Agreement with Pacific Office Automation, Inc

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
PACIFIC OFFICE AUTOMATION, INC

‘This Linking Agreement (“Agreement”) is entered into as of this day of » 2026, between the
City of Glendale, an Arizona municipal corporation (“City”), and Pacific Office Automation, Inc., an Oregon
Corporation, authorized to do business in Arizona (“Contractor”), collectively, the “Parties.”

RECITALS

A. On January 30, 2026 (Effective Date), the Mohave Educational Services Cooperative, a member of
the (Mohave Cooperative , entered into a contract with Contractor to purchase the goods and
services described in Digital Copiers, Multifunctional Devices, Related Office Equipment, Managed
Print Services, Maintenance, and Related Supplies (25K-POA-0130), (“Cooperative Agreement”),
which is attached hereto as Exhibit A. The Cooperative Agreement allows its cooperative use by
other governmental agencies, including the City.

B. Section 2-149 of the City’s Procurement Code permits the Finance Director to procure goods and
services by participating with other governmental units in cooperative purchasing agreements when
the best interests of the City would be served.

Cc. Section 2-149 also provides that the Finance Director may enter into such cooperative agreements
without meeting the formal or informal solicitation and bid requirements of Glendale City Code
Sections 2-145 and 2-146.

Dz. The City wishes to contract with Contractor for supplies or services identical to those being provided
to other units of government under the Cooperative Agreement. Contractor consents to the City’s
cooperative use of the terms and conditions of the Cooperative Agreement, and agrees to provide
the supplies and services set forth in the Statement of Work appended hereto as Exhibit B.

AGREEMENT

NOW, THEREFORE, in consideration of the foregoing recitals, which ate incorporated by reference, and
the covenants and promises contained in this Linking Agreement, the parties agree as follows:

1. Term of Agreement.
A. As provided in the Cooperative Agreement, purchases can be made by governmental entities

from the date of award, which was January 7, 2026, until the date the contract terminates on
January 30, 2027, unless the term is extended by mutual agreement of the parties to the
Cooperative Agreement. The Cooperative Agreement, however, may not be extended
beyond January 30, 2031. The initial period of this Agreement is the period from the
Effective Date of this Agreement until January 30, 2027.

B. The City may extend the term of this Agreement for annually if the Cooperative Agreement
is likewise extended and the City gives the Contractor notice that it is exercising its option
to extend this Agreement 30 days prior to the anniversary of the Effective Date. Glendale

1
01/28/2025

extensions are not automatic and shall only occur if the City affirmatively exercises its right
to extend this Agreement.

Scope of Work: Terms, Conditions, and Specifications.

A. Contractor shall provide City the supplies and/or services identified in the Scope of Work
attached as Exhibit B.

B. Contractor agrees to comply with all the terms, conditions and specifications of the
Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.

Compensation.

A. City shall pay Contractor compensation at the same rate and on the same schedule as
provided in the Cooperative Purchasing Agreement, which is attached hereto as Exhibit C.

B. The total purchase price for the supplies and/or services purchased under this Agreement
shall not exceed seventy-five thousand dollars ($75,000) annually or three hundred seventy-
five dollars ($375,000) for the entire term of the Agreement (initial term plus any extensions).

Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-511.

Non-discrimination. Contractor must not disctiminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S. military veteran
status or any disability. Contractor will require any Sub-contractor to be bound to the same
requirements as stated within this section. Contractor, and on behalf of any subcontractors, warrants
compliance with this section.

Insurance Certificate. A certificate of insurance applying to this Agreement must be provided to the
City prior to the Effective Date.

E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the requirements of
ARS. § 41-4401.

No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties
hereby certify that they are not currently engaged in, and agree for the duration of the Agreement to
not engage in, a boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.

Uyghur Forced Labor Prevention Act (UFLPA). Contractor certifies that it does not currently, and
during the term of this Agreement, will not use:
the forced labor of ethnic Uyghuts in the People’s Republic of China;

b. any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and

c any contactors, subcontractors or suppliers that use the forced labor or any goods
or services produced by the forced labor of ethnic Uyghurs in the People’s Republic
of China.

01/28/2025

10. Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with
a Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate
signed by an officer of Contractor with oversight responsibility.

11. Notices, Any notices that must be provided under this Agreement shall be sent to the Patties’
respective authorized representatives at the address listed below:

City of Glendale

c/oMike Siewerth

6835 N. 57th Drive, Suite 100
Glendale, AZ, 85301
623-930-2897
asiewerth@glendaleaz.com

and

Pacific Office Automation
Attn: Lisa Cain

4501 E McDowell Rd
Phoenix, AZ, 85008
480-305-5500

IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year set

forth above.
“City” “Contractor”
City of Glendale, an Arizona Pacific Office Automation, Inc.,
municipal corporation an Oregon Corporation

Patrick S. Banger Name: Lisa Cain

City Manager Title: Government Account Executive
ATTEST:

Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:

Michael D. Bailey

City Attorney

01/28/2025

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
PACIFIC OFFICE AUTOMATIN, INC. (25K-POA-0130)

EXHIBIT A
HTTPS://MESC.ORG/ABOUT-VENDOR/?CONTRACT_ID=25K-POA-0130

yf

MOHAVE Award Documents

COOPERATIVE

25K-POA-0130
Pacific Office Automation

25K-POA-0130 Award Letter .....cccccccccsssescessssesssesessesssssssssesecsessesssssesecseeneeneeseansaneeusensenseeeeesentons
25K-POA-0130 Offer and Acceptance Form ......scccssssseseeeseciesnssisssssstsnsesneensessssescasseseas
25K-1002 Signed Award Recommendation ......cssssccsscseeseessneteerieesntesniessnsssneeenescneessneessneesias
25K-1002 Evaluator Agreements ..-.sssscsssesssecsseescnecsssesnessesssnsesissutesntessesnessntesnecsniesssecanesies

25K-POA-0130 Federal and State Excluded Parties DOCUMENTS .......:ccseeeeteteeeieeenes

Click section title to be taken directly to that section.

4/5/18 EH
211 N 7th St, Kingman, AZ 86401 Phone: (928) 753-6945 — Fax: (928) 718-3232 — mesc.org

|

MOHAVE

COOPERATIVE
NOTIFICATI ETTE

January 7, 2026
Sent this day via email to lisa.cain@pacificoffice.com

Lisa Cain, Government Account Executive
Pacific Office Automation, Inc.

4501 E. McDowell Road

Phoenix, AZ 85008

Congratulations, Pacific Office Automation, Inc.’s response has been awarded a contract under RFP 25K-1002.
Attached is a copy of the Mohave signed Offer and Acceptance Form. Important notes and action items regarding
the award are listed on the following pages. Some action items contain important deadlines noted in bold
font. Be sure to meet the requests and/or requirements on or before the deadlines noted.

Your organization is bound by the terms of this contract; only items specifically requested in this solicitation
and awarded in your response to this solicitation will be authorized /allowed.

Advise your Mohave customers to make purchase orders out to Pacific Office Automation, Inc. In the event you
receive a purchase order from a member that does not contain the “MESC REVIEWED” stamp, it should be faxed to

(928-718-3232), or emailed (orders@mesc.org) to Mohave for review.

Do not perform any work or provide any products until you receive an “MESC Reviewed” purchase
order.

We highly recommend having your staff review our vendor information pages at (http://www.mesc.org/resources-
brochures) to learn more about working with Mohave. Especially helpful is the Vendor Handbook.

The procurement file for RFP 25K-1002 was made available for public inspection on January 6, 2026.

Please check all the entries on the contract record attached. You may make additions or revisions to the description
(40 words or less), contact persons, contact information, or other information about your contract. Email back any
changes as soon as possible to mike@mesc.org.

Your contract number is 25K-POA-0130 and will take effect on January 30, 2026.

If you have any questions regarding your new contract, please call me at 928-718-3204. We look forward to working
with you and your company in the future.

Michael Nentwig, CPPB
Contract Specialist

211 .N 7th St, Kingman AZ 86401 Phone: (928) 753-6945 Fax: (928) 718-3232 mesc.org

MRN 9/18/25,

NOTES ON AWARD FOR: Pacific Office Automation, Inc.

Please remind the member of their responsibility to independently verify that quotations and purchase orders comply
with the terms of the award of a contract or procurement. This responsibility is set by rule and statute and cannot
be changed by Mohave. Members can go to (hitps://mesc.org/plist/) to assist in meeting this due diligence
responsibility.

Financial information included under Tab 2 of your response will be kept confidential.
All products must be priced using contract pricing approved by Mohave.
All quotes shall include your contract #25K-POA-0130.

Promotional Pricing (temporary pricing reductions): Your contract includes terms and conditions that
allows your firm to offer temporary pricing reductions. A Promotional Pricing Offer allows you to provide
products and services to members at a reduced cost for a limited time basis. Promotional pricing may increase
your contract usage and exposure to members. Mohave encourages promotional pricing under the awarded
contract to provide additional value to members. Promotional pricing requests are typically reviewed and
approved the same day as submitted. Some reminders regarding pricing reductions:

o Promotional Pricing may be offered at any time during a contract and shall become effective upon
notice of acceptance from Mohave.

o Promotional Pricing (e.g., quantity discounts, time sensitive offers, bundles) must apply to all Mohave
orders of similar size and scope.

o Promotional Pricing limited to a single member are not acceptable.

© Special time-limited reductions are permissible under the following conditions: 1) reduction is
available to all members equally; 2) reduction is for a specific time period, normally not less than
thirty (30) days; 3) original price is not exceeded after the time-limit; and 4) Mohave has approved
the new prices prior to any offer of the prices to a member.

All future pricing updates must be electronic. Updates on the original Excel workbooks are preferred. Similar
formats in Word or PDF are acceptable. Send requests for pricing updates to Michael R. Nentwig, CPPB —
mike@mesc.org.

Do not provide any goods/services until you receive a Mohave reviewed purchase order.

Quick payment discounts must be approved by Mohave before being offered to members and must be
available equally.

Order cycle overview:

1, Member forwards purchase orders to Mohave. Vendor is Pacific Office Automation, Inc.

2. Mohave reviews and emails member order with “MESC Reviewed" stamp, to Pacific Office Automation,
Inc.

Pacific Office Automation, Inc. provides product/services.

Pacific Office Automation, Inc. invoices member.

Member pays Pacific Office Automation, Inc. .

Pacific Office Automation, Inc. sends Usage and Reconciliation Report to Mohave.

Pacific Office Automation, Inc. remits administration fee monthly, based on invoices paid.

Mohave audits selected purchases.

PNA AwW

211 .N 7th St, Kingman AZ 86401 Phone: (928) 753-6945 Fax: (928) 718-3232 mesc.org 2

NOTES ON AWARD FOR: Pacific Office Automation, Inc.

REQUIREMENTS/ACTION ITEMS FOR THE AWARD:

You agreed to provide a Reconciliation Report detailing activity under the contract, and payment for Mohave
administration fees for invoices paid in the previous month. Your report is due on the 15th of each month.
Mohave’s Contract Compliance Specialist will contact you about two weeks prior to your first
report’s due date to provide you with a sample report, based on reports provided under contract
20J-POA-0129, and information on submitting administration fee payments. They will also
provide information and assist you in understanding what is required when submitting your
reconciliation report.

If no invoices were paid under the contract in the previous month, you may send an email to
adminreport@mesc.org advising of no sales to report for the month.

Because you have an existing Mohave contract, we want to address how to properly report invoices on your
monthly reconciliation reports because it may be necessary to submit two separate reports until all old
contract purchases are closed:
o Line item purchase orders that remain open under 20J-POA-0129 should be reported on 20J-POA-
0129 reconciliation reports until completion of the project.
o Blanket purchase order invoices with a ship date prior to, or on January 29, 2026, should be reported
on the 20J-POA-0129 reconciliation report.
o New purchase orders issued under the 25K-POA-0130 contract should be reported under 25K-POA-
0130 reconciliation reports.
o Blanket purchase order invoices with a ship date after January 29, 2026, should be reported on the
25K-POA-0130 reconciliation reports,

In order to assist members with new contract award notices, Mohave will be releasing your contract award
information to the members prior to January 30, 2026. Information regarding your contract award will be
posted to our website and will be made available in our product vendor finder. Pricing from your awarded
contract will also be made available to our members. All of this information will be accessible by our members
before January 30, 2026. You may provide quotes to members for this contract. However, it will be your
responsibility to inform members the contract is not effective until January 30, 2026, and members should
not be processing purchase orders until that date. Acting on purchase orders (delivering products or services)
prior to January 30, 2026, is a violation of the contract. Please ensure that your staff is aware of the
effective date January 30, 2026, in order to avoid contract confusion.

Mohave will be offering a contract overview introduction for your newly awarded contract. This meeting is
called “Contract Kick-off" and takes approximately 30-45 minutes. The meeting will be teleconferenced. All
staff that provides support for the Mohave contract should be included in this meeting. Please provide
some preferred dates and times for the teleconference meeting to Michael R. Nentwig, CPPB —
mike@mesc.org no later than January 24, 2026.

Your current Mohave website log in information does not meet our requirements as noted below. We are
requesting new log in credentials, username and password, as follows:

NOTE: Username may not be an email address, or a personnel name. NOTE: Passwords may contain
numbers, letters both upper and lower case, and these symbols: (e.g., % # “1(@*$)&,.—)NO
SPACES ARE ALLOWED. Passwords must have a minimum of 12 characters and must include at least one
upper case, number, and symbol. Nonconforming usernames or passwords will be revised to meet
listed criteria, Email this information to mike@mesc.org no later than January 24, 2026.

We feature marketing information about your current contract in the product vendor finder on our website.
Please visit our website (www.mesc.org) and go to the "All Products/Vendors" under the "Contracts &
Solicitations" menu. Find your company from the list and click on your name. Once on your company
information, review the "About Vendor" section of the "Overview." Confirm in writing if that information is
still accurate, or if changes need to be made. Mohave reserves the right to edit information for content or
length. Email this information to mike@mesc.org no later than January 24, 2026.

The attached document titled, “Contract Modification — Site Requirements” is a modification to Special Term
and Condition 13.3. Onsite Contract Vendor Responsibilities. The modification includes additional language
regarding emergency announcements, and the response on-site contract employees and subcontractors shall
take, Review and email signed modification to mike@mesc.org no later than January 24, 2026.

211.N 7th St, Kingman AZ 86401 Phone: (928) 753-6945 — Fax: (928) 718-3232 mesc.org 3

> authorized Signature

Offer and Acceptance Form
(Place after Tab 1a)

RFP 25K-1002
Copiers, Multifunctional Devices, Related Office Equipment, Managed Print
Services, Maintenance, and Related Supplies

To Mohave Educational Services Cooperative, Inc.:

The undersigned hereby certifies understanding and compliance with the requirements specified within the
solicitation and any amendment(s) issued prior to the solicitation opening. Offeror further agrees to furnish
materials and/or services in compliance with all specified requirements, issued amendment(s), and any
accepted exceptions/deviations noted by offeror in the solicitation.

Federal Employer Identification Number 93-0665413

Company Name Pacific Office Automation, Inc.

Address 4501 E McDowell Road City Phoenix State AZ Zip _85008

Telephone Number 480-305-5500

The Offer and Acceptance Form shail be submitted with a signature of the person authorized to sign the
offer. The person signing the offer shall initial erasures, interlineations, or other modifications in proposal.
Failure to sign the Offer at Form, or to make other notations as indicated, shall

result in rejection of proposal. i pol uM

Signature of Person Authorized to Sign Proposal
Printed Name Lisa Cain a Title Gov. Account Executive
Primary Email lisa.cain@pacificoffice.com Alternate email adam.pritchett@pacificoffice.com__

Note: The primary email address will be used for all communication from Mohave regarding your response
to this solicitation. Provide an alternate email address.

The contract vendor shall not commence any billable work or provide any material or service
under this contract unless and until contract vendor receives a purchase order with Mohave’s

review noted.

| Acceptance of Offer and Contract Award (Mohave Only) }

Your Proposal is Hereby Accepted:
As an awarded contract vendor, you are now bound to sell the materials and/or services offered to and
accepted by Mohave in accordance with the solicitation, including all terms, conditions, specifications,
amendments, and any accepted written exceptions/deviations. Your firm has been awarded all products
and services, unless noted in your Notification of Award Letter.

25K-POA-0130

This contract shall be referred to as Contract Number ___ _

6 January
Awarded this __ day of _ 2625/2026.
This contract shall be effective the 30. dayof__—danuary ~—_ 2026. LJ
[ -

Lari Staples, CPPO, Executive Director
Mohave Educational Services Cooperative, Inc.

RFP 25K-1002. 2

|

MOHAVE

COOPERATIVE
Date: January 6, 2026
To: Lari Staples, CPPO, Executive Director

Through: Jessica Leasure, Contracts Manager

From: Michael R. Nentwig, CPPB, Contract Specialist

Subject: Award Recommendation for RFP 25K-1002, Copiers, Multifunctional Devices, Related Office
Equipment, Managed Print Services, Maintenance, and Related Supplies

On October 2, 2025, Mohave received seven (7) responses to RFP 25K-1002. After the initial evaluation, all responses
were determined to be acceptable for further consideration. Mohave conducted discussions with seven (7) offerors.
Seven (7) best and final offers were requested and seven (7) offerors responded. All received responses were

determined to be acceptable for further consideration.

The offers were evaluated using the criteria set forth in the solicitation. The following is a summary of the final scores

utilizing the Heisman method of ranking:

Michael Michelle Final
Offeror Nentwig McLemore are Score
Xerographics of Flagstaff, Inc., dba Smart Document

Solutions 1 1 1.00
All Copy Products, Inc. 2 2 2.00
Fruth Group, Inc. 3 3 3.00

Imagine Technology Group, LLC 4 5 4.50 159.67

Pacific Office Automation, Inc. 5 4 4.50 155.96

Toshiba Business Solutions, a Division of Toshiba America

Business Solutions, Inc. 6 6 6.00
Ricoh USA, Inc. 7 7 7.00

Details for the recommended awards are as follows:

*  Xerographics of Flagstaff, Inc., dba Smart Document Solutions was the number one overall ranking offer. They
offered statewide copiers, printers, maintenance, and services for Epson and Xerox. They were the only offer to
include EPSON Workforce and Print Administration software solutions. All warranty and maintenance service is
completed onsite by mobile technicians assigned to designated areas within Arizona.

211 N 7th St, Kingman AZ 86401 Phone: (928) 753-6945 Fax: (928) 718-3232 mesc.org

MRN 12/17/25

RFP 25K-1002 Award Recommendation

¢ All Copy Products, Inc. was the number two overall ranking offer. They offered statewide copiers, printers,
maintenance, and service for HP, Konica Minolta, Kyocera, and Sharp. They offered document and printer
management software from publishers that include: AccurioPro, ACDI — PaperCut, Color Management Solutions
G-7, Corporate Announcements, Dispatcher, EFI, ePS, Global Capture Convey, and pageDNA. They offered wide
format units from Canon and HP. They have offices in Flagstaff, Tempe, and Tucson that provide complete
coverage of Arizona. Each location has at least two technicians for each brand offered.

e  Fruth Group, Inc. was the number three overall ranking offer. They offered statewide copiers, printers,
maintenance, and service for Canon, Kyocera, and Lexmark. Fruth Group, Inc. also offered wide format printers
and scanners from Canon. They offered document and printer management software from publishers that
include: Abbyy, ACDI, Canon, DocMgt, eFax, ESP, GoldFax, Innovolt, and Kyocera. They also offered inclusive
maintenance services for discontinued or out-of-service copiers and printers from Canon. They offer a member
website that provides the ability to schedule and manage service calls, equipment, meter reading, and billing.
Fruth Group, Inc. offers an additional, fee based support service to assist with troubleshooting and resolving
technical issues that fall outside the standard copier/printer service agreement.

e Imagine Technology Group, LLC was the number four overall ranking offer. They offered statewide copiers,
printers, maintenance, and services for Sharp and Xerox. They have offices in Flagstaff, Tempe, and Tucson that
provide complete coverage of Arizona. They have 12 technicians and a parts inventory of $150,000 to support
their all-inclusive service and supply contracts.

¢ Pacific Office Automation, Inc. was the number five overall ranking offer. They offered statewide copiers, printers,
maintenance, and service for Canon, HP, Konica Minolta, Ricoh, and Sharp. They also offered wide format printers
and scanners from Canon. Pacific Office Automation, Inc. offered an all-inclusive managed print services and on-
site services that include printing services, mailroom services, and shipping and receiving. They also offered
inclusive maintenance services for discontinued or out-of-service copiers and printers from Konica Minolta, Canon,
HP, Sharp, and Ricoh. Pacific Office Automation, Inc. has offices in Phoenix and Tucson; they have 54 technicians
with a parts inventory valued at $5.6 million.

e Toshiba Business Solutions, a Division of Toshiba America Business Solutions, Inc. was the number six overall
ranking offer. They are one of two manufacturers; they offered new Toshiba copiers. They also offered
multifunctional devices and wide format printers from Brother, HP, and KIP. They offered document and printer
management software from publishers that include: ACDI, Docufree, Docuware, Drive, EcoPrintQ, GRM, Kodak
Alaris, LinkCom, Papercut, Toshiba, and Xmedius. They offered statewide products and service utilizing 35
technicians.

e Ricoh USA, Inc. was the number seven overall ranking offer. They are one of two manufacturers; they offered
new and remanufactured Ricoh copiers. They also offered Ricoh standard and wide format printers. They offered
document and printer management software from publishers that include: Alobi, Apex, Avanti, BCC Software,
Bluefin, CF Ricoh, CGS, Color-Logic, Condeco, Default, Docuphase, Docuware, Duplo, EcoPrintQ, Ephesoft, Epson,
Fiery Odd, Heathware, Laserfiche, New Wave, Onevision, Opentext, Pitney Bowes, Ricoh, and Tech Data. They
offered statewide products and services utilizing 35 technicians located within the state.

The evaluation committee determined a single award was not advantageous for Mohave’s members. The solicitation
authorized multiple awards to meet the needs of Mohave’s large number of various types of members located
throughout Arizona. This is a statewide contract aimed at providing sources for copiers, multifunctional devices,
related office equipment, unit maintenance, managed print services, and related supplies. No single offer
demonstrated the ability to effectively and efficiently meet all our members’ needs for copier, multifunctional devices,
and printer projects.

Award is recommended to the least number of offerors determined necessary to meet the members’ requirements.
The criteria for selecting offerors for multiple contracts was based upon considerations for members’ experience with
existing copiers, multifunctional devices, and printers, maintenance, brand continuity for parts replacement and
future expansion, contract vendor's ability to provide for our large, diverse membership, geographic area(s) served,
Mohave’s past experience with contracts for similar product/services, and/or other relevant criteria.

None of the offerors recommended for award are on the United States General Services Administration’s Excluded
Parties List, or on the Arizona Department of Administration Excluded Parties List.

The current contracts under RFP 20J-0903 expire on January 29, 2026. It is recommended the awards under RFP
25K-1002 take effect on January 30, 2026.

211 N7th St, Kingman AZ 86401 — Phone: (928) 753-6945 ~~ Fax: (928) 718-3232 — mesc.org

RFP 25K-1002 Award Recommendation

It is the recommendation of the evaluation committee that contracts be awarded to All Copy Products, Inc., Fruth
Group, Inc., Imagine Technology Group, LLC, Pacific Office Automation, Inc., Ricoh USA, Inc., Toshiba Business
Solutions, a Division of Toshiba America Business Solutions, Inc., and Xerographics of Flagstaff, Inc., dba Smart
Document Solutions for Copiers, Multifunctional Devices, Related Office Equipment, Managed Print Services,
Maintenance, and Related Supplies.

Approval of the #25K-1002 award as recommended:

Signature: i a Date: January 6, 2026

‘Jessica Leasure
Contracts Manager

Signature: [se Srp Date:_January 6, 2026

Lari Staples, CPPO
Executive Director

211 N 7th St, Kingman AZ 86401 Phone: (928) 753-6945 — Fax: (928) 718-3232 mesc.org

RFP 25K-1002 EVALUATOR AGREEMENT AND CONFLICT OF INTEREST FORM

NAME and TITLE: Michael R Nentwig, CPPB EMPLOYER: Mohave Educational Services Cooperative, Inc.
ADDRESS: 211 N. 7" Street, Kingman, AZ 86401 PHONE: 928-718-3204
Working with the following Mohave Contract Specialist: Self

Statement of Understanding
Unitial each section to indicate your understanding of the requirement)

MRN I agree to evaluate the responses to the solicitation according to its evaluation criteria terms.

The RFP evaluation criteria is as follows:

Basis of award: Award(s) will be made to the responsive and responsible offeror(s) whose proposal(s) is (are) determined in writing to be the
most advantageous to Mohave for its members. Mohave reserves the right to use model projects/market baskets to determine the most
advantageous proposals(s). It is Mohave’s intent to award a complete line of products, when possible and advantageous.

Responsive proposals: A responsive proposal conforms in all respects to the material requirements of the solicitation. Proposals shall be
responsive to receive award consideration. Mohave reserves the right to waive minor informalities.

Responsible offeror: A responsible offeror is a firm or person who at the time of contract award has the capability to perform the contract
requirements and the integrity and reliability that will assure good faith performance. Mohave shall determine an offeror to be responsible before

awarding a contract to offeror.
Reasonably susceptible of being awarded: A proposal is acceptable if it is determined to be reasonably susceptible of being awarded a contract
in accordance with the evaluation criteria and a comparison and ranking of original proposals. Proposals to be considered reasonably susceptible of
being awarded a contract shall, at a minimum, demonstrate the following:

¢ Affirmative compliance with mandatory requirements designated in this solicitation.

* An ability to deliver goods or services on terms advantageous to members sufficient to be entitled to continue in the competition.

« — That the proposal is technically acceptable as submitted,

MRN I understand that Mohave will consider my evaluation along with evaluations by other professionals, However, I also agree that
Mohave is under no obligation to accept my evaluation, except as advisory. I also understand that Mohave will hold my employer and/or
me harmless if any vendor or interested party protests any award or lack of award made by Mohave under the terms of this solicitation.

MRN I agree not to discuss my evaluation or any of the evaluation process prior to the announcement of an award, as required by Arizona
statute (per ARS §41-2616 (C)).

MRN I confirm that I have not received gratuities in the form of entertainment, gifts, or otherwise, that have been offered by any of the
offerors responding to this solicitation with a view toward securing a contract.

Mohave may publicly thank members of the evaluation committee who are not employed by Mohave on our website. By making your
selection below, this will indicate your understanding that we may publicly recognize your help with the evaluation process. Please indicate
if wish or do not to be thanked in this manner, by indicating with Yes or No answer below:

MRN (Yes) (No)

Please indicate your answer by signing your initials in the appropriate boxes

[ New Evaluator XXXXX Returning Evaluator

The Arizona Revised Statutes (ARS) place some restrictions with which you must comply regarding conflict of interest not only for yourself
but also your relatives (Relative means: spouse, child, child’s child, parent, grandparent, siblings (full or half-blood) and their spouses, and
the parent, sibling or child of a spouse, pursuant to ARS 38-502). You are required to complete the following form to determine that you're
in compliance with these provisions. This form must be completed every time you participate in a contract evaluation.

Business Interest

Are you, or any of your relatives, involved in any ownership, employment, public or private affiliations, or special arrangements which may
have a substantial (Substantial means: any pecuniary or proprietary interest, either direct or indirect, other than a remote interest) interest
in any contract, sale, purchase, or service involving Mohave or any of Mohave's contracts, vendors or members?

XXXXX No | Yes Please describe below (attach sheet if necessary):

Li ity
Violating Arizona’s conflict of interest laws have significant consequences which include, but may not be limited to:
1. Intentionally or knowingly violating any provision of sections §38-503 through §38-505 is guilty of a CLASS 6 FELONY.
2. Recklessly or negligently violating any provision of sections §38-503 through §38-505 is guilty of a CLASS 1 MISDEMEANOR.

MRN I understand that I may be held personally liable for costs associated with violating Arizona’s conflict of interest laws.
I also acknowledge that I am responsible for knowing and understanding Arizona's conflict of interest laws available in A.R.S. §38-501

through §38-510.
MRa>g, a —__
Signature: Date: October 6, 2025
Signature by Mohave: i Srl?
Mohave Educational Services Cooperative, Inc., 211 N 7th St, Kingman AZ 86401

MRN 11/26/24

RFP 25K-1002 EVALUATOR AGREEMENT AND CONFLICT OF INTEREST FORM

NAME and TITLE _Michelle McLemore Order Compliance Specialist EMPLOYER MESC
ADDRESS __211 N 7" St Kingman AZ, 86401. PHONE ___ 928-718-3223

Working with the following Mohave Contract Specialist: Mike Nentwig.,

Statement of Understanding
(Initial each section to indicate your understanding of the requirement)

_MM__ L agree to evaluate the responses to the solicitation according to its evaluation criteria terms.

The RFP evaluation criteria is as follows:
Basis of award: Award(s) will be made to the responsive and responsible offeror(s) whose proposal(s) is (are) determined in writing to be the
most advantageous to Mohave for its members. Mohave reserves the right to use model projects/market baskets to determine the most
advantageous proposals(s). It is Mohave’s intent to award a complete line of products, when possible and advantageous.
Responsive proposals: A responsive proposal conforms in all respects to the material requirements of the solicitation. Proposals shall be
responsive to receive award consideration, Mohave reserves the right to waive minor informalities.
Responsible offeror: A responsible offeror is a firm or person who at the time of contract award has the capability to perform the contract
requirements and the integrity and reliability that will assure good faith performance. Mohave shall determine an offeror to be responsible before

awarding a contract to offeror.
Reasonably susceptible of being awarded: A proposal is acceptable if it is determined to be reasonably susceptible of being awarded a contract
in accordance with the evaluation criteria and a comparison and ranking of original proposals. Proposals to be considered reasonably susceptible of
being awarded a contract shall, at a minimum, demonstrate the following:

* — Affirmative compliance with mandatory requirements designated in this solicitation.

* — Anability to deliver goods or services on terms advantageous to members sufficient to be entitled to continue in the competition.

« That the proposal is technically acceptable as submitted.
_MM__ L understand that Mohave will consider my evaluation along with evaluations by other professionals. However, I also agree that
Mohave is under no obligation to accept my evaluation, except as advisory. I also understand that Mohave will hold my employer and/or
me harmless if any vendor or interested party protests any award or lack of award made by Mohave under the terms of this solicitation.

_MM__ I agree not to discuss my evaluation or any of the evaluation process prior to the announcement of an award, as required by
Arizona statute (per ARS §41-2616 (C)).

_MM__I confirm that I have not received gratuities in the form of entertainment, gifts, or otherwise, that have been offered by any of the
offerors responding to this solicitation with a view toward securing a contract.

Mohave may publicly thank members of the evaluation committee who are not employed by Mohave on our website. By making your
selection below, this will indicate your understanding that we may publicly recognize your help with the evaluation process. Please indicate
if wish or do not to be thanked in this manner, by indicating with Yes or No answer below:

(Yes) (No)

Please indicate your answer by signing your initials in the appropriate boxes
| New Evaluator MM Returning Evaluator

The Arizona Revised Statutes (ARS) place some restrictions with which you must comply regarding conflict of interest not only for yourself
but also your relatives (Relative means: spouse, child, child’s child, parent, grandparent, siblings (full or half-blood) and their spouses, and
the parent, sibling or child of a spouse, pursuant to ARS 38-502). You are required to complete the following form to determine that you’re
in compliance with these provisions. This form must be completed every time you participate in a contract evaluation.

Business Interest

Are you, or any of your relatives, involved in any ownership, employment, public or private affiliations, or special arrangements which may
have a substantial (Substantial means: any pecuniary or proprietary interest, either direct or indirect, other than a remote interest) interest
in any contract, sale, purchase, or service involving Mohave or any of Mohave's contracts, vendors or members?

[xm | L_] Yes Please describe below (attach sheet if necessary):

Liability
Violating Arizona's conflict of interest laws have significant consequences which include, but may not be limited to:
1. Intentionally or knowingly violating any provision of sections §38-503 through §38-505 is guilty of a CLASS 6 FELONY.
2. Recklessly or negligently violating any provision of sections §38-503 through §38-505 is guilty of a CLASS 1 MISDEMEANOR.

mm _ | L understand that I may be held personally liable for costs associated with violating Arizona's conflict of interest laws.

I also acknowledge that I am responsible for knowing and understanding Arizona’s conflict of interest laws available in A.R.S. §38-501
through §38-510.

aA ha
Signature Date__10/9/2025

Signature by Mohave: Ce Bry

Mohave Educational Services Cooperative, Inc.,

MRN 11/26/24

211 N 7th St, Kingman AZ 86401

LL SAM.cov’ ZH Requests (\ Notifications 88 Workspace [3) Sign Out
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< Exclusions Actions 8

Entity laformation

cay egtraton PACIFIC OFFICE AUTOMATION INC **% ==

| Exclusions Unique Entity 1D CAGE/NCAGE
Active Exclusions XT65F81DNKD1 1FGD1

Expiration Date
Nov 21, 2025

Responsibility / Qualification

Physical Address Mailing Address

14747 NW Greenbrier PKWY 14747 NW Greenbrier PRWY
Beaverton, Oregon Beaverton, Oregon

97006-5601, United States 97006-5601, United States

Purpose of Registration
AllAwards

Version

Current Record i

@ EXCLUSIONS

There may be instances when an individual or firm has the same ar similar name as your search criteria,

Gi) but is actually a different party. Therefore, itis important that you verify a potential match with the
excluding agency identified in the exclusion’s details. To confirm or obtain additional information, contact
the federal agency that took the action against the listed party. Agency points of contact, including name
and telephone number, may be found by navigating to the Agency Exclusion POCs page within Help,

Active Exclusions
There are no active exclusion records associated to this entity by its Unique Entity ID.

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Pacific Office Automation
Response to RFP 25K-1002

y ; 25K-POA-0130 Table of Contents

MOHAVE

COOPERATIVE

Pacific Office Automation Response to Best and Final Offer 2

Tab 1A - Signed Offer & Acceptance Form and Confidential/Proprietary Submittal ooo... eeeceeeeeeeeeees 8
(See document 4. 25KPOA0130 Award Documentation for Offer & Acceptance Form.)

No Amendments were issued for this RFP.

Drssesuvsevevisvecvusussuesssuessesesseueusevesesseveusmssvecseucoueveveeveveeseusrsetseusseusuiees 11
Tab 1D - Special Terns & Conditions ooooiicccccsessssssessssecseescsescscsceseeescsestesesesueseenesesessenteneescenesceseaeensas 31
Tab 1E - Scope of Work/Services and Specifications ooo... cccesessseesessecsesceseseaneseeaeseseeseeesseeeeeneneeneneeeaees 42

Tab 1F - Anti-Lobbying Certificate

Tab 1G - U.S. Department of Agriculture Form AD-1048 oo ecceceeceseseeseteseasensnesseasasseseeneseaseeesenaeesens 60
Tab 1H - EDGAR Certification ooo... .cccccssssesessescsssseccceseseeecsesessessseeacieeaesaenesaseecanseceesecescsssnsassceseeeasneessease 63
Tab 2A - Method of Approach ooo. eececcesscsssssescesesesesscessesesseaeeeenenenseneasacseasecscscsnssescssessssesnenesssseesnsaeacesies 69
Tab 2B - Qualifications and Experience ooo....ecsssesessesescseeseseseeceeeeseseseseseeeeeenenenaneetesenensnstaseeceneesesersnesnuees 81
Tab 2C - Certificate of IMSUrance ooo. eeecsecesesesesesvssssesesesescecseaessusuceecaeseseeeceeecececeneseeesesteeaeenntaeeeeices 99

(See document 5. 25KPOA0130 Extensions and Amendments for renewals.)

Tab 2D - Financial Information

All financial information is kept confidiential and has been removed.
Tab 3A - Price Proposals oo... .ssessessessesscsssseesessesseseseeseeseenes See document 6. 25KPOA0130 Pricing Summary.
Tab 4A - Supporting Contract Documents, Suppport and Maintenance Information ,....,....ccccesescececeesessecens 110

Tab 4B - Sample Supplemental or End-User Agreements

Tab 5 - Additional Information ooo. .cccccecccsscessssssscseeseeeesesseseeseceeeeeeeeeees

Click section title to be taken directly to that section. 4/5/18 EH

211 N 7th St, Kingman, AZ 86401 Phone: (928) 753-6945 — Fax: (928) 718-3232 _ mesc.org

» |

MOHAVE

COOPERATIVE
Via Email

Nsa.cain@pacificoffice.com

REQUEST FOR BEST AND FINAL OFFERS
REQUEST FOR PROPOSAL 25K-1002

COPIERS, MULTIFUNCTIONAL DEVICES, RELATED OFFICE EQUIPMENT, MANAGED PRINT SERVICES,
MAINTENANCE, AND RELATED SUPPLIES

In accordance with Arizona procurement rules and code, Mohave Educational Services Cooperative, Inc. (Mohave) Is

requesting Best and Final Offers for Request for Proposal 25K-1002, Copiers, Multifunctional Devices, Related Office
Equipment, Managed Print Services, Maintenance, and Related Supplies.

BEST AND FINAL OFFER DUE DATE: Tuesday, December 9, 2025, at 3:00 p.m. (local time)

Best and Final Offers must be received by the due date and time or if received after the due date and
time the offer shail be considered a late response. Offerors are advised that late best and final offers shall be
handled as specified by Arizona procurement rules and code. If a best and final offer Is not submitted, the offeror's
immediate previous offer will be construed as their best and final offer.

CONTACT PERSON: Michael R. Nentwig, CPPB, Contract Specialist PHONE: (928) 718-3204
Lari Staples, CPPO
Executive Director

DATE: November 26, 2025
THIS BEST AND FINAL OFFER IS SUBMITTED BY:

Firm:
Address: 4501 E. McDowell Road

430-321-3975 er mm A AY |

Phone: eS Signature:

pee: 12-72-2015 mie: GOVERN MATT ACCOUNT EXEVTIVE

211 N7th &, Kingman AZ 86401 Phone: (928) 753-6945 — Faxs[928) 718-3232 mescorg
W638 10/22/24

Request for Proposal 25K-1002 - Copiers, Multifunctional Devices, Related Office Equipment,
Managed Print Services, Maintenance, and Related Supplies
Pacific Office Automation, Inc.

REQUEST FOR BEST AND FINAL OFFERS

NOTE: Mohave has completed its initial review of your response to RFP 25K-1002, and is requesting the following
Information to better understand your offer. Carefully review and answer the questions that follow.

Provide only your response(s) to the information, as requested below.
Do not provide another complete copy of your Initial response.
Note: YOUR ANSWERS TO QUESTION 1 MAY REQUIRE REVISIONS AND/OR CLARIFICATIONS TO YOUR PRICING

WORKBOOK. PROVIDE A REVISED COPY OF YOUR PRICING WORKBOOK IN ELECTRONIC FORMAT (WHICH IS NOT PASSWORD
PROTECTED) WITH YOUR RESPONSE TO THE BEST AND FINAL OFFER.

BEST AND FINAL OFFER SUBMITTAL

i. Awarded contracts under RFP 25K-1002 shall be made to the responsive and responsible offer(s) whose
proposal(s) are determined to be most advantageous to Mohave for its members. The pricing offered by your
firm under RFP 25K-1002 will be compared to other external cooperative contracts for similar products and
services. Should your firm hold any current cooperative contracts for similar products and services; review your
pricing offered under RFP 25K-1002 for competitiveness. Mohave is considering multiple proposals for this
contract. Pricing Is very competitive.

Please review your prices to determine if any additional discounts are available.

If yes, provide a new comprehensive price schedule.

If no, indicate “No Additional Discounts.”

Tf your offered pricing under RFP 25K-1002 is higher than other external cooperative contracts held by your
firm, include a detailed explanation regarding the difference or variation in compared pricing.

If a best and final offer is not submitted, the offeror’s immediate previous offer will be construed as
their best and final offer.

211 N 7th St, Kingman AZ 86401 Phone: (928) 753-6945 Fax: (928) 718-3232 mescorg

# PACIFIC OFFICE AUTOMATION

Problem Solved

www.pacificoffice.com

Response to:
Request for Proposal 25K-1002

Copiers, Multifunctional Devices, Related Office Equipment,
Managed Print Services, Maintenance, and Related Supplies

In Partnership with:

&
b 4 COOPERATIVE

Epes PACIFIC OFFICE ADDRESS: 4501 E McDowell Road
doe AUTOMATION Phoenix, AZ 85008

) — PROBLEM SOLVED —