT PURSUANT TO RFP
This Contract is entered into this 9 th day of October, 2013 by and between Maricopa County ("County"), a political
subdivision of the State of Arizona, and Ricoh USA, Inc. an Ohio corporation ("Contractor") for the acquisition of
copiers/multi-function devices (MFD), services and support.
1.0 CONTRACT TERM:
1.1 This Contract is for a term of five (5) years and four (4) months, beginning on the 9 th day of
October, 2013 and ending the 31 st day of January, 2019.
1.2 The County may, at its option and with the agreement of the Contractor, renew the term of this
Contract for additional terms up to a maximum of five (5) years, (or at the County's sole
discretion, extend the contract on a month-to-month basis for a maximum of six (6) months after
expiration). The County shall notify the Contractor in writing of its intent to extend the Contract
term at least thirty (30) calendar days prior to the expiration of the original contract term, or any
additional term thereafter.
2.0 FEE ADJUSTMENTS:
Any request for a fee adjustment must be submitted sixty (60) days prior to the current Contract expiration
date. Requests for adjustment in cost of labor and/or materials must be supported by appropriate
documentation. If County agrees to the adjusted fee, County shall issue written approval of the change. The
reasonableness of the request will be determined by comparing the request with the Consumer Price Index
or by performing a market survey.
3.0 PAYMENTS:
3.1 As consideration for performance of the duties described herein, County shall pay Contractor the
sum(s) stated in Exhibit "A, A-1, A-2, A-3."
3.1.1 Payment shall occur thirty (30) days after installation and acceptance of equipment by the
County department.
3.1.2 Problems regarding billing or invoicing shall be directed to the using department as listed
on the Purchase Order. All MCSO invoices shall be emailed to the following:
MCSO_Accounts_ Payable@mcso.maricopa.gov .
3.1.3 Payment shall be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
Ie.maricapa.v.,( iiiance/N vnthirs.as1 `. The County may determine to
use a procurement card that may be used from time-to-time, to place and make

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payment for orders under this Contract subject to the pricing and payment terms in
Exhibit A-1.
3.1.4 EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
3.1.5 The Contractor shall submit an invoice that reflects the total monthly billing amount due
by department with an itemized break down by volume category containing the
following information:
a. A complete listing by County department, site location and machine serial number
of each copier in that volume category, billed to each department for the copiers
they have in inventory from the Contractor.
b. Color copy counter (meter) monthly readings for each copier, if applicable
c. Total copies chargeable to each copier for that month and the applicable County
department's accounting data.
d. The total cost incurred by the production of those copies.
The invoice must be dated and contain the following information:
a. Name and address of Contractor (Note: It must correspond to the remittance
address in the contract);
b. County bill-to name and contact information;
c. Contract serial number;
d. Payment terms as bid;
e. Purchase order number of using County department
Failure to provide this information will cause the using department to return the invoice
for corrections and thus delay payment.
Al! invoices must be submitted AFTER the PMP services have been provided at the
end of each month. Invoices shall be submitted to the County department where the
copier is in use.
4.0 ORDERING AUTHORITY:
4.1 The Contractor should understand that any request for purchase of materials or services shall be
accompanied by a valid purchase order, issued by Office of Procurement Services, or by a County
Certified Agency Procurement Aid (CAPA).
4.2 County departments, cities, other counties, schools and special districts, universities, nonprofit
educational and public health institutions may also purchase from under this contract at their
discretion and/or other state and local agencies (Customers) may procure the products under this
contract by the issuance of a purchase order to the Contractor. Purchase orders must cite the
contract number.
4.3 Contract award is in accordance with the Maricopa County Procurement Code. All requirements
for the competitive award of this contract have been met. A purchase order for the products is the
only document necessary for County departments to purchase and for the Contractor to proceed
with delivery of materials available under this contract.
4.4 Any attempt to represent any product not specifically awarded under this contract is a violation of
the contract. Any such action is subject to the legal and contractual remedies available to the
County, inclusive of, but not limited to, contract cancellation, suspension and/or debarment of the
Contractor.

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5.0 STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):
5.1 The County is a member of the $AVE cooperative purchasing group. SAVE includes the State of
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts.
Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful
Contractor under this contract, a member of $AVE may access a contract resulting from a
solicitation issued by the County.
6.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA ' s):
6.1 The County currently holds ICPA's with numerous governmental entities throughout the State of
Arizona. These agreements allow those entities, with the approval of the Contractor, to purchase
their requirements under the terms and conditions of the County Contract.
7.0 AVAILABILITY OF FUNDS:
7.1 (i) If all of the following shall occur: (A) if the County fails to appropriate sufficient monies in any
fiscal period for Equipment and other payments coming due under a Schedule to this Contract in
the next succeeding fiscal period (ii) If a Non-Appropriation occurs, then: (A) County must give
Contractor immediate notice of such Non-Appropriation and provide written notice of such failure
by the County at least thirty (30) days prior to the end of the then current fiscal year or if Non-
Appropriation has not occurred by such date, immediately upon Non-Appropriation, (B) no later
than the last day of the fiscal year for which appropriations were made for the Equipment due
under any Schedule to the Contract (the "Return Date"), County shall return to Contractor all, but
not less than all, of the Equipment covered by such Schedule to this Contract, at Contractor sole
expense, in accordance with the terms hereof; and (C) any Schedule to this Contract shall
terminate on the Return Date without penalty or expense to County and County shall not be
obligated to pay the Equipment beyond such fiscal year, provided that (x) County shall pay any
and all Equipment and other payments due up through the end of the last day of the fiscal year for
which appropriations were made and (y) County shall pay month-to-month rent at the rate set forth
in any such Schedule for each month or part thereof that County fails to return the Equipment as
required herein.
8.0 DUTIES:
Contractor and/or its affiliate companies will provide County with the services more particularly described in an
ordering document (the "Services"). In order to obtain Services from Contractor, County shall submit to Contractor an
ordering document in the form of a Service Order, Statement of Work or other written instrument accepted and
approved by Contractor (a "Service Order") as set forth in Exhibit I. In order to expedite the ordering and delivery
process, and for the convenience of the County, this Contract establishes the terms and conditions between the parties
governing all Services. Any documents issued by County to procure services at any time for any reason, even if they
do not expressly reference or incorporate this Contract, will not modify or affect this Contract, nor have any other legal
effect, notwithstanding the inclusion of any additional or different terms or conditions in any such ordering document
and shall serve only the purpose of identifying the services ordered and shall be subject to the terms and conditions of
this Contract. In the event of a conflict between this Contract and a Service Order, the terms and conditions of the
Contract shall prevail
8.1 The Contractor shall perform all duties stated in Exhibit "B-G", or as otherwise directed in writing
by the Procurement Officer.
8.2 During the Contract term, County may provide Contractor's personnel with adequate workspace
for consultants and such other related facilities as may be required by Contractor to carry out its
contractual obligations.

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9.0 TERMS and CONDITIONS:
9.1 INDEMNIFICATION:
9.1.1 To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold
harmless County, its agents, representatives, officers, directors, officials, and employees
from and against all third-party claims, damages, losses and expenses, including, but not
limited to, reasonable attorney fees, court costs, expert witness fees, and the cost of
appellate proceedings, relating to, arising out of, or alleged to have resulted from the
negligent acts, errors, omissions, mistakes or malfeasance relating to the performance of
this Contract. Contractor's duty to defend, indemnify and hold harmless County, its
agents, representatives, officers, directors, officials, and employees shall arise in
connection with any claim, damage, loss or expense that is attributable to bodily injury,
sickness, disease, death, or injury to, impairment, or destruction of property, including loss
of use resulting there from, caused by any negligent acts, errors, omissions or mistakes in
the performance of this Contract including any person for whose acts, errors, omissions or
mistakes Contractor may be legally liable.
9.1.2 The amount and type of insurance coverage requirements set forth herein in no way
be construed as limiting the scope of the indemnity in this paragraph.
9.1.3 The scope of this indemnification does not extend to the sole negligence of County.
9.2 INSURANCE REQUIREMENTS:
9.2.1 Contractor, at Contactor's own expense, shall purchase and maintain the herein stipulated
minimum insurance from a company or companies duly licensed by the State of Arizona
and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona
licensing, the stipulated insurance may be purchased from a company or companies, which
are authorized to do business in the State of Arizona, provided that said insurance
companies meet the reasonable approval of County. The form of any insurance policies
and forms must be reasonably acceptable to County.
9.2.2 All insurance required herein shall be maintained in full force and effect until all work or service
required to be performed under the terms of the Contract is satisfactorily completed and
formally accepted. Failure to do so may, at the sole discretion of County, constitute a
material breach of this Contract.
9.2.3 Contractor's insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
9.2.4 Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County's right to coverage
afforded under the insurance policies.
9.2.5 The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies.
9.2.6 County reserves the right to request and to receive, within 10 working days, certified
copies of any or all of the herein required insurance certificates. County shall not be
obligated to review policies and/or endorsements or to advise Contractor of any
deficiencies in such policies and endorsements, and such receipt shall not relieve
Contractor from, or be deemed a waiver of County's right to insist on strict fulfillment of
Contractor's obligations under this Contract.

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9.2.7 The insurance policies required by this Contract, except Workers' Compensation shall list
County, its agents, representatives, officers, directors, officials and employees as
Additional Insureds.
9.2.8 The policies required hereunder, except Workers' Compensation shall contain a waiver of
transfer of rights of recovery (subrogation) against County, its agents, representatives,
officers, directors, officials and employees for any claims arising out of Contractor's work
or service.
9.2.9 Commercial General Liability.
Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $2,000,000 for each occurrence, $2,000,000
Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit.
The policy shall include coverage for bodily injury, broad form property damage,
personal injury, products and completed operations and blanket contractual coverage, and
shall not contain any provision which would serve to limit third party action over claims.
There shall be no endorsement or modification of the CGL limiting the scope of coverage
for liability arising from explosion, collapse, or underground property damage.
9.2.10 Automobile Liability.
Commercial/Business Automobile Liability insurance and, if necessary, Commercial
Umbrella insurance with a combined single limit for bodily injury and property damage
of not less than $2,000,000 each occurrence with respect to any of the Contractor's
owned, hired, and non-owned vehicles assigned to or used in performance of the
Contractor's work or services under this Contract.
9.2.11 Workers' Compensation.
9.2.11.1 Workers' Compensation insurance to cover obligations imposed by federal
and state statutes having jurisdiction of Contractor's employees engaged in
the performance of the work or services under this Contract; and
Employer's Liability insurance of not less than $1,000,000 for each
accident, $1,000,000 disease for each employee, and $1,000,000 disease
policy limit.
9.2.11.2 Contractor waives all rights against County and its agents, officers,
directors and employees for recovery of damages to the extent these
damages are covered by the Workers' Compensation and Employer's
Liability or commercial umbrella liability insurance obtained by Contractor
pursuant to this Contract.
9.2.12 Certificates of Insurance.
Prior to commencing work or services under this Contract, Contractor shall furnish the
County with certificates of insurance, or formal endorsements as required by the
Contract, issued by Contractor's insurer(s), as evidence that policies providing the
required coverage, conditions and limits required by this Contract are in full force and
effect. Such certificates shall identify this contract number and title.
9.2.12.1 In the event any insurance policy (ies) required by this Contract is (are)
written on a "claims made" basis, coverage shall extend for two (2) years
past completion and acceptance of Contractor's work or services and as
evidenced by annual Certificates of Insurance.
9.2.12.2 If a policy does expire during the life of the Contract, a renewal certificate
must be sent to County fifteen (15) days prior to the expiration date and/or

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in accordance with the terms and conditions of the policy. The policy shall
be in effect during the term of the contract.
9.2.13 Cancellation and Expiration Notice.
Insurance required herein shall not be permitted to be canceled without thirty (30) days
prior written notice to the County.
9.3 WARRANTY OF SERVICES:
9.3.1 Contractor warrants that the services shall be performed by Contractor in a workmanlike
manner and in accordance with industry standards. Contractor further warrants that, at the
time of delivery and for a period of ninety (90) days thereafter the equipment will be in
good working order and will be free from any defects in material and workmanship.
Contractor's obligations under this warranty are l imited solely to the repair or replacement
(at Contractor's option) of parts proven to be defective upon inspection. The foregoing
warranty shall not apply (a) if the equipment is installed, wired, modified, altered, moved
or serviced by anyone other than Contractor, or (b) if the equipment is installed, stored and
utilized and/or maintained in a manner not consistent with Contractor specifications, or (c)
if a defective or improper non-Contractor accessory or supply or part is attached to or used
in the equipment, or (d) if the equipment is relocated to any place where Contractor
services are not available. Contractor disclaims all other express or implied warranties
including but not limited to, any implied warranties of merchantability, fitness for use, or
fitness for a particular purpose with respect to any equipment or products provided to the
County.
9.4 INSPECTION OF SERVICES:
9.4.1 The Contractor shall provide and maintain an inspection system acceptable to County
covering the services under this Contract. Complete records of all inspection work
performed by the Contractor shall be maintained and made available to County during
contract performance and for as long afterwards as the Contract requires.
9.4.2 County has the right to inspect and test all services called for by the Contract, to the extent
practicable at all times and places during the term of the Contract. County shall perform
inspections and tests in a manner that will not unduly delay the work.
9.4.3 If any of the services do not conform with Contract requirements, County may require the
Contractor to perform the services again in conformity with Contract requirements, at an
increase in Contract amount. When the defects in services cannot be corrected by re-
performance, County may:
9.4.3.1 Require the Contractor to take necessary action to ensure that future
performance conforms to Contract requirements; and
9.4.4 If the Contractor fails to promptly perform the services again or to take the necessary
action to ensure future performance in conformity with Contract requirements, County
may:
9.4.4.1 Terminate the Contract for default as set forth in Section 9.8.
9.5 NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:

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For County:
Maricopa County
Office of Procurement Services
Attn: Chief Procurement Officer
320 West Lincoln Street
Phoenix, Arizona 85003-2494
For Contractor:
Ricoh USA, Inc.
70 Valley Stream Parkway
Malvern, PA 19355
9.6 REQUIREMENTS CONTRACT:
Contractor signifies its understanding and agreement by signing this document that this Contract is
a requirements contract. This Contract does not guarantee any purchases will be made (minimum
or maximum). Orders will only be placed when County issues a purchase order or a written notice
to proceed.
9.7 TERMINATION FOR CONVENIENCE:
This Contract is effective as of the date set forth above and will remain in effect for so long as any initial or
renewal term of any Service Order remains in effect. Any earlier termination of this Contract for any
reason shall not be deemed to terminate, alter or otherwise modify the term of any Service Order, which
shall remain in effect in accordance with its terms and subject to this Contract. Except as otherwise set
forth in a Service Order, either party may terminate any of the Services specified in a Service Order upon
thirty (30) days' prior written notice, subject to any termination fee as may be set forth in the applicable
Service Order or in this Contract. In the event Contractor terminates any Services procured hereunder or
this Contract without cause, Contractor shall reimburse County for any prepaid fees related to Services not
rendered prior to termination. Upon termination of this Contract by County, County shall be responsible
for payment for all Services completed by Contractor and accepted by County through the effective date of
termination and the Fees for Contractor-Provided Equipment as set forth in Section 9.28 B(3).
9.8 TERMINATION FOR DEFAULT:
In addition to the rights reserved in the Contract or at law or equity, either party shall have the right to
cancel the Services provided under this Contract immediately: (i) if the other party fails to pay any fees or
charges or any other payments required under this Contract when due, accurate and payable, and such
failure continues for a period of thirty (30) working days after being notified in writing of such failure; or
(ii) if the other party fails to perform or observe any other material covenant or condition of this Contract,
and such failure or breach shall continue un-remedied for a period of thirty (30) working days after such
party is notified in writing of such failure or breach; or (iii) if the other party becomes insolvent, dissolves,
or assigns its assets for the benefit of its creditors, or files or has filed against it any bankruptcy or
reorganization proceeding. In the event an action is brought to interpret or enforce this Contract, the
prevailing party shall be entitled to reimbursement of all costs including but not limited to reasonable
attorney fees and court costs incurred.
9.8.1 Upon termination for by Contractor for a County default, the terms of Section 9.28 under
"Default" shall apply.
9.8.2 Upon termination under this paragraph, all goods, materials, documents, data and reports
prepared by the Contractor under the Contract shall become the property of and be
delivered to the County on demand.

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9.8.3 The County may, upon termination of this Contract, procure, on terms and in the manner
that it deems appropriate, materials or services to replace those under this Contract.
9.8.4 The Contractor shall continue to perform, in accordance with the requirements of the
Contract, up to the date of termination, as directed in the termination notice.
9.9 STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. §38-511 the County may cancel this Contract without
penalty or further obligation within three years after execution of the contract, if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County is at any time while the Contract or any extension of the Contract is in effect,
an employee or agent of any other party to the Contract in any capacity or consultant to any other
party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to
A.R.S §38-511 the County may recoup any fee or commission paid or due to any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County from any other party to the contract arising as the result of the Contract.
9.10 OFFSET FOR DAMAGES:
In addition to all other remedies at law or equity, the County may offset from any Service
allocation by machine as set forth in Exhibit A-3 due to the Contractor for any amounts Contractor
owes to the County for damages resulting from breach or deficiencies in performance under this
contract.
9.11 ADDITIONS/DELETIONS OF SERVICE:
Notwithstanding the foregoing, both parties acknowledge that the County may, from time to time,
desire to make certain changes to the fleet of Equipment under this Contract. Such changes may
include equipment upgrades, downgrades and/or terminations. The County may contact the
Contractor representative to discuss such desired changes. The Contractor representative we will
work with the County in order to confirm the actual terms applicable to any changes. Any
changes must (i) be set forth in writing as an amendment to the applicable Schedule, and (ii)
signed by both parties in order to confirm the specific transaction terms, including, but not limited
to, the amount of any upgrade, downgrade or termination payment charges.
9.12 RELATIONSHIPS:
In the performance of the services described herein, the Contractor shall act solely as an
independent contractor, and nothing here in or implied herein shall at any time be construed as to
create the relationship of employer and employee, partnership, principal and agent, or joint venture
between the County and the Contractor.
9.13 SUBCONTRACTING:
The Contractor may not assign this Contract or subcontract to another party for performance of the
terms and conditions hereof without the written consent of the County, which shall not be
unreasonably withheld. All correspondence authorizing subcontracting must reference the
Proposal Serial Number and identify the job project.
9.14 AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa
County Materials Management shall be responsible for approving all amendments for Maricopa
County.

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9.15 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
9.15.1 In accordance with section MCI 367 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and other
records and back-up documentation relevant to this Contract for six (6) years after final
payment or until after the resolution of any audit questions which could be more than six
(6) years, whichever is latest. The County, Federal or State auditors and any other persons
duly authorized by the Department shall have full access to, and the right to examine, copy
and make use of, any and all said materials.
9.15.2 Upon the prior written request of the County, and no more frequently than once a year, if it
is determined by the County that a cost for which payment has been made is a disallowed
cost, the County shall notify the Contractor in writing of the disallowance. The course of
action to address the disallowance shall be at sole discretion of the County, and may
include either an adjustment to future claim submitted by the Contractor by the amount of
the disallowance, or to require reimbursement forthwith of the disallowed amount by the
Contractor by issuing a check payable to Maricopa County.
9.16 AUDIT DISALLOWANCES:
If at any time, County determines that a cost for which payment has been made is a disallowed
cost, such as overpayment, County shall notify the Contractor in writing of the disallowance.
County shall also state the means of correction, which may be but shall not be limited to
adjustment of any future claim submitted by the Contractor by the amount of the disallowance, or
to require repayment of the disallowed amount by the Contractor.
9.17 SEVERABI TY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of this Contract.
9.18 RIGHTS IN DATA:
The County shall own have the use of all data and reports resulting from this Contract without
additional cost or other restriction except as provided by law. Each party shall supply to the other
party, upon written request, any available information that is relevant to this Contract and to the
performance hereunder.
9.19 INTEGRATION:
This Contract represents the entire and integrated agreement between the parties and supersedes
all prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
9.20 VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §41-
4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
9.20.1 By entering into the Contract, the Contractor warrants compliance with the Immigration and
Nationality Act (INA using e-verify) and all other federal immigration laws and regulations
related to the immigration status of its employees and A.R.S. §23-214(A). The contractor
shall obtain statements from its subcontractors certifying compliance and shall furnish the
statements to the Procurement Officer upon request. These warranties shall remain in effect
through the term of the Contract. The Contractor and its subcontractors shall also maintain
Employment Eligibility Verification forms (1-9) as required by the Immigration Reform and
Control Act of 1986, as amended from time to time, for all employees performing work
under the Contract and verify employee compliance using the E-verify system and shall keep

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a record of the verification for the duration of the employee's employment or at least three
years, whichever is longer, 1-9 forms are available for download at USCIS.GOV .
9.20.2 The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph 9.20.1
of this Section. Contractor and subcontractor shall be given reasonable notice of the
County's intent to inspect and shall make the documents available at the time and date
specified. Should the County suspect or find that the Contractor or any of its subcontractors
are not in compliance, the County will consider this a material breach of the contract and
may pursue any and all remedies allowed by law, including, but not limited to: suspension of
work, termination of the Contract for default, and suspension and/or debarment of the
Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.
9.21 CONTRACTOR LICENSE REQUIREMENT:
9.21.1 The Respondent shall procure all permits, insurance, licenses and pay the charges and fees
necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any required certification requirements, required by any and all governmental or
non-governmental entities as mandated to maintain compliance with and in good standing
for all permits and/or licenses. The Respondent shall keep fully informed of existing and
future trade or industry requirements, Federal, State and Local laws, ordinances, and
regulations which in any manner affect the fulfillment of a Contract and shall comply with
the same. Contractor shall immediately notify both Materials Management and the using
agency of any and all changes concerning permits, insurance or licenses.
9.21.2 Respondents furnishing finished products, materials or articles of merchandise that will
require installation or attachment as part of the Contract, shall possess any licenses
required. A Respondent is not relieved of its obligation to posses the required licenses by
subcontracting of the labor portion of the Contract. Respondents are advised to contact the
Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1525 to ascertain
licensing requirements for a particular contract. Respondents shall identify which
license(s), if any, the Registrar of Contractors requires for performance of the Contract.
9.22 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION:
9.22.1 The undersigned (authorized official signing for the Contractor) certifies to the best of his
or her knowledge and belief, that the Contractor, defined as the primary participant in
accordance with 45 CFR Part 76, and its principals:
9.22.1.1 are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
9.22.1.2 have not within 3-year period preceding this Contract been convicted of or
had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State or local) transaction or contract under a
public transaction; violation of Federal or State antitrust statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen
property;
9.22.1.3 are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (2) of this certification; and
9.22.1.4 have not within a 3-year period preceding this Contract had one or more
public transaction (Federal, State or local) terminated for cause of default.

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9.22.2 Should the Contractor not be able to provide this certification, an explanation as to why
should be attached to the Contact.
9.22.3 The Contractor agrees to include, without modification, this clause in all lower tier
covered transactions (i.e. transactions with subcontractors) and in all solicitations for
lower tier covered transactions related to this Contract.
9.23 PRICES:
Contractor warrants that prices extended to County under this contract are no higher than those
paid by any other customer for these or similar services on the State of Arizona Contract or US
Communities contract whichever is more advantageous to the County.
9.24 GOVERNING LAW:
This Contract shall be governed by the laws of the State of Arizona. Venue for any actions or
lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States
District Court for the District of Arizona, sitting in Phoenix, Arizona.
9.25 INFLUENCE:
As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct,
may be grounds for Disbarment or Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
9.25.1 A Person offering or providing a gratuity, gift, tip, present, donation, money,
entertainment or educational passes or tickets, or any type valuable contribution or
subsidy,
9.25.2 That is offered or given with the intent to influence a decision, obtain a contract, garner
favorable treatment, or gain favorable consideration of any kind.
If a Person attempts to influence any employee or agent of Maricopa County, the Chief
Procurement Officer, or his designee, reserves the right to seek any remedy provided by the
Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided
by this contract.
9.26 PUBLIC RECORDS:
All Offers submitted and opened are public records and must be retained by the Records Manager
at the Office of Procurement Services. Offers shall be open to public inspection after Contract
award and execution, except for such Offers deemed to be confidential by the Office of
Procurement Services. If the Contractor believes that information in its Offer should remain
confidential, it shall indicate as confidential, the specific information and submit a statement with
its offer detailing the reasons that the information should not be disclosed. Such reasons shall
include the specific harm or prejudice which may arise. The Records Manager of the Office of
Procurement Services shall determine whether the identified information is confidential pursuant
to the Maricopa County Procurement Code.
9.27 LIMITATIONS:
EXCEPT AS OTHERWISE EXPRESSLY SET FORTH HEREIN OR IN A SERVICE ORDER,
CONTRACTOR MAKES NO WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, WITH
RESPECT TO ANY SERVICES, EQUIPMENT OR GOODS PROVIDED UNDER THIS
CONTRACT, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTIES

SERIAL 13011-RFP
ARE CREATED BY ANY COURSE OF DEALING BETWEEN THE PARTIES, COURSE OF
PERFORMANCE, TRADE USAGE OR INDUSTRY CUSTOM. IN NO EVENT SHALL
CONTRACTOR BE LIABLE TO THE COUNTY OR A THIRD PARTY FOR ANY DAMAGES
(1) RESULTING FROM OR RELATED TO ANY FAILURE OF SOFTWARE, INCLUDING,
BUT NOT LIMITED TO, LOSS OF DATA OR DELAY OF DELIVERY OF SERVICES
UNDER THIS CONTRACT OR (2) RELATED TO THE LOSS, DAMAGE OR
DESTRUCTION OF ANY NEGOTIABLE INSTRUMENTS PROVIDED BY THE COUNTY.
CONTRACTOR ASSUMES NO OBLIGATION TO PROVIDE OR INSTALL ANY ANTI-
VIRUS OR SIMILAR SOFTWARE, AND THE SCOPE OF SERVICES CONTEMPLATED
HEREBY DOES NOT INCLUDE ANY SUCH SERVICES. THE CONTRACTOR SHALL BE
EXCUSED FROM ANY DELAY OR FAILURE IN PERFORMANCE OF THE SERVICES
UNDER THIS CONTRACT FOR ANY PERIOD IF SUCH DELAY OR FAILURE IS CAUSED
BY ANY EVENT OF FORCE MAJEURE OR OTHER SIMILAR FACTORS BEYOND ITS
REASONABLE CONTROL. THE AMOUNT OF ANY LIABILITY OF CONTRACTOR TO
THE COUNTY OR ANY THIRD PARTY, FOR ONE OR MORE CLAIMS ARISING FROM
OR RELATING TO THIS CONTRACT, SHALL NOT EXCEED, IN THE AGGREGATE, THE
AMOUNT PAID TO CONTRACTOR FOR THE PERFORMANCE OF SERVICES UNDER
THIS CONTRACT DURING THE ANNUAL PERIOD PRECEDING THE DATE ON WHICH
THE CLAIM AROSE. IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER
PARTY FOR CONSEQUENTIAL, INCIDENTAL, PUNITIVE OR INDIRECT DAMAGES,
EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES.
9.28 EQUIPMENT DEFINITIONS AND TERMS.
A. Covered Equipment. "Covered Equipment" shall mean all Contractor-Provided Equipment as set forth below.
B. Contractor-Provided Equipment. The following terms shall apply to all Contractor-Provided Equipment:
I. Provision of Contractor-Provided Equipment. In consideration for County's payment of the Fee as set forth in
Exhibit A-1, Contractor will provide the equipment set forth on Schedule 1 to the Service Order under the heading
"Contractor-Provided Equipment" (the "Contractor Provided Equipment"). The minimum non-cancellable term of the
Contractor-Provided Equipment (the "Minimum Term") will be set forth on the Equipment Usage Schedule, substantially in
the form attached hereto as Exhibit D to the Service Order. All Contractor-Provided Equipment shall remain the property of
Contractor or Contractor's assignee, and County shall have no right, title or interest in or to the Contractor-Provided
Equipment other than as expressly set forth herein. Contractor may sell or assign all or a portion of its interests in the
Contractor-Provided Equipment and/or the Fee with prior written notice to the County. In that event the assignee will have
such rights as Contractor assigns them but none of Contractor's obligations, which shall remain with Contractor, and the
rights of the assignee will not be subject to any claims, defenses or set-offs that County may have against Contractor.
2. Addition of Contractor-Provided Equipment. In the event County desires to add Contractor-Provided Equipment to
this Contract, Contractor and County will execute an Equipment Usage Schedule, substantially in the form attached as
Exhibit D to the Form of Service Order (Exhibit I to this Contract), and the Fee will be increased by the amount applicable
for such Contractor-Provided Equipment as set forth on the Equipment Usage Schedule under the heading "Fee." The
Equipment Usage Schedule will set forth the Minimum Term. Each Equipment Usage Schedule shall be governed by the
terms and conditions of the Contract and the Service Order, as well as the terms set forth in such individual Equipment
Usage Schedule.
3. Effect of Termination on Contractor-Provided Equipment. In the event County terminates the Services under this
Contract pursuant to Section 9.7 of the Contract, County must elect in its termination notice to either: (i) retain all of the
Contractor-Provided Equipment as set forth in Option A below; (ii) return all of the Contractor-Provided Equipment as set
forth in Option B below.
Option A (Retain). If County elects in its written termination notice to Contractor to retain the Contractor-Provided
Equipment:
1. County shall be obligated for all maintenance costs of the Contractor-Provided Equipment and all Contractor
Provided Equipment supply costs (including, but not limited to toner, developer, and staples);
2. County shall pay to Contractor the aggregate monthly Fee as set forth under the Service Order and any and
all executed Equipment Usage Schedules issued during the Initial Term or any Renewal Term of the Service
Order on a monthly basis for the remaining Minimum Term of the Service Order and of each executed
Equipment Usage Schedule at the time of termination of the Services;

SERIAL 13011-RFP
3. County shall pay to Contractor all other fees and charges incurred by County through the date of termination
of the Services under this Service Order.
Option B (Return). If County elects in its written termination notice to Contractor to return the Contractor-Provided
Equipment:
1. County shall be obligated to make available all the Contractor-Provided Equipment in a manner directed by
Contractor;
2. County shall pay to Contractor all Third Party Buyout Amounts paid by Contractor under this Service Order,
divided by sixty (60) and multiplied by the number of months remaining in the Initial Term of this Service
Order;
3. County shall pay to Contractor a one-time aggregate sum, equal to the monthly Fee set forth in any and all
Service Orders multiplied by the number of months remaining in the Initial Term or renewal term (if
applicable) of the Service Order(s), at the time of termination of the Services; and
4. County shall pay to Contractor all other fees and charges incurred by County, and any other amounts due
under the Service Order and any Equipment Usage Schedule, through the date of termination of the Services
under this Service Order.
4. Location of Contractor Provided Equipment. County agrees to keep the Contractor Provided Equipment at the
County's location. County must obtain Contractor's written permission, which will not be unreasonably withheld, to move
the Contractor Provided Equipment from County's location. To the extent the Contractor Provided Equipment includes
intangible property or associated services such as periodic software licenses and prepaid data base subscription rights, such
intangible property shall be referred to as the "Software".
5. Ownership of Contractor Provided Equipment; Assignment. Contractor is the sole owner and titleholder to the
Contractor Provided Equipment (except for any Software). County agrees to keep the Contractor Provided Equipment free
of all liens and encumbrances. COUNTY AGREES IT HAS NO RIGHT TO SELL, TRANSFER, ENCUMBER, SUBLET
OR ASSIGN THE CONTRACTOR PROVIDED EQUIPMENT WITHOUT CONTRACTOR'S PRIOR WRITTEN
CONSENT (which consent shall not be unreasonably withheld).
6. Software or Intangibles. To the extent that the Contractor Provided Equipment includes Software, County understands
and agrees that, except as expressly set forth herein, Contractor has no right, title or interest in the Software and that County
will comply throughout the term of this Service Order, and Minimum Term and renewal term thereof (if applicable) of any
Equipment Usage Schedule, with any license and/or other agreement ("Software License") entered into with the supplier of
the Software ("Software Supplier"). County agrees that it is responsible for entering into any Software License with the
Software Supplier no later than the effective date of this Service Order or Equipment Usage Schedule, as applicable.
7. Taxes, Fees and Charges. In addition to the payments under this Service Order and any Equipment Usage Schedule,
County agrees to pay all taxes, fees, and filing costs related to the use of the Contractor Provided Equipment, even if billed
after the end of the term set forth on this Service Order and/or Equipment Usage Schedule.
UCC Filing. Intentionally Omitted.
8. Risk of Loss. Because County has possession and control of the Contractor Provided Equipment, County is
responsible for any damage, injury or loss caused by (or to) the Contractor Provided Equipment or other property resulting
from the use, misuse or possession of the Contractor Provided Equipment or any accident or other casualty relating to the
Contractor Provided Equipment. Contractor is responsible for damage or injury to third persons to the extent the damage or
injury is caused by Contractor's negligent acts or omissions.
9. Return of Contractor Provided Equipment. County agrees that after the term of this Service Order and/or
Equipment Usage Schedule and any extension, it will continue to make additional payments due until the Contractor
Provided Equipment is returned by County, or made available to Contractor, and is received in good condition and working
order by Contractor or its designees.
10. Minimum Equipment Fees Not Subject to Set Off; Delivery and Acceptance. ALL MINIMUM EQUIPMENT
FEES ARE "NET" AND ARE NOT SUBJECT TO SET OFF OR REDUCTION. County agrees to sign and return to
Contractor a delivery and acceptance certificate (which, at Contractor's request, may be done electronically) within five (5)
business days after any Contractor Provided Equipment is installed.
11. Default. In the event of a County default pursuant to Section 9.8 (Termination For Default) of the Contract, should
Contractor terminate this Service Order due to a County default:
(A) County shall permit Contractor to remove from County's location the Contractor-Provided Equipment and
any unused Contractor-purchased supplies

SERIAL 13011-RFP
(B) Any such termination shall be effected by delivery to County, at least thirty (30) working days prior to the
effective date of such termination date, of a notice of termination specifying the extent to which performance
shall be terminated. In the event of such termination, County agrees to return the Contractor-Provided
Equipment to Contractor in the manner required under this Contract and to pay to Contractor (as
compensation for loss of our bargain and not as a penalty), with respect to such terminated Equipment,
Software and any Software Licenses, an amount which shall be equal to the monthly Payment for such
Equipment, Software and/or Software License, as applicable, times the number of months remaining in the
term of such Equipment Usage Schedule (or any renewal of such Schedule) and/or any Software and/or
Software License, plus any other amounts then due and payable under this Contract and/or, Schedule with
respect to such Contractor-Provided Equipment, Software and/or Software License. Contractor shall supply
the County with the actual number of Payments remaining and the total amount due, and the County shall be
relieved of all unpaid amounts for anticipated profit on unperformed services under any SLA (including any
amount included in the monthly Payment that is attributable to maintenance, supplies, or any other service
cost).
(C) In the event that County terminates the Service Order (as hereunder defined) between County and the
Contractor relating to the Contractor-Provided Equipment provided hereunder due to a material breach by
Contractor of its service obligations which remained uncured for thirty (30) days following written notice of
breach (in the manner expressly permitted by and in accordance with this Contract), County shall have the
option of terminating the particular piece of Contractor-Provided Equipment under an Equipment Usage
Schedule to which such service failure relates upon thirty (30) days prior written notice to Contractor. In the
event of such termination, County shall make available such Contractor-Provided Equipment in a manner
directed by Contractor and pay all fees and charges incurred through the termination date of the applicable
Equipment, including any late fee charges (to the extent such late fee charges may be charged pursuant to the
Equipment Usage Schedule). The County shall have no further financial obligation for such Contractor
Provided Equipment as identified in the Service Order (as hereunder defined).
13. Upon expiration of this Service Order or cancellation of the Services for any reason, County shall permit Contractor to
remove from County's location(s) the Contractor-Provided Equipment and any unused Contractor-provided supplies.
9.29 ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this contract and Contractor's Service Order, if
applicable, the terms of this Contract shall prevail.
9.30 INCORPORATION OF DOCUMENTS
The following are to be attached to and made part of this contract:
9.30.1 Exhibit A, Pricing;
9.30.2 Exhibit A-1; Coterminous Pricing;
9.30.3 Exhibit A-2, US Communities Contract #4400003732 Pricing
9.30.4 Exhibit A-3, Service Component Allocation
9.30.5 Exhibit B, Scope of Work;
9.30.6 Exhibit C, Service Level Agreement;
9.30.7 Exhibit D, Equipment Inventory;
9.30.8 Exhibit E, Equipment Specifications;
9.30.9 Exhibit F, Sample Training Plan;
9.30.10 Exhibit G, Sample Implementation/Delivery Plan;
9.30.11 Exhibit H, Security Guidelines; and
9.30.12 Exhibit I, Sample Service Order Form

SERIAL 13011-RFP
IN WITNESS WHEREOF, this Contract is executed on the date set forth above.
CONTRACTOR:
Ron Nielson West Region Vice President
PRINTED NAME AND TITLE
1910W. University Tempe, AZ
ADDRESS
09/17/13
DATE
MARICOPA COUNTY:
CHAIRMAN, BOARD OF SUPERVISORS DATE
ATTESTED:
CLERK OF THE BOARD DATE
APPROVED AS TO FORM:
LEGAL COUNSEL DATE

Exhibit A
SERIAL 13011-RFP
NIGP CODE: 98526
COMPANY NAME: Ricoh USA
DOING BUSINESS AS (DBA) NAME: 2011(103111
MAILING ADDRESS, 1910 Wesi Universiy Avenue
Tempe, AZ 85281
REMIT TO ADDRESS: sa
TELEPHONE NUMBER: (480) 379-7000
FACSIMILE NUMBER: (480) 370-8693
WEB SITE: www.ricoh-usa.com
REPRESENTATIVE NAME: Joe Zavislak
REPRESENTATIVE PHONE NUMBER: (480) 379-7469
REPRESENTATIVE E-MAIL: ose p h.za visla k N rico h -u sa .co m
YES NO REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS CONTRACT: [X ]
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT: [ X ] [
2.5% charge louse
PAYMENT TERMS:
[X ] NET 30 DAYS
" Ricoh will offer a 2 % discount on the below pricing for any Maricopa County department that agrees to pay the entire fiscal year in full up front each year.
PRICING:
60 Months
1.0 Class One (1) B&W Copiers (Desktop and Console) CPM Model No, Monthly Flat Rate*
1.1 Segment 2 (Desktop only) 20 -29 MP2OISPF $ 56.30 * Please see below for alternative models
1.1 Segment 2 20-29 MP2352 $ 78.20
1,2 Segment 3 30-39 MP3352 $ 198,58
1.3 Segment 4 40-49 MP4002 $ 169.08
1.4 Segment 5 50-59 MP5002 $ 197.82
1.5 Segment 6 60-69 MP6002 $ 300.71
1.6 Segment 7 70-79 MP7502 $ 372.72
*Unlimited Copies
Cost Per
2.0 Class Two (2) Color Copiers (Console Only) CPM Model No. Monthly Flat Rate* Copy**
2.1 Segment 2 20-29 MPC3002 133.28 $ 0.0550
2.2 Segment 3 30-39 MPC3002 143.26 $ 0.0550
2.3 Segment 4 40-49 MPC4502 220.90 $ 0.0525
2,4 Segment 5 50-59 MPC5502 240.69 $ 0.0525
2.5 Segment 6 60-69 MPC6501 445.86 $ 0.0510
*Unlimited Copies
*" Per impression regardless of size
Class One (1)
3.0 Optional Pricing (Include for each class of copier and
segment) Seg 2 Seg 3 Seg 4 Seg 5 Seg 6 Seg 7
3.1 Advanced Office Finisher
3.1.1 Advanced Office Finisher -500 Sheet $ 6.54 $ 6.54
3.1.2 Advanced Office Finisher - 1000 Sheet $ 13.49 $ 13.49 Included in Base Unit Included in Base Unit
3.2 Internal/Wing Finisher Included in Base Unit Included in Base Unit Included in Base Unit
3.3 Booklet Maker $ 27.61 $ 27.61 29.43 $ 29,43 $ 35.57 $ 35,57
3.4 Inline 3-Hole Punch $ 6.67 $ 6.67 4.24 $ 4.24 $ 4.26 $ 4.26
3.5 Large Capacity Tray
3.5.1 Large Capacity Tray - A $ 10.22 $ 10.22 $ 10.22 $ 10.22 $ 18.77 $ 18.77
3.5.2 Large Capacity Tray - B
Optional Connectors
3.6 Right Fax Connector* $ 14.77 $ 14.77 $ 14.77 $ 14.77 $ 14.77 $ 14.77
*Needs Right Fax Server
3.7 On Base Connector $ 21.28 $ 21.28 $ 21.28 $ 21.28 $ 21,28 $ 21.28
(Quantity Discounts for Connectors Available)
3.8 Card Reader $ 5.52 5.52 $ 5.52 $ 5.52 $ 5.52 $ 5.52
Class Two (2)
Seg 2 Seg 3 Seg 4 Seg 5 Seg 6
3.1 Advanced Office Finisher
3.1.1 Advanced Office Finisher -500 Sheet Included in Base Unit
3.1.2 Advanced Office Finisher -1000 Sheet $ 13.49 $ 13.49 Included in Base Unit uded in Base Unit
3.2 Intemal/Wing Finisher Included in Base Unit Included in Base Unit uded in Base Unit
3.3 Booklet Maker $ 27.61 $ 27.61 29.43 $ 29.43 $ 33.27
3,4 Inline 3-Hole Punch $ 5.09 $ 5.09 4.24 $ 4.24 $ 8.79
3.5 Large Capacity Tray
3.5.1 Large Capacity Tray - A $ 10.22 $ 10.22 $ 10.22 $ 10.22 $ 18.22
3.5.2 Large Capacity Tray - B $ 10.32 $ 10.32 $ 10.32 $ 10.32 $ 49.49
Optional Connectors:
3.6 Right Fax Connector* $ 14.77 $ 14.77 $ 14.77 $ 14,77 $ 14.77

*Needs Right Fax Server
3.7 On Base Connector $ 21.28 $ 21.28 $ 21.28 $ 21.28 $ 21.28
(Quantity Discounts for Connectors Available)
3.8 Card Reader $ 5.52 $ 5.52 $ 5.52 $ 5.52 $ 5.52
4.0 Optional Services
4.1 Emergency Services (after County normal business hours) $ 400.00 1st Hour
$ 100.00 Addl Time-I/4 hr.
Note: Based on location and service coverage, requests for after hours will
be responded to with the best effort.
Monthly
Flat
List additional optional services as needed Rater Cost Per Copy
1.1 Segment 2 (Desktop only)' Alternative MP 301 SKI $ 58,21
1.1 Segment 2 (Desktop only) - Alternative SP 5210SFHW $ 75.59
Additional Paper Feed Unit - SP 52 I OSFH W $ 5.68
1.1 Segment 2 (Desktop only) - Alternative MPC 305 SPF $ 68.84 $ 0.0580

Exhibit A-1
Coterminous Pricing
PRICING:
12 Months 18 Months 24 Months 30 Months 36 Months 42 Months 48 Months 54 Months
1.0 Class One (I) B&W Copiers (Desktop Monthly Flat Monthly Flat Monthly Flat Monthly Flat Monthly Flat Monthly Flat Monthly Flat Monthly Flat
and Console) CPM Rate* Rate* Rate* Rate* Rate* Rate* Rate* Rate*
I .1 Segment 2 (Desktop only) 20-29 131.06 $ 94,50 $ 80.64 $ 72.34 $ 65.99 $ 62.88 $ 60.16 $ 58,20
1.1 Segment 2 20-29 159.32 $ 119.65 $ 104.61 $ 95.61 5 88.72 $ 85.34 $ 82.39 5 80.27
1.2 Segment 3 30-39 509.41 $ 357.41 $ 299.78 $ 265.30 $ 238.90 $ 225.96 $ 214.63 $ 206.51
1.3 Segment 4 40-49 471.68 $ 323.70 $ 267.60 $ 234.04 $ 208.34 $ 195.73 5 184.71 $ 176.81
1.4 Segment 5 50-59 582.47 5 394.37 $ 323.05 $ 280.39 $ 247.72 $ 231.70 $ 217.69 $ 207.64
1.5 Segment 6 60-69 966.52 $ 640.92 $ 517.48 $ 443.63 $ 387.08 $ 359.35 $ 335.10 $ 317.71
1.6 Segment 7 70-79 1,137.01 5 763.25 $ 621.55 $ 536.79 $ 471.87 $ 440.04 $ 412.20 $ 392.23
*Unlimited Copies
2.0 Class Two (2) Color Copiers (Console Cost Per
Only) CPM Copy**
2.1 Segment 2 20-29 $ 0.0550 491.07 316.10 $ 249.77 $ 210.08 $ 179.69 $ 164.79 $ 151.76 $ 142.41
2.2 Segment 3 30-39 $ 0.0550 501.05 326.08 $ 259.74 $ 220.06 $ 189.67 $ 174.77 161.74 152.39
2.3 Segment 4 40-49 $ 0.0525 682.93 456.99 $ 371.33 $ 320.08 $ 280.84 $ 261.60 $ 244.77 $ 232.70
2.4 Segment 5 50-59 $ 0.0525 851,17 552.62 $ 439.44 $ 371.73 $ 319.88 $ 294.45 $ 272.22 $ 256.27
2.5 Segment 6 60-69 $ 0.0510 1,453,86 960.92 $ 774,04 $ 662.24 $ 576.62 $ 534.64 497.92 471.59
*Unlimited Copies
"*Per impression regardless of size

Exhibit A-2
.s part of this agreement Ma& icopu County may utilize
the US Communities -iontract for soft' and 291Fi) add
on's as needed.
Pricing can be found at the following location:
County of Fairfax
Department of Purchasing and Supply Management
Contract Number: 4400003732
II.S. Communitie 2013
littp://www. uscommunitiec..org

Exhibit A-3
Service Component Al5cation
Class Segment Model Monthly Flat FINAL
Rate COLOR CPC
Class 1.1 Segment 2 (Desktop Ricoh MP
1 only) 201SPF** $ 23.00
Class Ricoh MP
1 1.1 Segment 2 2352SP $ 42.98
Class Ricoh MP
1 1.2 Segment 3 3352SP $ 94.10 -
Class Ricoh MP
1 1.3 Segment 4 4002SP $ 67.09 -
Class Ricoh MP
1 1.4 Segment 5 5002SP $ 71.08 $ -
Class Ricoh MP
1 1.5 Segment 6 6002SP $ 89.19 -
Class Ricoh MP
1 1.6 Segment 7 7502SP $ 131.51
Class
2 2.1 Segment 2 Ricoh MP C3002 14.64 $ 0.0550
Class
2 2.2 Segment 3 Ricoh MP C3002 $ 24.62 $ 0.0550
Class Ricoh MP
2 2.3 Segment 4 C4502A $ 70.83 $ 0,0525
Class Ricoh MP
2 2.4 Segment 5 C5502A $ 45.85 $ 0.0525
Class
2 2.5 Segment 6 Ricoh MP C6501 $ 131.16 $ 0.0510

SERIAL 13011-RFP
EXHIBIT B
SCOPE OF WORK
1.0 INTENT:
This is the Scope of Work for Exhibit B to the Contract pursuant to RFP by and between the County and
the Contractor for a copier acquisition program based on a Print Management Program (PMP) pricing
model wherein the Contractor supplies the copier, scheduled routine maintenance, repairs, parts, and ALL
consumables (except paper). The Contractor shall replace the existing copiers with new, not used or
refurbished, copiers.
ALL EQUIPMENT CURRENTLY ON CONTRACT IS SCHEDULED TO EXPIRE JANUARY 31,
2014. THE CONTRACTOR SHALL BE RESPONSIBLE FOR REPLACING THE ENTIRE COUNTY
FLEET PRIOR TO THIS DATE. SEE EXHIBIT D FOR AN INVENTORY LIST (SUBJECT TO
CHANGE). THE CONTRACTOR SHALL BE RESPONSIBLE FOR MEETING WITH THE
VARIOUS DEPARTMENTS TO DETERMINE THE CORRECT SIZE MACHINE(S) BASED ON
HISTORICAL USAGE REPORTS AND FUTURE BUSINESS NEEDS AND REQUIREMENTS.
The Contractor shall be responsible for providing all phases of copier services. This shall include
providing new copy machines, providing prompt maintenance (both preventative and remedial), providing
all supplies (except paper), providing accounting and invoicing data, providing delivery and copier set-up
services, providing copier volume usage reports and providing both initial and continuous operator
training. The costs for the foregoing services shall be included in the unit price per copier category as
stated in Exhibit A.
THIS CONTRACT IS FOR UNLIMITED BLACK AND WHITE (B&W) COPIES WITH COLOR
COPIES BASED ON A COST PER COPY CHARGE. THIS IS NOT A LEASE, THEREFORE THE
EQUIPMENT IS OWNED, SERVICED AND MAINTAINED BY THE CONTRACTOR AS
DESCRIBED UNDER THE TERMS AND CONDITIONS OF THIS CONTRACT.
In addition, the Contractor shall provide a Print Management Program Manager (PMPM) to handle all the
day-to-day activities including adding new equipment, relocating over-utilized or under-utilized machines,
gathering meter readings, if required, upgrading, expediting maintenance problems, etc. The PMPM will
act as a liaison between the County departments and the Contractor. The cost for this service must also be
included in the unit price per copier category as stated in Exhibit A. THE CONTRACTOR SHALL
RECOMMEND AND COORDINATE WITH THE COUNTY THE ASSIGNED PMPM; HOWEVER,
THE COUNTY SHALL HAVE THE FINAL AND SOLE DECISION ON THE PERSON(S) ASSIGNED
AND REPLACED, IF NECESSARY.
2.0 SCOPE OF WORK:
2.1 MANDATORY EQUIPMENT STANDARDS:
For purposes of the initial installations and all subsequent installations over the duration of the
term of this contract, all equipment shall be new and assembled for the first time from new and not
recycled components by the manufacturer. The County shall be the first user of the new
equipment with no previous placements at anytime as a rental or lease or ever placed in the
Contractor's or customer location as a demonstration unit including employee home offices. All
equipment performance and reliability standards shall conform to "new" specifications.
All equipment shall be a multi-function device (MFD) capable of performing print, copy, scan and
fax functions, unless specified otherwise. The equipment shall be a console, desktop and color
copier. The following are the required copier classes.

SERIAL 13011-RFP
Class One (1) Black and White Copiers (Desktop and Console)
Segment Speed in Copies Per Minute (CPM)
1 20-29 (Console only)
2 20-29
3 30-39
4 40-49
5 50-59
6 60-69
7 70-79
Class Two (2) Color Copiers (Console Only)
Segment Black and White Speed in Copies Per Minute (CPM)
2 20-29
3 30-39
4 40-49
5 50-59
6 60-69
2.2 PRODUCT SPECIFICATIONS:
The Equipment offered shall be in accordance with the requirements of these specifications. A
standard commercial product is a product that has been sold or is being currently offered for sale,
on the commercial market through advertisements, manufacturer catalogs or brochures, and
represents the latest production model.
2.3 DEFINITIONS:
2.3.1 Automatic Document Feeder (ADF) - An accessory that feeds original documents
automatically, one at a time to the exposure glass for scanning and copying. This
feature must also have manual capability.
2.3.2 Automatic Exposure Selection (AES) - A feature that automatically adjusts the
exposure when copying from originals with different background shadings. This
feature must also have manual capability.
2.3.3 Automatic Magnification Selection (AMS) - A feature that after detecting the correct
size of each original document, the copier automatically calculates the correct
magnification (zoom) ratio to fit the paper size selected by the Equipment Operator.
This feature must also have manual capability.
2.3.4 Automatic Paper Selection (APS) - A feature that is a built on sensor that detects the
size of the original and the copier selects the proper paper size. This feature must also
have manual capability.
2.3.5 Automatic Tray Switching (ATS) - A feature that enables a copier to automatically
switch from a depleted paper source to another. This feature must also have manual
capability.
2.3.6 Automatic Start (AS) - A feature that allows the Equipment Operator to program jobs
prior to the Equipment warm-up phase. This feature must also have manual capability.
2.3.7 Base Cabinet - A cabinet placed under a console device, thereby allowing the device to
be a standalone unit, instead of a paper-feed unit

SERIAL 13011-RFP
2.3.8 Paper-Feed Units - Expands the paper capacity by providing two (2) or more additional
paper sources such as cassettes, drawers or trays. Additionally paper-feed units act as a
support for base units to utilize the device as a standalone unit (resting on the floor)
instead of a base cabinet. For Segments 2 (Console), 3 and 4, the paper-feed units
include a minimum of two (2) paper cassettes, drawers or trays.
2.3.9 Bypass Paper Supply - A side opening tray into which copying materials may be
inserted for the use of copying onto. Should hold multiple sheets of copying material.
2.3.10 Data Security Kit - The kit and software required to enable the encryption of all data
written to the hard drive.
2.3.11 Enabling Solution — Is the design and construction of Enabling Components that allows
the Multifunction Devices to comply with Maricopa County's Security Standards for
Multifunction Devices.
2.3.12 Finisher - An accessory that delivers finished/stapled sets into an offset catch tray(s).
Finishers are subdivided into the following classifications.
2.3.12.1 Advanced Finisher - A Finisher that is free standing from the output device,
offers a minimum fifty (50) page multi position stapling capacity and can be
configured with any combination of three-hole punching and saddle stitch
finishing.
2.3.12.2 Basic Office Finisher - A Finisher that is free standing from the output device
and offers a minimum fifty (50) page stapling capacity; and
2.3.12.3 Internal/Wing Finisher - A Finisher that either is internal to the device or is an
attachment to the output side of the device and offers a minimum twenty-five
(25) page stapling capacity. Wing Finishers are not free standing by original
manufacturing design and relies on the output device for support.
2.3.13 Hard Drive Security Kit - The parts and software required to enable US Department of
Defense (DOD) standards for data overwrite. The County shall have the option of
retaining the hard drive prior to removal or relocation of the copier at no additional cost
to the County.
2.3.14 Large Capacity Tray (LCT) - A paper source capable of handling more than one
thousand (1,000) sheets of paper.
2.3.15 MAC means installation, moves, adds and changes to Multifunctional Devices.
2.3.16 Multifunctional Device - A single office device that perfouns the functions of
networked copier, printer, scanner and fax.
2.3.17 Margin Shift - The ability of a machine to shift the image to the right and left, on the
front, back, and both sides of the copy, to allow for binding or three-hole punching.
2.3.18 Network Connectivity Kit - All parts, boards, software (internal to the machine) to
sufficiently enable the copier to network print, scan to the network folder, scan to email
(including server based or POP3) and scan to desktop.
2.3.19 Network Security Kit - All necessary parts and software to enable encrypted
communications between print drivers and a copier including any necessary specialized
print drivers.
2.3.20 Post Process Insertion Kit - An accessory that allows for the insertion of substrates
without requiring the material to be fused.

SERIAL 13011-RFP
2.3.21 Reversing Automatic Document Feeders (RADF) - A Feeder that performs the same
functions as an ADF with the added capability to automatically invert (turn) a two-
sided original to copy material off of both sides.
2.3.22 Scan Speed - The speed a device scans originals through the document feeder at
600x600 DPI resolution or better.
2.3.23 First Time Fix - The measurement of a successful service and technical support call is
defined by the Contractor's ability to remedy the underlying issue on the first service
call.
2.3.24 Maintenance Service - The scheduled or requested service call to perform quality
service checks regarding the performance of the machine, or to diagnose and repair
Equipment that has been reported as non-functional.
2.3.25 Replacement Parts - Contractor replacement Equipment mechanical parts that are
attached to or integrated into the Equipment that allows or assists the Equipment to
function or operate.
2.3.26 Service Call - An on-site technician visit due to machine error or breakdown requiring
the onsite services of an authorized service technician to remedy the error.
2.3.27 Service Response Time - The time required to solve a service call beginning from the
time the call is logged with the Contractor until either a Service Technician arrives on
site or the issue is resolved through the Contractor's telephone support.
2.3.28 Supplies - Consumables that are used for the operation of the Equipment and or
ensures the operation of the Equipment according to Manufacturer specifications.
Supplies do not include paper
2.4 EQUIPMENT CONFIGURATIONS:
2.4.1 In automatic duplex enabled copiers, the ADF shall be a RADE , unless the ADF is
equipped to accomplish duplex scanning (scan both sides of the original in the same
pass).
2.4.2 All console copiers within Class One (1) and Two (2) shall be capable of the following
copier functions: AES, AMS, APS, ATS, AS and Margin Shift.
2.4.3 All copiers shall maintain a scan speed, as defined in this RFP, from an ADF, RADF
(including duplex scanners) or separate scanning station, within 66% of the rated speed
of the marking engine.
2.4.4 All copiers shall be equipped, at a minimum, with the following components:
2.4.4.1 Network Connectivity Kit
2.4.4.2 Paper Feed Unit
2.4.4.3 Document Feeder
2.4.4.4 Hard Drive Security Kit
2.4.4.5 Power Protection
2.4.4.6 Facsimile
2.4.4.7 Basic Office Finisher

SERIAL 13011-RFP
2.4.4.8 ADF/RADF
2.4.4.9 Marking Engine
2.4.4.10 Control Panel
2.4.4.11 Bypass paper supply
2.4.4.12 Paper Supply equal to or greater than
2.4.4.12.1 One (1) paper drawer for Segment 2 Desktop copiers,
2.4.4.12.2 Two (2) paper drawers for Segment 2 Console copiers through
Segment 4 copiers
2.4.4.12.3 Four (4) paper drawers and/or 2,000 sheet capacity for
Segments 5 and above in Class One (1) and Two (2)
2.4.5 Paper size capacity up to 8 1/2" x 14" for all Segment 2 desktop copiers and 11" x 17"
for all other Segments in Classes One (1) and Two (2)
2.4.6 All console copiers in Class One (1) and Two (2) shall be equipped for duplex copying
2.4.7 All color copiers shall comply with the black and white segment counterpart, with the
addition that all color copiers shall include a mandatory accessory of Adobe Postscript.
2.5 OPTIONAL EQUIPMENT ACCESSORIES:
The following optional accessories shall be available for all equipment proposed in Class One (1)
and Two (2):
2.5.1 Advanced Office Finisher
2.5.2 Internal/Wing Finisher
2.5.3 Booklet Maker (Excluding Class 1&2 segment 2 copiers)
2.5.4 Inline 3-Hole Punch
2.5.5 Large Capacity Tray
The PMP service shall include delivery, installation, set up and made ready for use with removal
of all shipping debris, providing all consumable supplies (except paper), repair service during
normal business hours (Monday through Friday, 8:00 AM. to5:00 PM.), periodic preventive and
remedial maintenance, and unlimited operator training. Note: some departments operate 24 hours
a day, seven days a week and will require maintenance and repair services per the requirements of
this contract. See Exhibit A for associated pricing for after normal business hours, weekends and
holidays.
The Buyers Laboratory Inc. Copier Specification Guide may be used to verify specifications for
all copiers submitted in response to this contract.
2.6 EQUIPMENT MINIMUMS:
2.6.1 All Equipment shall be newly manufactured equipment and currently in production,
except as specifically provided for within this contract.
2.6.2 Equipment shall have published specifications (Exhibit E)
2.6.3 Equipment shall meet or exceed the speed requirements for each Segment of
Equipment in each Class
2.6.4 Equipment shall be Energy Star® compliant

SERIAL 13011-RFP
2.7 ENVIRONMENTAL SUSTAINABILITY STANDARDS:
2.7.1 ISO 14001 Environmental Management Certification
2.7.2 Consumables container recycling program:
2.7.2.1 The manufacturer should promote recycling through an established and ongoing
consumables container recycling program.
2.7.2.2 Recyclable consumables should be proposed for the Multifunction Devices.
2.7.3 Packaging recycling program:
2.7.3.1 The manufacturer should currently promote recycling through an established
and ongoing packaging recycling program.
2.7.3.2 All materials in which the Multifunction Devices are packaged and shipped
should be recyclable.
2.7.3.3 The County is responsible for all shipping costs incurred when returning the
above mentioned packaging materials.
2.7.4 Third Party Environmental Performance Labeling:
2.7.4.1 The model of Multifunction Devices proposed should be approved for
Environmental Ecolabeling certification through programs such as those that
conform to ISO 14024 : 1999, Environmental labels and declarations, Type I
environmental labelling and are recognized by the Global Ecolabeling Network
(GEN).
2.7.4.2 The Contractor products are registered compliant with Eco Logo and third Party
Environmental Performance Labeling with the sole exception of the MP7502.
2.8 HARD DRIVE DISPOSAL:
The Contractor will not remove any MFD without providing the hard drive or storage media to the
County. There shall be no cost associated with the removal and replacement of the hard drive
and/or storage media.
2.9 NETWORK CAPABILITY:
2.9.1 Network Connections - Equipment shall use only one (1) network connection to
accomplish network printing and scanning.
2.9.2 Print Drivers - All software and drivers shall be Windows Compliant, as well as all
equipment shall have pre-configurable print drivers for scripting and push method
installation on PC's.
2.9.3 Technology, Authentication and Access - Any network connected devices (with the
exception of Segment 2 Desktop) shall offer authentication for all features via LDAP
and or Windows AD and the ability to disable authentication for any and all features.
The credential information from any remote authentication method may not be maintained within
the copier's memory or persistent storage.
Access to the device's administrative functions shall be password protected as per any password
requirements and shall be changed from default at the time of install.

SERIAL 13011-RFP
2.10 SECURITY COMPLIANCE:
The MFDs will require the ability to be network connected in compliance with the mandatory
security requirements of this contract. These requirements are in accordance with Maricopa
County's security policy for Multifunction Devices. The current policy is attached to this contract
(Exhibit H). MFDs under the Contract will be required by County to continue to comply with this
policy, as may be amended from time to time; provided, however, the County notifies the
Contractor of such changes.
The Contractor may be required, at the sole discretion of County, to provide selected support
services and selected enabling components, if any, and some consumables.
2.11 ELECTRICAL REQUIREMENTS:
All copiers shall be capable of operating on 120 VAC, ±5V, 60 Hz. Models requiring dedicated
outlets or circuits may be proposed but the County will make the sole decision as to what outlet
and/or circuits it will make dedicated to a copier model.
Each of the existing copiers in the County is currently performing with the appropriate power and
electrical setup. The County expects that if a machine is replaced that is a like for like or similar
piece of equipment that it will continue to operate under the same power requirements. If this is to
determined not to be the case at the sole discretion of the County the Contractor will be
responsible for any electrical upgrades or enhancements to allow the copier to function at the same
standard and performance prior to the new copier being installed.
In the event that a larger copier is needed at the request of the County and it is determined at the
sole discretion of the County that the power needs are insufficient to meet the performance
requirements of the County it will be the responsibility of the County to make the necessary
electrical upgrades or enhancements to allow the new copier to function according to the
manufacturer specifications.
Prior to order acceptance, the Contractor shall advise the County of any and all specialized
installation and environmental County site requirements for delivery and installation of the
equipment. This information should include, but is not limited to:
2.11.1 Air Conditioning
2.11.2 Electrical Requirements
2.11.3 Special Grounding
2.11.4 Cabling Requirements
2.11.5 Space Requirements
2.11.6 Humidity and temperature limits
2.11.7 Any other considerations critical to the installation
2, 12 SERVICE AND REPAIR:
The Contractor shall have sufficient management and qualified manufacturer trained and certified
technicians to service all copiers supplied under the requirements of this solicitation within
Maricopa County.

SERIAL 13011-RFP
2.13 SOFTWARE TECHNICAL SUPPORT:
2.13.1 The Contractor shall include an outline of support services including establishing direct
lines of communication between the County technical staff and the manufacturers(s) of
the equipment offered.
2.13.2 The Contractor shall provide Microsoft Certified System Engineer (MCSE) support for
the network digital output devices and LAN interface upgrades including hardware and
software.
2.13.3 The Contractor shall participate in the Microsoft Certified Solution Provider (MCPS)
program.
2.13.4 The Contractor agrees that Network Services includes all actions to diagnose, restore to
manufacturers and County's specifications and correct product and software
malfunctions to their original capability. These services will be provided from beyond
the wall outlet to the device and does not include support of customer network
infrastructure.
2.13.5 The Contractor shall be responsible for backing-up and restoring of information stored
on electronic media when the repair or replacement could affect any data stored on the
equipment.
2.13.6 The Contractor shall keep complete records available to the County, documenting all
programming changes, software installations or upgrades and trouble fixes including
those done remotely and provide support to all agencies to insure connectivity.
2.13.7 The Contractor shall keep the equipment firmware and software components operating
correctly by applying the appropriate upgrades, patches and fixes as the manufacturer
makes them available:
2.13.8 The Contractor shall be responsible for the technical and repair staff passing a
background check for the various County departments prior to contract award. The
County will be responsible for the cost of the background checks.
2.14 PARTS/SUPPLY AVAILABILITY:
2.14.1 All parts and components supplied by the Contractor in the process of maintaining and
servicing the new equipment for the duration of this contract shall be new Original
Equipment Manufacturer (OEM) or recycled parts that meet OEM specifications.
2.14.2 The Contractor shall have in place an inventory and delivery system of parts and
consumable supplies in quantities sufficient to serve the requirements of this contract.
It shall be the responsibility of the Contractor to maintain stock levels of all
consumable supplies at the individual copier sites. If adequate stock is not available at
a site, the Contractor must deliver the necessary items within four (4) hours on-site
after receipt of a request. It is the responsibility of the Contractor to track the inventory
and usage of supplies to insure adequate availability.
2.15 REPLACEMENT AND BACK-UP EQUIPMENT:
Replacement copier(s) are defined as copier(s) that will be installed to replace a malfunctioning
copier and will remain on site for the term of the contract. All replacement copiers must be new or
greater than or equal to original at no additional cost. Back-up copiers (loaners) are defined as
copier(s) that will be installed on a temporary basis while the malfunctioning copier(s) is repaired
or until a replacement copier(s) is installed. Back-up copiers shall be required after a copier has
been down for eight (8) consecutive normal business hours and installed within four (4) hours by
the next normal business day. Back-up copiers will be replaced within 30 business days with the
original machine or a new replacement.

SERIAL 13011-RFP
2.16 PROBLEM MACHINE REPLACEMENT:
2.16.1 Copiers having demonstrated a history of "excessive system outages" shall be replaced
by the Contractor with a new machine of equal or better features, unless the user
agency declines. Excessive down time shall be defined as four (4) or more service
calls in one month. Down-time is calculated from the time the agency places the call,
and ends when the machine is up and running (See also Sect. 3.32 for Guaranteed Up-
time). Service calls that are operator induced will not be counted. To qualify for
replacement, the following steps must occur:
a. The user agency must document the service log as to number of times per month
the machine has required service, number of hours the machine is down, nature
of problems, and re-occurrences of same problems.
b. The user agency must contact the PMPM and discuss their concerns regarding
the overage of calls. The PMPM will research the matter and follow-up with a
return phone call and a plan of action.
c. A supervisor shall be dispatched on-site to ascertain the malfunctions and make
a determination as to what course of action will be taken:
1) Repair the machine
2) Complete reconditioning
3) Replacement
d. If it is determined reconditioning is the best solution, a back-up machine will be
sent and the user agency's machine brought into the shop for a complete
reconditioning. If the user agency overrides the supervisor's decision, thus
insisting on a replacement, the decision to replace shall take precedence over the
supervisor's decision.
e. If a determination for reconditioning prevails, the machines performance after
reconditioning will be monitored by the PMPM and the user agency. The
County understands that during the "break-in" period of either a new machine or
a reconditioned one, services calls are to be expected. However, calls exceeding
the standards set in this section shall cause the machine to be replaced with a
new unit of equal size and features without question
2.17 REPORTS:
2.17.1 Quarterly Reports:
The Contractor shall maintain an inventory record that identifies all equipment delivered
under this contract. The inventory record will be provided to the County's authorized
representative on a quarterly basis and is due on the 20th calendar day for the previous
quarter and shall contain: (1) Make and model, agency, location, and serial number of all
installed equipment; (2) Contractor's record of performed maintenance and repair; (3)
Monthly volume by machine or copies produced; (4) Total billing for all copying services
provided during this period
2.17.2 Semi-Annual Reports:
The Contractor shall provide a semi-annual usage report to the County's authorized
representative for each location by machine. At this time, the Contractor shall review the
copier volume classes and make recommendations based on the over usage/under usage
of the machines.
2.17.3 Special Reports:

SERIAL 13011-RFP
The Contractor shall provide a report to the County's authorized representative indicating
the actual yearly volume of copies produced by each machine. This report will be
provided during the final month of the year prior to the final option year of the contract.
2.17.4 Down-Time Reports:
The Contractor shall provide a quarterly report to the County's authorized representative
indicating both County wide down-time % and individual down-time % for each
individual copier. Any copier recording 5% or more downtime shall be replaced with a
new machine immediately.
2.17.5 Average Response Time Reports:
The Contractor shall provide a quarterly report to the County's authorized representative
indicating both Countywide average response time and individual average response time
for each copier.
2.18 SERVICE LEVEL AGREEMENT (SLA):
The Contractor shall comply with the desired service and response levels as identified in the SLA
per Exhibit C. The County shall seek to collect liquidated damages for performance related issues
that fail to achieve the terms and conditions of the SLA.
2.19 EQUIPMENT UPGRADES, PATCHES AND FIXES:
The Contractor certifies that all critical security flaws that are identified shall be escalated by the
Contractor through their Technology Support Service Center (TS SC). The TSSC is available to
internal technicians, to the County and to our engineering team for resolving issues. The
appropriate action is taken in direct coordination with the appropriate County contact. If the
actions require hardware or software modification any actions are communicated to the
appropriate County contact prior to commencement.
If additional or optional software patches of a less critical nature are introduced by another
manufacturer for the Contractor devices these patches, if applicable to the County will be installed
by the Contractor on the next available service call scenario and coordinated with the appropriate
County contact.
2.20 PRINT MANAGEMENT PROGRAM MANAGER (PMPM):
The Contractor shall provide the County with a dedicated PMPM(s) whose responsibilities shall be
to coordinate placement of all contract machines. This includes relocating over-utilized or under-
utilized equipment and adding or deleting accessories, as necessary, to satisfy the customer (end
user), and providing any other ancillary services. This position will efficiently "manage" all of the
copiers in this program while maintaining complete customer satisfaction. The Contractor must
assign a specific individual(s) to the PMPM. Once assigned to work under this contract, this
person(s) shall not be removed or replaced without prior written approval of the Office of
Procurement Services (OPS).
2.20.1 Performance Issues:
The PMPM will be the first contact for the using department regarding all copier-related
issues. The using department will only contact OPS in the event the PMPM cannot
resolve the problem or the user is not satisfied with the level of service provided by the
PMPM. If messages are left in voice-mail or e-mail per approved County policy for the
PMPM, they must respond to the County agency staff within two (2) hours during agreed
upon business hours and four (4) hours after business hour calls.

SERIAL 13011-RFP
2.20.2 Supplies:
The PMPM will be responsible for monitoring each copier location to ensure that
adequate quantities of supplies are on hand to keep the unit operational. If emergency
orders are required, the PMPM will be responsible to expedite the order and assure
supplies arrive within the four (4) hour requirement.
2.20.3 Invoicing:
The PMPM will be responsible for verifying the accuracy of all invoices and will
investigate any discrepancies. This includes resolving all invoice-related problems
directly with the individual departmental accounts payable section.
2.20.4 Repairs:
The PMPM will contact the using department to ensure all repairs were performed to
their satisfaction. This includes response time and expediting any parts which may have
to be installed.
2.20.5 Relocating Copiers:
The PMPM is responsible for identifying and relocating copiers, which are not properly
categorized with respect to over- and/or under-utilization. Upon approval by the
authorized County department, the PMPM will install the appropriate volume copier and
remove the existing machine at no cost to the County.
2.20.6 Replacement Machines:
The PMPM will coordinate the installation of replacement copiers, either temporary or
permanent.
2.20.7 Copier Operations:
The PMPM is responsible for answering questions regarding copier features, special
copying requirements, machine capabilities, etc. In addition, the Program Manager in
accordance with the manufacturer's specifications shall coordinate the scheduling of all
preventative maintenance and the scheduled replacement of supplies (drum, toner,
developer, etc.)
2.20.8 General Correspondence:
The PMPM will be the primary contact for all correspondence between the Contractor
and County's Authorized Designee.
2.20.9 Meetings:
The PMPM will be required to attend regularly scheduled meetings of the assigned
County Procurement Officer or designee. In addition, the PMPM will be expected to
attend other department meetings as required during normal business hours.
2.21 METER CARD REQUIREMENTS:
The Contractor shall be responsible for physically taking meter readings monthly for color
copiers at each copier site. The Contractor may install any automated device with prior approval
that may assist in this process, provided it is at no additional cost to the County.

SERIAL 13011-RFP
2.22 CONTRACTOR RESPONSIBILITIES:
2.22.1 Contractor shall ensure that no equipment or supplies will be delivered to the site(s)
prior to the date(s) agreed upon in the phase-in schedule by the County's authorized
representative.
2.22.2 Contractor shall be responsible for all material(s) shipped prior to and during
installation until the County gives acceptance in writing. All risk of loss or expense
associated with storing material(s) prior to the date of acceptance by the County is the
responsibility of the Contractor.
2.22.3 Contractor shall provide and pay for all materials, labor, tools, transportation and
handling, and other facilities necessary for the furnishing, delivery, assembly plus
inspection before and after installation of all items specified herein.
2.22.4 Contractor shall at all times keep the premises and the areas in which the work is
performed free from accumulation of waste materials or rubbish as well as the tools,
installation equipment, machinery and surplus materials during the progress of the
work and until completion thereof. The Contractor shall remove from the premises all
crates, wrappings and other flammable waste materials or trash from the building. If
the premises are not maintained properly, the County may have any accumulations of
non-recyclable waste materials or trash removed with costs to be incurred by the
Contractor as deemed appropriate.
2.22.5 Contractor shall designate a PMPM who will be authorized to make decisions on
behalf of the Contractor to ensure that the contract implementation and day-to-day
operation is as specified, and who will serve as a point of contact for the County
authorized representative.
2.22.6 It will be the responsibility of the Contractor to have qualified trained sales/service
staff personnel to provide software and technical assistance at any location, including
assistance in problem solving, maintenance, machine operation, etc. Contractor must
also have access to manufacturer's technical resources for problems that are beyond the
ability of the Contractor's staff. Such assistance shall be available at no cost and within
twenty-four (24) hours of notification by the County.
2.22.7 The Contractor shall provide for each site, at no additional cost, and unlimited
quantities, an OPERATOR TRAINING PROGRAM for a primary operator, a back-up
key operator and an operations demonstration for the casual users to be scheduled at
mutually agreed times to the initial installation and quarterly thereafter if requested.
2.22.8 It will be the responsibility of the Contractor to notify the County when a copier is
discontinued by the manufacturer and becomes unavailable. Any discontinued model
that is in use and operational, will not be replaced until it is no longer serviceable. At
that time, the County's authorized representative must approve the replacement model
being offered by the Contractor. Such approval is contingent upon compliance with
the following conditions:
2.22.9 The replacement copier is of equal or greater technology and offers the same or better
features than the discontinued model.
2.22.10 The replacement copier has the same or less than pricing model than the discontinued
copier.
2.22.11 At any time during the contract period, should the Contractor introduce new or
improved models of copiers as replacements for models initially provided under this
contract, he shall submit in writing to the County authorized representative, the
proposed substitution for approval. Any proposed model offered must be of equal or
greater capability as the model to be replaced and the same or less pricing model.

SERIAL 13011-RFP
2.23 DISASTER RECOVERY PLAN:
The Contractor will be responsible for contingency plans and their implementation for recovery
of the equipment in the event of a catastrophic failure or natural disaster.
The Contractor as part of a PMP has a procedures guide that includes a disaster recovery plan for
services covered under the contract. The Contractor has a pool of emergency back-up equipment
within the rental pool, and additional staff that could be deployed as part of that plan.
2.24 OCCUPATIONAL HEALTH AND SAFETY ACT STANDARD 1910.1200:
In compliance with Federal statutes, any chemical product delivered under this contract must be
available at http://msdssicoh-usa.com/msds/ or by emailing environmentinfo@ricoh-usa.com by a
Material Safety Data Sheet (MSDS) containing the following:
2.24.1 The chemical name and common name of the toxic substance.
2.24.2 The hazards or other risks in the use of the toxic substance.
2.24.3 The proper precautions, handling practices, necessary personal protective equipment,
and other safety precautions in the use of or exposure to the toxic substances, including
appropriate emergency treatment.
2.24.4 The emergency procedure for spills, fires, disposal, and first aid
2.25 OTHER TECHNICAL/BUSINESS REQUIREMENTS:
2.25.1 An operator's manual shall be furnished on-line with each copier.
2.25.2 A stand, table or similar equipment MUST be provided for all non-floor models at no
additional cost to the County, if requested.
2.25.3 Accessories such as sorters, document feeders, large capacity trays, etc., must be
available as specified in the detailed item specifications.
2.25.4 All digital equipment must have the capability of upgrading to network connectivity
and be Post Script II and III compliant.
2.25.5 All equipment/software must be compatible with Microsoft operating systems to
include Windows XP, 2000, Vista, 7, 8, server 2012 and future releases of Microsoft
operating systems.
2.25.6 All equipment offered must be networkable supporting Ethernet 10/100 connections
running TCP/IP, with the option to function within 802.1x environment.
2.25.7 All equipment should support Apple Server and Desktop Operating Systems along with
Linux Operating Systems.
2.25.8 Ability to print Code 3/9 Barcodes
2.25.9 Ability to print single and multiple page jobs quickly without spooling or buffering
delay
2.25.10 Ability to use 4-8 trays to enable multiple people within a work area to use dedicated
and assigned output trays without co-mingling of pages
2.25.11 Ability to scan directly into OnBase and other department applications as needed
2.25.12 Ability to print to any machine on the department network
2.25.13 Ability to use badge access to release print jobs without the use of secure print

SERIAL 13011-RFP
2.26 TECHNICAL LITERATURE:
The Contractor shall provide detailed descriptive literature for all equipment proposed in the
contract (Exhibit E). Such literature must provide information on electrical wiring needs, space
requirements, and all technical data required.
2.27 GUARANTEED UP-TIME OF COPIERS:
The Contractor will be required to provide an UP-TIME GUARANTEE on all copiers of at least
95% during every calendar month. Down-time is calculated from the time the County places the
call, and ends when the machine is up and running correctly, and is based on the machine being
inoperative or the copies made are unusable. (A calendar month consists of normal business
hours8:00 AM. to5:00 PM., Monday through Friday, except for County holidays). If a machine
does not meet the 95% requirement during a month, the Contractor will be required to provide a
credit to the County against the invoice for this machine equal to the amount of down time as
calculated against projected monthly usage. If the machine does not meet the UP-TIME
GUARANTEE for two (2) consecutive months, the County may require that the machine be
replaced. The UP-TIME GUARANTEE shall remain in force during the entire term of the
contract.
2.28 ADDING/RELOCATING:
The County reserves the right to add additional copiers to the PMP at any time during the contract
period, at the pricing per Attachment A. Any new copiers added will be coterminous. In addition,
the County reserves the right to have a copier relocated after the initial installation at no cost to the
County. There will be no charges/fees for any changes/moves during the term of the contract.
2.29 CANCELLATION OF A COPIER SERVICE LOCATION:
The County's authorized representative will provide thirty (30) days written notice when the
service of any copier is to be canceled. Cancellation will be at no cost to the County for the
reason(s) outlined in Section 9.8 for Termination For Default. Cancellation notification will
contain the following information:
2.29.1 Copier location by agency/activity, building and room number
2.29.2 Copier model and serial number
2.29.3 Meter reading
2.29.4 Date copier will be available for removal
All expenses and the coordination for this pick up shall be the responsibility of the Contractor.
2.30 EMERGENCY PURCHASE:
The County reserves the right to make emergency purchases from other sources, should the
Contractor be unable to furnish the required item/service within the required time frame.
2.31 USE OF COUNTY FACILITIES:
The County may provide office/storage space for use by the Contractor. This area may be used as
a potential work station for technicians, office for the PMPM or storage for supplies, spare parts,
etc. The location of the space has not been determined at this time, however it is anticipated that
space may be available in one of the downtown Phoenix buildings. The Contractor will be fully
responsible for all other necessary requirements to make the space usable for its purposes. This
includes phone service, security, furniture, shelving, etc. Parking will be available, however no
guarantee can be made as to the location and the Contractor may be required to pay the current
rate for the space.

SERIAL 13011-RFP
2.32 TRAINING:
The Contractor shall provide a sample training program (Exhibit F) to completely train County
personnel in the use and care of the equipment.
2.33 IMPLEMENTATION/DELIVERY PLAN:
This is a FIRM-FIXED PRICE CONTRACT. All prices shall be F.O.B. Destination and shall
include all materials/services specified herein in addition to any charges that may be imposed in
fulfilling the terms of this contract.
All copiers shall be delivered, installed, and operational prior to contract expiration or no later
than January 31, 2014.
The Contractor shall provide the County with a phase-in schedule that outlines projected quantities
of copiers to be installed and made operational at all County facilities, forty-five (45) calendar
days after award of contract (Exhibit G).
It shall be the Contractor's responsibility to meet the proposed delivery requirements the
Contractor shall be subject to Section 8.8 Termination For Default.
2.34 PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES:
2.34.1 The quantities (volumes of copies) specified in this solicitation are estimates only, and
are given for the information of Contractors and for the purpose of the County's RFP
evaluation. They do not indicate the actual number of copies, which will be ordered,
since such volume will depend upon requirements, which may develop during this
contract period. To the best knowledge of the County, this is the historical usage of
copies. The County makes no guarantee as to copy usage on a County-wide basis or
for individual units.
2.34.2 The PMPM shall make every effort to ensure that the placement of copiers by volume
classification are directly related to the estimated average monthly volume of copies
produced at a given copier site. For the first six (6) months during the transition period
there will be no changes to the copier placement unless requested by the County. After
the transition period, if there is over use/under use for three (3) consecutive months at
any location, then the Contractor may recommend in writing, with supporting
documentation of the usage history, to replace with a correct volume machine. The
final decision, however, as to the volume classification of machine that is appropriate
for any site shall be solely that of the County using agency.

EXHIBIT C
SERVICE LEVEL AGREEMENT
1. STATEMENT OF PURPOSE
The purpose of this SLA is to set forth the terms, conditions, specifications, and standards
pursuant to which Contractor shall provide service and maintenance to County and the Equipment
acquired by County pursuant to the Contract Pursuant to REP (13011-RFP) ("Contract"). Such service
and maintenance shall be provided by Contractor directly and not by an authorized Contractor dealer (a
"Service Provider").
2. BASIC SERVICES
Contractor will provide the following Basic Services in connection with the Covered Equipment
(as defined in Exhibit I — Form of Service Order) delivered to Customer pursuant to the Contract.
(a) Repairs and Parts. Contractor shall make necessary repairs and adjustments to keep the
Equipment in good working order. Parts required for repair may be new, original
Equipment Manufacturer (OEM) or recycled parts that meet OEM specifications.
(b) Hours & Exclusions. Unless otherwise stated, Basic Services will be provided during
Contractor's standard working hours from 8:00 a.m. to 5:00 p.m. (local time), Monday
through Friday, but excluding Holidays in County locations.. County agrees to give
Contractor reasonable access to the Equipment. As more specifically set forth in
Appendix A to this SLA, Basic Services shall cover repairs and adjustments required as a
result of normal wear and tear or defects in materials or workmanship (and shall exclude
repairs or adjustments Contractor determines to relate to or be affected by the use of
options, accessories, or other connected products not serviced by Contractor, as well as
any non-Contractor alternations, relocation, service, supplies or consumables). County
agrees to use the Equipment in accordance with all applicable manuals and instructions
made available by Contractor to County.
(c) Basic Maintenance Services. Contractor will maintain the Equipment on the terms and
conditions as set forth in the attached Appendix A.
(d) Installation Implementation. Standard Delivery - Contractor will deliver equipment
within 30 days after receipt of an equipment order.
(e) National Service and Support - 1 -888-456-6457
•National Service Call Management
—Nationwide toll free number to call for service and supplies
—National Service Call Dispatching
3. COUNTY RESPONSIBILITIES
Customer shall:
(a) provide adequate facilities for installation and maintenance of the Equipment in
accordance with Contractor's specifications;
1

(b) make available an adequate number of employees, as reasonably determined by County,
for key operator training for the Equipment. Such training shall be provided free of
charge.
(c) designate at each of County's locations where Equipment is installed, a key point of
contact with whom Contractor may deal in connection with the subject matter of this
SLA.
5, LIMITED WARRANTY AND LIMITATION OF LIABILITY.
(a) Authority and Non-Infringement. Contractor represents and warrants to County that Contractor has all
rights and authority required to enter into this Contract and/or any Order hereunder, to possess good,
clear and marketable title to the Equipment, license rights for the Software, and to perform the
Maintenance Services and Professional Services contemplated by this Contract and/or any Statement of
Work hereunder, free from all liens, claims, encumbrances, security interests and any other restrictions.
Subject to the applicable terms and conditions of this Contract and Order, so long as all of its obligations
are satisfied, County will be entitled to possess the Products and to use and enjoy the benefit of all
Products without adverse interruption or disturbance by Contractor or any entity asserting a claim of
ownership under or through Contractor. Contractor further represents and warrants that the Equipment
and all other materials of whatever nature furnished under this Contract, and the use thereof by County in
accordance with the terms and conditions of this Contract, will not infringe, misappropriate or violate the
Intellectual Property Rights of any third party, or violate the laws, regulations or orders of any
governmental or judicial authority.
(b) Spare Parts. Contractor warrants to County that all replacement parts shall equal or exceed
the original manufacturer's specifications for such parts. Title to any replacement parts shall vest in the
owner of the Equipment at the time of installation, at which time title to the parts so replaced shall remain
with Contractor. Contractor represents and warrants that for a minimum period of five (5) years from the
date of installation of new Equipment, Contractor will manufacture or procure spare parts for each
Product acquired hereunder. Without prejudice to any other rights and remedies available to County
under this Contract, in the event Contractor cannot procure spare parts in accordance with this Section,
Contractor will replace the Equipment needing servicing with Equipment of substantially similar
specifications at no additional cost to County. Such Equipment may be new or equal machine of equal or
better features, unless the County department declines.
(c) Availability of Maintenance Services. Contractor warrants to County that for a minimum
period of five (5) years after installation, Contractor will make continuous Maintenance Services available .
to County, provided such Equipment was new when installed.
(d) Material and Workmanship. Contractor warrants to County that at the time of delivery and
for a period of ninety (90) days thereafter the Equipment (i) will be in good working order and
substantially conform to the applicable Specifications, and (ii) will be free from any defects in material
and workmanship. In addition, Contractor will (at no additional charge) make available engineering
changes or Software updates that are generally released by Contractor during the tem' that Maintenance
Services are being provided. If during such ninety (90) day period Contractor receives notice as set forth
above that the Product fails to operate in substantial conformity to the Specifications, Contractor will (at
no additional charge) furnish all materials and make all adjustments, repairs, and replacements required to
correct the defect. The foregoing warranty shall not apply in the event the Product is installed, wired,
modified, altered, moved or serviced by anyone other than Contractor, or (b) and not installed, stored and
utilized and/or maintained in a manner not consistent with Contractor specifications or, (c) a defective or
2

improper non-Contractor accessory or supply or part is attached to the Equipment, or (d) the Equipment is
relocated to any place where Contractor or Contractor authorized services are not available.
(e) See new Section 9.27 of Contract
6. CONTRACT CONTROLLING
To the extent there is a conflict between the terms of the Contract and the SLA, the terms of this
Contract shall control.
3

APPENDIX A
BASIC MAINTENANCE SERVICES
THIS BASIC MAINTENANCE SERVICES ADDENDUM is attached to and made a part of the
Service Level Agreement ("SLA") set forth as Exhibit C to the Contract pursuant to 13011-RFP.
1. DEFINITIONS
For purposes of this Basic Maintenance Services Addendum, each word or phrase listed below
has the meaning designated. Further, any reference to Contractor shall include Contractor, as that term is
defined in the SLA.
"Equipment Downtime" is defined as either: (i) a copying system which fails to produce a copy
when the start button is depressed, (ii) a scanner which does not accept or transmit a scanned file back to
Contractor-designated personal computer and software, (iii) a facsimile system which cannot transmit or
receive facsimiles, (iv) a printer which fails to print a standard Contractor-provided print file from a
stand-alone personal computer, or (v) a multifunctional peripheral (MFP) which cannot perform one or
more of its functions according to the definitions above.
"Update" means and includes engineering changes the modifications or revisions made to a
existing Equipment (i) to improve upon or repair previously existing features and operations within the
Equipment, (ii) to ensure compatibility with new releases of existing systems (including hardware,
operating systems and middleware) and external services through standardized interfaces, or (iii) to
comply with applicable laws, regulations, industry standards or market practice.
2. MAINTENANCE SERVICE
2.1 Maintenance Service for Equipment. Ma n enance Service provided by Contractor for
Equipment shall consist of the following.
2.1.1 Preventive Maintenance. Contractor will provide regularly scheduled
preventive maintenance, which shall include (as applicable) testing, cleaning,
lubricating, or adjusting the Equipment, replacing unserviceable parts, and
communicating any necessary suggestions to the operator.
2.1.2 Remedial Maintenance. Contractor will perform such remedial maintenance
services as are necessary to maintain each item of Equipment in good operating
condition in accordance with the applicable Contractor specifications,
documentation, and such other descriptions, warranties, and performance criteria
as are set forth herein or in the Contract.
2.2 Maintenance Service for Software and Software Dependent Equipment.
Maintenance Service provided by Contractor for Software and Software dependent
Equipment shall consist of the following.
2.2.1 Problem Resolution. Contractor will provide problem resolution for Defects in
accordance with the service priorities and effort standards provided in Section 4
below.
2.2.2 Notification of Known Defects. Contractor will notify County concerning all
known Defects in the Software or Documentation, as such Defects become
4

known or are reported to Contractor. Contractor will promptly correct any such
Defects, or develop a work-around, patch or other fix, and furnish County with
such correction, work-around, patch or other fix as soon as practicable.
2.3 Maintenance Service for All Equipment. Maintenance Service provided by Contractor
for both Equipment and Software shall consist of the following.
2.3.1 Updates. Contractor will make available to Customer (at no additional cost) all
Updates or engineering changes for the Equipment, along with materials
describing the purpose and function of the Updates. Contractor will also provide
revised documentation (in the same amount and media as originally provided) to
correspond to any changes to the Equipment. If County is responsible for
installing the Update, then Contractor will provide written instructions and such
other assistance as County may reasonably require to complete the installation.
County may either accept or reject any Update. However, after an Update has
been incorporated into the Equipment and accepted by County, the Update shall
be considered part of the Equipment for all purposes hereunder.
2.3.2 Technological Improvements. Contractor will use commercially reasonable
efforts to develop and make available to County through Updates, all
modifications and revisions required to enable Equipment to operate in
conjunction with any new releases of the computer equipment, operating systems
or middleware used by County on such terms and conditions as the parties may
agree.
2.3.3 Maintenance Log and Reports. Contractor will maintain a maintenance log
setting forth, in reasonable detail, all preventive and remedial maintenance, and
all other services performed on the Equipment; and Contractor will make such
log available to County, upon request. In addition, Contractor will provide
County with a written report, on a monthly basis or as mutually agreed upon,
summarizing for the reporting period: (i) all Maintenance Service provide by
Contractor (including preventative maintenance and unscheduled service calls),
(ii) all other services provided by Contractor, (iii) the actual on-site response time
of Contractor's Personnel to each County request for Maintenance Service, (iv)
the duration of each Equipment malfunction, and (v) the time expended on-site
by Contractor until the Equipment was restored to proper operating condition.
3. AVAILABILITY OF MAINTENANCE SERVICES
Intentionally Omitted.
4. PERFORMANCE TARGETS
a) General Performance Targets — Contractor will monitor fleet performance and identify
units falling outside of the targeted performance goals. Contractor will take a proactive
approach to resolving identified issues in a timely and efficient manner
5

Targeted Performance Goals
Response Time* Up Time
2-4 Hours Metro >95% **
4-6 Hours Rural
* Metro = Up to 25 miles from Office of Procurement Services (OPS), 320 W Lincoln St.
Phoenix, AZ 85003,
*Rural = Greater than 25 mile form Office of Procurement Services (OPS), 320 W. Lincoln
St. Phoenix, AZ 85003.
** Up Time Calculation will be based upon normal business hours (8:00am —5:00pm Mon-
Fri) and calculated monthly.
b) Response Time — standard response time unless otherwise agreed will be targeted at an
average of 2-4 business hours in a metropolitan area and 4-6 business hours in a rural
area as defined in National Standards section. Response Time represents the time elapsed
between Contractor's receipt of the service request and such time as the Authorized
Service Representative arrives at the site. Response Time excludes:
• Hours outside of the Principle Period of Maintenance (PPM)
• Inaccessibility to site due to customer deferral or unavailability
c) Up Time - During this Agreement, Contractor will target a 95% fleet product-availability
measured monthly. The Uptime Percentage is the difference between Principal Period of
Maintenance (PPM) hours and Downtime hours, divided by PPM hours. The PPM hours
for single-shift-coverage are based on average of 21 workdays per month (Monday
through Friday, excluding holidays). Each workday consists of ten working hours
between 8:00 a.m. and6:00 p.m. (Typical available hours per month are 210). Downtime
represents the time elapsed between Contractor's receipt of the service request and such
time as the Equipment is operating per Contractor's published specifications. Downtime
excludes:
• The time related to scheduled preventative maintenance
• Inaccessibility to site due to customer deferral or unavailability
• County negligence and abuse
• Environmental failure at the installation site
d) Downtime/Response time Credit:
If Contractor fails to meet the up-time requirement or the response time requirement set forth
above on a quarterly basis for the fleet, the machines that fall below 95% uptime and
response times above target levels will receive a one-time credit for the time period in
question based on the following calculation:
Variance of up-time percentage from 95% (i.e. 85% vs 95% is 10%) multiplied by two (2)
applied to the monthly service component of each unit per month for any given quarter.
Variance as a percentage to response time applied to the monthly service component of each
unit per month for any given quarter.
6

5. MAINTENANCE SERVICE
Contractor agrees to provide to the County, during their normal business hours, the maintenance
service necessary to keep the Equipment in, or restore the Equipment to, good working order in
accordance with the terms and conditions of the Contract. This maintenance service includes
maintenance based upon the specific needs of individual Equipment, and unscheduled, on-call
remedial maintenance For each unscheduled service call requested by Customer, Ricoh shall have a
reasonable time within which to respond per the agreed upon performance targets.
Maintenance will include lubrication, adjustments, and replacement of maintenance parts deemed
necessary by Contractor. Maintenance parts will be furnished on an exchange basis, and the replaced
parts become the property of Contractor. Maintenance service provided under this Contract does not
assure uninterrupted operation of the Equipment. In the event of prolonged uninterrupted service refer
to section 2.16 of Exhibit B.
If available, maintenance service requested and performed outside Contractor's normal business hours
will be charged to the County at a rate of $400/hour per optional services in Exhibit A. Additional time
beyond the one (1) hour minimum will be billed in quarter (1/4) minute intervals.
ACCESS. County shall grant to Contractor service personnel full and free access to the Equipment to
provide maintenance service and engineering changes thereon, subject only to the Customer's security
regulations and policies and procedures.
ENGINEERING CHANGES. Engineering changes determined applicable by Contractor, will be
controlled and installed by Contractor on Equipment covered by this Contract. Engineering changes
which provide additional capabilities to the Equipment covered herein will be made at the County's
request at Contractor's applicable time and material rates and terms then in effect.
6. EXCLUSIONS TO MAINTENANCE SERVICE
Maintenance service provided by Contractor under the Contract does not include:
(a) Repair of damage caused by failure of the County to provide a suitable installation
environment with all facilities prescribed by Contractor, including, but not limited to, the failure
to provide, adequate electrical power, air-conditioning, or humidity-control;
(b) Repair of damage or increase in service time caused by: accident, disaster (which shall
include but not be limited to fire, flood, water, wind and lightning); transportation, neglect, power
transients, abuse or misuse, failure of the County to follow Contractor's published operating
instructions, and unauthorized modifications or repair of Equipment by persons other than
authorized representatives of Contractor;
(c) Repair of damage or increase in service time caused by use of the Equipment for
purposes other than those for which designed;
(d) Replacement of parts, which are consumed in normal Equipment operation, unless
specifically included;
(e) Furnishing supplies or accessories, painting or refinishing the Equipment or furnishing
the material therefor, inspecting altered Equipment, performing services connected with
relocation of Equipment or adding or removing accessories, attachment or other devices;
(1) Repair of damage, replacement of parts (due to other than normal wear) or repetitive
service calls caused by use of incompatible supplies;
7

(g) Electrical work external to the Equipment or maintenance of accessories, attachments, or
other devices not furnished by Contractor;
(h) Increase in service time caused by Customer denial of full and free access to the
Equipment or denial of departure from County's site.
8

APPENDIX B
ADDITIONAL SERVICES
In addition to the Basic Maintenance Services set forth in Appendix A, Contractor shall provide to
County the following Additional Services at no additional cost as set forth in this Appendix B to Exhibit
C.
1. METER READS
Meter reads will be collected on all applicable Equipment by one of the following three methods
as agreed by the County department:
(a) Contractor collection. On a quarterly basis, Contractor shall collect meters and
provide them to Contractor via Ricoh On-Line.
(b) Ricoh @Remote Direct Reporting.
@Remote, the Ricoh Intelligent Remote Management Device system gives you the
ability to automate the meter reading process. The MFP will securely transmit the
meter reading on your behalf, eliminating the need for labor hours associated with
collecting manual reads. @Remote also makes it possible for the networked device
itself to notify you and/or the service department via email when it recognizes that it
has a critical service event (unrecoverable error code). The notification will include a
time and date stamp along with the relevant recent service history. @Remote also
enables the device to recognize and send an alert to you when it reaches a low-toner or
toner-out state. There is also a Remote Firmware upgrade feature makes it possible for
your service department to schedule firmware upgrades for your MFP. This ensures
that your device always has the latest available firmware install on it.
(c) RicohDirect Reporting. RicohDirect.com is a free service to the customer. Accounts
wishing to realize the benefits of more accurate billing will benefit from
RicohDirect.com Meter reminders will be emailed 14 days prior to the due date.
Second and third reminders will be emailed to the customer 7 and 2 days prior to the
due date, respectively, if a meter has not been reported. If a meter is posted at any point
during this process, subsequent readings will not be sent for this billing period. It is
possible that the customer may be contacted via phone if the registered user is no
longer valid or the meter becomes delinquent.
2. NETWORK SUPPORT: SOFTWARE
If County requests Contractor to install certain software or hardware products (the ("Products") on
County's computer hardware, peripherals, network hardware and network software (the "Computer"),
County acknowledges that Contractor has no knowledge or control over the type of software currently on
County's Computer or the environment in which it operates and that some software, including the
existing software on the County's Computer, may contain configurations or algorithms which are
incompatible with the Products. County acknowledges that because of these and other factors, which are
beyond the control of Contractor, there are risks associated with the installation or service of the Products,
including without limitation, the risk that data on the Computer may be damaged or deleted.
County acknowledges that it is advisable and the sole responsibility of the County prior to installation or
service of the Products to back up all data contained on the Computer which County, in its sole discretion,
9

deems necessary including, without limitation, all directories, sub-directories and partitions. If any data is
damaged or deleted, County is responsible for restoring such data to the Computer.
In consideration of Contractor agreeing to perform such installation, County agrees for itself, its
employees, agents, successors and assigns, to hereby release and forever discharge Contractor and its
employees, agents, successors and assigns from any and all claims, debts, liabilities, costs, expenses
(including attorney's fees), damages, actions and causes of action of every kind and nature, in law and in
equity, related to or arising from the installation, service, maintenance, function or use of the Products and
the actions of any employees or agents of Contractor related to the installation, maintenance function or
use of the software or hardware.
Contractor acknowledges that in the course of providing the Support Services, Contractor, or its
employees of consultants, may be supplied with or come into possession of information, which is
confidential and proprietary to County. Contractor hereby agrees that it will keep all such information
confidential and will not disclose such information to any third party without the prior written consent of
County. In addition, Contractor agrees to take such action as may be necessary or appropriate by way of
agreement with, and instruction to, its employees or consultants so as to maintain the confidentiality of
such confidential information of County.
10

EXHIBIT D
Equipment Inver:zory
(This is a projection of the quantities in each segment and is subject to changes per the analysis by
department. Once analysis is completed, Ricoh will provide a complete inventory by department.)
Class 1 Class 2
Total Per Total Per
Segment Qty AMV Unit Qty AMV Unit
Seg 2 117 485,931 4,153 40 63,636 1,591
Seg 3 36 338,598 9,406 76 203,362 2,676
Seg 4 63 490,007 7,778 34 299,179 8,799
Seg 5 69 568,592 8,240 34 208,544 6,134
Seg 6 45 698,015 15,511 135,862 22,810
Seg 7 54 1,235,072 22,872

Exhibit E
Equipment Specifications:
Ricoh provided Equipment specifications/brochures for all products in section 3
of our response.
In addition: Ricoh will provide electronic or printed copies of specifications for
any model at the County's request at any time during the contract.
Alternative Source:
All equipment specifications for current and future models can be found on the
following link:
Ricoh-usa.com
Under "Products"

Exhibit F
Training
Communicate
details of training
sessions
3 6 7 8
Conduct End User Training Sign-off Checklist Email to Ricoh Checklist PM Follow-up scheduled, training as
training required
Distribute
Quick Reference
Guides
1. Schedule Training Sessions
If formal training session(s) are requested, a Ricoh representative will work with the Maricopa
County project manager to schedule a date for the training sessions by email. Generally, less
formal training sessions can be conducted on installation day. However, formal training
session(s) can be arranged using the process outlined below. A Ricoh Onsite Implementation
Team member, Trainer or Fleet Manager will conduct training in either format.
2. Communicate Time and Location of Training Session(s)
Email training schedule will be sent to the Maricopa County Project Manager, who then is
responsible for coordinating Ricoh's training sessions with Maricopa County End Users.
3. Conduct End User Training
The Ricoh trainer will provide MDS fleet level-I training, some topics included are:
• Overview of the Ricoh Model capabilities
• Basic device fun ctionalities
• Service Call Placement
• Ordering supplies (toner)
• Basic Troubleshooting
4. Quick Reference Guide
Ricoh Trainer or Fleet Manager provides a Quick Reference Guide explaining the device
functionality.
5. Is Training Complete?
Once all training sessions have been conducted for each site, move to Step 8, If not, continue to conduct
training sessions.
Ricoh PM0 I Fleet Implementation Guide
10

6. Training Checklist
If required, during training sessions the Ricoh Trainer or Ricoh Onsite Implementation Team
member will complete a Training Checklist/log.
7. Ricoh Sends Signed Checklist
The Ricoh Onsite Implementation Team member will notify the Ricoh Project Manager once
training sessions are complete.
8. Follow -up Training Scheduled as required
If additional training is needed, the Ricoh Fleet Manager or Ricoh trainer should be contacted.
Training Roles
Ricoh Onsite Implementation Team • Schedule End User Training
• Document and update training status by site
Ricoh Trainer • Conduct End User Training.
• Distribute Quick Reference Guides
Maricopa County Company • Follow-up training schedule as needed
Department Manager • Verify Training Is complete
• Sign off on Training, once complete
Ricoh PM0 Fleet Implementation Guide
11

to State
Transfer Steady on are and project Project before Project department
Traini based RFP current MS and
User are the on working in begin. by
End provided from based The completed Award to is created required.
Plan Begins Dates obtained estimates be Contract work of be as
information. will can
Deployment Note: dates plan after scope Plans
G Project Deployment
Exhibit Pilot Planning
Preliminary Order
Deployment Proposal
Eipment Begins
Equipment
Co. Assessment
Meeting
MDS
Maricopa Kick-Off Av:ard
C") Contract

EXHIBIT H
SECURITY GUIDELINES
OVERVIEW:
Multifunction Devices (MFD) combine functionality of a photo-copier, printer, fax and scanner into one compact
device. The benefits of space and cost savings can be significant. Along with these benefits come unique security
issues that must be addressed before such devices can be attached to Maricopa County's network.
SECURITY REQUIREMENTS:
There are several security requirements that must be addressed before an MFD may be attached to the county's
network.
Passwords: Any MFD which is connected to the network must conform to Maricopa County's Security policy
with respect to transmission and storage of passwords.
Storage Passwords may not be stored on the device in clear text. Any password stored on an
MFD must be Encrypted or Hashed using strong encryption (128-bit or higher) or
hashing algorithms (SHA-1 equivalent or stronger).
Transmission Passwords may not be transmitted across the network in clear text.
Accounts: There are two types of accounts that may be associated with the operation of an MFD; User accounts
and service accounts:
User Maricopa County accounts used by individuals to access allowed features of the MFD
and are subject to the requirements listed above in the password section.
Service Can be either special Maricopa County accounts referred to as non-expiring service
accounts or Local Administrative Accounts.
Maricopa County non-expiring service accounts are typically used to allow the MFD to
access resources within Active Directory and must follow policy for creation and
management. Although the name of this type of account is non-expiring these accounts
must still be changed regularly (at least once each year) and must have very strong
passwords (must follow Maricopa County password complexity rules as a minimum)
Local administrative accounts are used to manage the features of the device. These
accounts must follow the same rules as Maricopa County non-expiring service accounts
including password complexity. There must also be an automated mechanism for
changing these passwords quickly in the event of a security Incident.
Authentication: IT Security Policy requires that each User be uniquely identified when accessing the network.
The method by which this is accomplished is to issue unique User accounts to individuals. Prior to accessing
any objects or services on the network Users must present their unique credentials to access networked objects
and/or services. Authentication is the process of determining whether someone or something is, in fact, who or
what it is declared to be. In order to exchange the device or User's credentials (Username and password) a
secure protocol must be used. The only accepted authentication protocol for devices and Users' connecting to
the county network is Kerberos.
Kerberos authentication is required for MFDs connected to the network and only for features where it is
necessary to uniquely identify a specific User (such as the scan-to-email function) or to access network
resources (such as LDAP Address Book Lookups).
The use of other authentication protocols will only be permitted by exception after evaluation by Maricopa
County Office of Enterprise Technology (OET) Infoi Illation Security.

Pull Printing:
To ensure the confidentiality of information stored locally on the MFP device, PIN Authentication can be used
to implement "Pull Printing, providing that the PIN is only transmitted encrypted over the network.
Print solutions provided by the contractor shall have appropriate features to secure the network from any threats
posed by document on-ramps and off-ramps and provide solutions to ensure secure network printing and
confidentiality of printed pages (promise that the contents of hard-disk drives will remain secure).
For certain locations, the contractor should provide the ability to implement Pull Printing (follow-me printing or
print release) to enhance security by ensuring users don't walk off with one another's print jobs, and it allows
users to print from locations away from their desks at any printer that is handy.
To implement Pull Printing, PIN authentication could be allowed for network-connected devices, providing that
the PIN is only transmitted encrypted over the network.
Note: PIN Authentication — Users key a PIN of their choice into the print screen immediately before
printing, and then again to release the job at the printer.
Device Management: There are two primary management strategies that will need to be addressed, local and
remote.
Local Local management takes place at the MFD's console and must be secured in such a way that
unauthorized individuals can not gain access to, copy information from or modify configuration
settings. At a minimum passwords must be used to secure the device locally and must conform
to the password standards above; use of more secure technologies such as smart cards or access
tokens may also be approved after evaluation by Maricopa County OET Information Security.
Remote Remote management must be performed securely. The three accepted methods are Web,
SNMP, and SSH (see below for details).
Web Any MFD which uses a web interface for management must use a secure connection
such as SSL (Secure Socket Layer). This will ensure that the management account
information and session data are not transmitted in clear text as required in the
passwords section above. The use of "http:" web sessions are not permitted, only
"https:" web sessions with a minimum 128-bit encryption and 2048-bit certificates are
permitted.
SNMP Simple Network Management Protocol provides a way to monitor and remotely
manage MFDs. SNMP version 1 has been found to have numerous security
vulnerabilities. SNMP Version 2 or higher (preferably version 3) are permitted for use
on network. The SNMP protocol when enabled must be configured using current
OET Network configuration standards and should only be used in conjunction with
port filtering at the device, and/or perimeter routers and firewalls.
SSH Secure Shell version 2 (SSH2) is an acceptable method for managing MFDs and
should only be used in conjunction with appropriate port filtering at the device,
perimeter routers and/or firewalls.
IP Filtering: Must be enabled to restrict who has access to the management console on the MFD and
configured to provide access from centralized administrative subnet(s). Where IP filtering is not available on
the device it must be protected with appropriate firewall rules or local router ACL (Access Control Lists).
Client-side Software: In order to access some of the functions on a MFD it may be necessary to install client-
side (workstation or server) software. When such software is installed it must be configured and maintained
(patched) so as to not expose the client to attack or compromise. When Client-side Software utilizes HTTP
and/or FTP protocols they must be configured in such a way that an anonymous User cannot access data on the
client or compromise the client computer.

MFD Features:
Printing: Once a document has printed the electronic image must be securely erased (overwritten) from
the local storage media. If the document is not automatically purged from local storage media
it must be protected (encrypted) in such a way that the document cannot be retrieved and/or
reprinted by an unauthorized individual.
Copying: See above
Faxing:
Local: See above
Desktop: See above
Scanning:
Scan-to-Email: MFDs with this feature allow a User to copy (scan) a document or image, re-direct the
output from being printed and send it as an Email instead. When this feature is enabled the
MFD must be able to meet the following requirements:
• The User (sender) must securely authenticate at the MFD (see passwords and
authentication sections above for requirements).
• The "FROM" field must be automatically populated in such a way that the
sender is clearly identified and ensures that this information cannot be by-passed
or spoofed.
• The Address Book (Active Directory GAL) lookup feature must be performed
securely or disabled. An approved method is to use secure LDAP (Lightweight
Directory Access Protocol) connections to Active Directory. If an alternate
method is used it must be evaluated by Maricopa County OET prior to
deployment. Any method for obtaining access to Active Directory must not
compromise the confidentiality, integrity, or availability of Active Directory and
it must conform to password and authentication requirements detailed above.
Scan-to-Folder: MFDs with this feature allow a User to copy (scan) a document or image, re-direct
the output from being printed and send it directly to a shared folder on a
workstation or server. When this feature is enabled the MFD must be able to meet
the following requirements:
• The User (sender) must securely authenticate at the MFD (see passwords and
authentication sections above for requirements).
• When the MFD connects to the shared folder it must pass credentials securely as
outlined in the passwords section above.
Scan-to-FTP: At this time Scan-to-FTP is not approved and must be disabled. Scan-to-SFTP is
approved by OET Information Security on a case-by-case basis.
Storage Media: Manufacturers are installing internal hard drives, flash memory or other non-volatile memory
media into MFD's to enhance their products abilities and features. Primarily hard drives are used to store
images of source material (documents) that are being copied, scanned, printed or faxed. Flash memory and
other non-volatile memory technologies are used to store network configurations, device configurations,
passwords, Operating Systems and any other information vital to the operation of the device. Any MFD with
one or more of these storage technologies must conform to Maricopa County's directive for securely erasing or
physically destroying the media before it is disposed, transferred or returned to the manufacturer for warranty
replacement.
The manufacturer must supply a means of securely erasing this media while it is in the device or must remove
this media so that it remains with Maricopa County. In the event that the media is defective (either under
warranty or not) it must be removed from the device and physically destroyed prior to being sent to Asset
Investment Recovery for disposal.

E-6_3 Security Standards
All MFD's connected to the network must meet or exceed the following security requirements. Where a particular
feature of the MFD cannot meet these standards that feature must be disabled. If it is not possible to disable the
individual feature then the device must not be attached to the network. Where a feature is available on a particular
model of MFD that has not been identified in this document it must be disabled. Before a new feature may be
enabled a business case must be presented and Maricopa County's OET will perform an evaluation, either an
exemption will be granted or the standard will be updated to include the new feature.
Passwords: Must conform to IT Security Policy with respect to transmission and storage.
Accounts User Standard Active Directory User account
Service Active Directory non-expiring service account
Local administrative account, with strong password and automated
process for changing
Authentication: Kerberos.
Management: Remote management must be protected through the use of IP port filtering either at the
device or through the local router or firewall.
Local Password protected (changed from default)
Web HTTPS only (128-bit encryption, 2048-bit Key certificate or greater)
SNMP SNMP Version 2 or above
SSH SSH version 2 or greater
Telnet Not permitted (disable)
IP Filtering: Enabled to restrict access to the management console on the MFD or local router and/or
firewall must be configured to limit access.
Client-side May only be installed on managed devices designated for this task and must not be
Software directly accessible from the Internet
Features Print Secure erasure of printed documents
Copy Secure erasure of scanned images and documents
Fax Secure erasure of fax images and documents
Authentication required for fax from desktop, client side software may
be required
Scan-to- Authentication required
email Automatic population of "FROM" field
Secure connection to Address Book (Active Directory)

Scan-to- Authentication required
Folder
Scan-to-FTP FTP not permitted at this time. Business case and technical evaluation
required for an exemption or inclusion in standards. If an exemption is
granted, SFTP shall be used instead of FTP.
Storage Media: Secure erasure before asset is disposed or transferred, in the event of a failed storage
media component it must be sent to Asset Disposal for physical destruction.
Compliance May be performed at random on any device attached to the network. Clients will ensure
Reviews that MFDs (including devices with Client-side Software installed) are available to
Maricopa County OET Information Security for compliance reviews. Vendor must be
able to remediate any discovered vulnerabilities on said systems via software update or
system replacement. If vulnerabilities cannot be mitigated the vendor must provide to the
county a system with the same or greater capabilities at the original cost of the equipment
without discovered vulnerabilities.

EXHIBIT I
SAMPLE SERVICE ORDER FORM
This Service Order is made pursuant to the Contract pursuant to 13011-RFP ("Contract") by and between Ricoh
USA, Inc. ("Contractor") and Maricopa County ("County"). This Service Order shall be effective as of the 1st day
of the month following the date of the last signature below and per payment terms in section 3.0 of Contract
("Service Order Effective Date") and have a 60 month term or other time period as specified ("Initial Term") for
performance unless earlier terminated as expressly provided herein.
All terms and conditions of the Contact are incorporated into this Service Order and made a part hereof All
capitalized words used but not defined in this Service Order will have the meanings given to them in the Contract. It
is the intent of the parties that this Service Order be separately enforceable as a complete and independent
agreement, independent of all other Service Orders made as part of this Contract. This Service Order consists of this
page, together with the Schedules below, which shall apply only to the engagement contemplated by this Service
Order.
A Schedule may be terminated in whole or in part by the County whenever the County shall determine that such
termination is in the best interest of the County. In the event of such termination for convenience, County agrees to
return the Equipment to Contractor in the manner required under the Contract and to pay to Contractor (as
compensation for loss of our bargain and not as a penalty), with respect to such terminated Equipment, and any
Software Licenses, an amount which shall be equal to the monthly Payment for such Equipment, and/or Software
License, as applicable, times the number of months remaining in the term of such Schedule (or any renewal of such
Schedule) and/or any Software and/or Software License, plus any other amounts then due and payable under this
Contract and/or, Schedule with respect to such Equipment, Software and/or Software License. Contractor shall
supply the County with the actual number of Payments remaining and the total amount due, and the County shall be
relieved of all unpaid amounts for anticipated profit on unperformed services under the Contract (including any
amount included in the monthly Payment that is attributable to maintenance, supplies, or any other service cost).
The monthly equipment allocation for this Equipment Usage Schedule is $ per month.
SCHEDULES
Schedule 1 — Equipment Usage Schedule (Contractor-Provided Equipment)
IN WITNESS WHEREOF, the parties have executed this Service Order to the Contract as of the date first written
above.
MARICOPA COUNTY RICOH USA, INC.
By: R ---J • By:
Name: Name:
Title: Title:
Date: Date:

SCHEDULE 1 TO SERVICE ORDER
EQUIPMENT USAGE SCHEDULE
Equipment Usage Schedule Number:
This Equipment Usage Schedule ("Schedule") is made by and between Ricoh USA, Inc. ("Contractor) and Maricopa County ("County"). This Schedule is subject to the
terms and conditions of the Master Contract pursuant to 13011-REP ("Contract") and Service Order ("Service Order") identified on this Schedule between County and
Contractor. All tenns and conditions of the Contract and Service Order are incorporated into this Schedule and made a part hereof.
COUNTY INFORMATION
Customer (Bill To) Billing Contact Name
Product Location Address Billing Address di erent from location address)
City County State Zip City County State Zip
Billing Contact Telephone Number Billing Contact Facsimile Number Billing Contact E-Mail Address
EQUIPMENT DESCRIPTION ("Equipment")
Qty Equipment Description: Make & Model Qty Equipment Description: Make & Model
PAYMENT SCHEDULE
Minimum Non- Monthly Minimum Equipment Fee Minimum Payment Billing Frequency Advance Payment
Cancellable Term (without tax)
Monthly 0 l' Payment
El Quarterly 0 l'' & Last Payment
E Other: 0 Other:
Sales Tax Exempt: ID YES (Attach Exemption Certificate) Customer Billing Reference Number (P.O. #, etc.)
Addendum(s) attached: El YES (check if yes and indicate total number of pages:
2