Proposal - Cooperative Purchasing | KCDA€¦ · · 2008-11-11E. Service response time ... placements and service calls will go to Spokane and then be routed to the applicable

Proposal

Océ Response to RFP # 09-213 from King County Director’s Association (KCDA) for

Multifunctional Document Devices/Copiers Stand Alone and Networked

Prepared for:

King County Directors’ Association

Purchasing Department

18639 80th Ave. S.

Kent, WA 98032

425-251-8115

November 12, 2008

Prepared by:

Keith Henthorn

Océ North America

Document Printing Systems

1012 E. Knox Suite 300

Spokane, WA

509-242-2145

[email protected]

Table of Contents

Part 1. Management ...................................................................................................... 5 A. Contract Management and Performance Plan .................................................................... 5 B. Information Management ................................................................................................... 7 C. Customer Training Plan...................................................................................................... 7 D. References .......................................................................................................................... 8

Part 2. Technical Requirements................................................................................. 10 A. Technical and Environmental Requirements.................................................................... 10 B. Number and location of statewide dealers/distributor network........................................ 10 Statewide Support State of Washington ............................................................................... 11 Statewide Support State of Oregon....................................................................................... 13 Statewide Support State of Idaho.......................................................................................... 15 Statewide Support State of Alaska........................................................................................ 17 Statewide Support State of Montana .................................................................................... 19 C. Number/location of trained service technicians ............................................................... 20 D. Telephone response time (Reference Section 3.8) ........................................................... 20 E. Service response time....................................................................................................... 20

Part 3. Product and Service Costs.............................................................................. 21 Target Machine 1 im2330...................................................................................................... 21 Target Machine 2 VL3622..................................................................................................... 22 Target Machine 3 im6030...................................................................................................... 23 Target Machine 4 im7520...................................................................................................... 24 Target Machine 5 cm2522 ..................................................................................................... 25 Target Machine 6 cm3522 ..................................................................................................... 26 Target Machine 7 cm4521 ..................................................................................................... 27

Part 4. Required Documents ...................................................................................... 28

Cost Per Copy Option..................................................................................................... 33

Additional Information .................................................................................................. 34 Corporate Overview.................................................................................................................. 34 Overview of Océ N.V. .............................................................................................................. 34 Financial Overview ................................................................................................................... 35 History of Océ........................................................................................................................... 35 Océ North America ................................................................................................................... 36

Océ Proposal for Multifunctional Document Devices/Copiers Stand Alone and Networked

Océ Proposal for Multifunctional Document Devices/Copiers Stand Alone and Networked

Document Printing Systems...................................................................................................... 37 Awards ...................................................................................................................................... 37 Key Differentiators ................................................................................................................... 39 Océ Products ............................................................................................................................. 41 Color Products........................................................................................................................... 41 Software Solutions .................................................................................................................... 42 Océ Services.............................................................................................................................. 43

Océ and the Environment .............................................................................................. 47

Terms and Conditions Clarifications/Exceptions ........................................................ 49

Attachments..................................................................................................................... 54

Océ Proposal for Multifunctional Document Devices/Copiers Stand Alone and Networked Page 5 of 54

Part 1. Management

A. Contract Management and Performance Plan

Vendor must include in their proposal a brief description (two pages or less) of their company, to include experience and history at providing contract equipment and services to large organizations within the states of WA, OR, ID, MT, and AK. The Océ North America Document Printing Systems is a direct sales, service and marketing provider of document imaging solutions serving the office markets in the U.S. We use our own sales and service personnel to ensure nationwide consistency of support. Our focused business is providing office document printing solutions, and our philosophy is based upon an extraordinary commitment to customer satisfaction. Headquartered in Trumbull, CT, Document Printing Systems maintains more than 130 branch offices throughout the United States and employs approximately 3,100 employees. A comprehensive network of more than 2,000 Océ service professionals backs our customer support system in North America. For the past 40 years, we have maintained lasting relationships with clients who rely on our document imaging equipment, our software, and our impressive service. Océ Document Printing Systems clients include many of the Fortune 1000 companies with an installed base of more than 330,000 copier, printer, multifunction and facsimile products. Océ has contracts with many large organizations within the contract area to include: current State of Oregon Copier Contract; current State of Idaho Copier contract; University of Alaska, and many businesses with multiple locations. A discussion on how they intend to perform the contract through their multi-state network of dealers/distributors in the event of contract award. Because Océ is a company with all direct offices, we manage large contracts such as KCDA very efficiently. The problem of independent dealerships is not an issue and we are able to maintain better lines of communication throughout the contract area. To support the scope of this multi-state contract, there are seven major office locations: Spokane, WA; Seattle, WA; Yakima, WA; Portland, OR; Medford, OR and Salt Lake City, UT; and Anchorage, AK. Each of these offices manage smaller office throughout the area covered under this multi-state RFP. These offices include: Kennewick, WA; Coeur d’Alene, ID; Sandpoint, ID; Lewiston, ID; Boise, ID; Salem, OR; McMinnville, OR; Bend, OR; Eugene, OR; Roseburg, OR; Fairbanks, AK and Juneau, AK. This contract will be managed out of the Spokane, WA office. All questions, invoices, order placements and service calls will go to Spokane and then be routed to the applicable location. There are adequate resources in Spokane to handle this responsibility.

Provide an organizational chart identifying key people to be involved in the performance of this contract in the event of award. Provide job titles and a brief


description of job duties. Keith Henthorn, General Manager, Spokane, WA - Responsible for entire administrative, service and sales functions within their geographical territory Curt Bell, General Manager, Yakima, WA Responsible for entire administrative, service and sales functions within their geographical territory Keith Schilling, General Manager, Portland, OR Responsible for entire administrative, service and sales functions within their geographical territory Greg Nielson, General Manager, Salt Lake City, UT Responsible for entire administrative, service and sales functions within their geographical territory Stephen Beaudry, Branch Manager, Seattle, WA Responsible for Sales and Administrative functions within their geographical territory. Ron Diltz, Branch Manager, Anchorage, AK Responsible for Sales and Administrative functions within their geographical territory. Jackie Ruhs, Administrative Manager, Spokane, WA Responsible for order processing, billing, contracts and other administrative functions pertaining to this contract. Jeff Liddell, Service Manager, Spokane, WA Responsible for all service activities within their geographical territory Gary Bravos, Regional Service Manager, Seattle, WA Responsible for all service activities within their geographical territory

Provide a discussion of contract management and communication plan between vendor and its dealer/distributor network, if applicable. Our national accounts are supported by multiple sales and service teams throughout the country. Your national account executive is your single point of contact responsible for the negotiation and launch of national programs. If your account has negotiated an agreement at headquarters, but allows multiple locations to make independent buying decisions, then the account is managed through our Shared Success Program. Our internal program includes frequent emails to the regional Océ teams to update them on your account, any product or pricing changes, and provide them with feedback for quarterly performance reporting. We also offer web-based internal marketing to promote our products and services and assist you in controlling the content provided to your decentralized buying community.


B. Information Management

Bidder is to provide a description of its invoicing plan regarding equipment sales, equipment rentals, operating leases, and maintenance and repair service. Specify whether invoicing will be centralized (which is preferred due to the possibility of greater accuracy of the data) or decentralized (which would be permitted provided data is properly collected and reported). (Reference Sections 4.2 and 5.1.11)

All invoicing will be managed out of Océ’s Spokane, WA office. Once the local office has met with the KCDA member and determined what type of equipment, they are looking for; we will provide a written proposal outlining equipment, accessories and pricing based on the contract. Immediately upon receipt of the order from KCDA, the Spokane office will place the order for the equipment. Once the equipment is installed and accepted by the KCDA member, we will invoice KCDA for the contract price minus 2%. Invoicing for maintenance and repair service will be invoiced out of the local office and go directly to the customer.

Bidder is to describe its plan for collecting and reporting contract activity and the remittance of administrative fee to KCDA. (Reference Sections 4.2, 5.1.12, and 5.4)

For that equipment that is leased or rentals, the Spokane office will consolidate all revenue invoiced to the KCDA members/associates and submit payment through our corporate accounts payable office. The Spokane office will send a statement to the KCDA prior to the 15th of the month following the end of the quarter listing all payments invoiced for the previous quarter. Payment will follow shortly after being processed through Océ accounts payable.

C. Customer Training Plan

Customer Training Plan and Resources: Describe below or on attached letter your ability to provide customer training at time of equipment delivery and installation and on a customer requested follow-up basis. Identify any additional costs associated with follow-up customer training. Users can take maximum advantage of hardware/software products, only if they understand how to use them. Our Customer Education professionals are dedicated to delivering a full range of training products/services to increase your productivity and maximize the return on your technology investment. Whether you need training for end-users, trainers, system administrators or other special groups, we focus on providing an in-depth understanding of your Océ document solution and how to use it properly. We offer you a choice of on-site training or training at one of our central training facilities. We also offer the flexibility of custom training solutions to meet your unique training requirements.


Each class is conducted by a certified Océ trainer to ensure that your employees will receive significant hands-on time to learn and practice their new skills. Your investment in our training class will enable your employees to take full advantage of your Océ products' sophisticated capabilities. There will be no charge for follow-on training.

D. References

Bidder has provided Customer Reference Forms (reference Exhibit A) to the following customers for completion and submission to the RFP Coordinator. You must provide 5 references- 2 each for K-12 or higher education, 2 each for governmental agencies and 1 each for a bank reference. Contracts need to be at least $100,000.00 per year and with equipment specified in the proposal and equipment provided and service rendered within past three years. Make as many copies of this form as necessary. Customer Name: Salem Kaiser School District Address 3630 N. State St. Salem, OR. 97301 Contact Person La Von Maskel Title: Director of Procurement Phone Number: 503 399 3090 We have placed approximately 125 copiers to date within this school district and are scheduled to place 25 more in November. We provide outstanding service and support and have a website established for them as well. Customer Name: City and Borough of Juneau Address 155 S. Seward St, Juneau, AK 99801 Contact Person Diane Andreson Title: Buyer, CPPB Phone Number: 907 586-0311 We provide service and supplies for 24 copiers throughout the city of Juneau Customer Name: Kadlec Medical Center Address 945 Goethals Dr, Richland, WA 99352 Contact Person Karolyn Sand Title: Purchasing Agent Phone Number: 509 942-2872

We have placed approximately 110 copiers to support this state-of-the-art hospital complex to include networked MFD’s and the ability to scan documents to support their electronic medical records platform.


Customer Name: Bank of Whitman Address 201 S. Main, Colfax, WA 99352 Contact Person Ty Rynearson Title: IT Project Manager Phone Number: 509 397-5156 We have placed over 15 machines throughout a broad geographical area to support branch locations for this local bank.

Bidders to provide their job references with Customer Reference Forms (Reference Appendix A) for completion and submission to the Purchasing Agent prior to proposal due date.

Océ will comply


Part 2. Technical Requirements

A. Technical and Environmental Requirements

Please see attached 3.3 forms (complete a form for each machine offered.)

B. Number and location of statewide dealers/distributor network

Which dealers/distributors can provide product sales/rental support?

Which dealers/distributors can provide on-site equipment service/repair support?

Please see the following charts. All office locations can provide sales, rental, service and repair of all of the target models and machines up through segment 7. Some locations do not have the ability to service all of the production equipment such as the VP1105, VP2100, VP2110, and the cs665.


Statewide Support State of Washington

Name: Address:

Océ 10102 E.Knox Suite 300 Spokane, WA

Océ 801 West Yakima Ave

Yakima, WA Contact: Keith Henthorn Curt Bell Phone: 509/835-1272 509/575-0734 Fax: 509/835-1278 509/575-3080 E-mail: [email protected] [email protected] STATE:

Washington Washington

Number and Names of Service Technicians*:

__7__ Technicians Names: ___Jeff Liddell____________ ___Bob Nilles____________ ___James Tapani__________ ___Andy Kautzman________ ___Ron Green____________ ___Mike Mauget__________ ________________________ ________________________

__10__ Technicians Names: Wes Lehrman, Steve Rink,___ Mark Gibson, Brian Mazie,__ Grant Elliott, _____________ Travis McNeil____________ Mark Janosik_____________ Dale Kihn________________ Gary Giles_______________ Dianna Oberrecht__________

Response Time for On-site Service**

Within 25 miles: __4__ hours 26 - 50 miles: __4__ hours 51 - 75 miles: __7__ hours 76 - 100 miles: _7__ hours

Within 25 miles: __4__ hours 26 - 50 miles: ____4__ hours 51 - 75 miles: ____7__ hours

76 - 100 miles: ____7__ hours Name: Address:

Océ 1828 West Lewis St Pasco, WA

Océ 1300 SW 7th Street Suite 100 Renton, WA 98057

Contact: Curt Bell Stephen Beaudry Phone: 509/575-0734 425/873-1720 Fax: 509/575-3080 425/873-1818 E-mail: [email protected] [email protected] STATE:

Washington

Washington

Number and Names of Service

__4__ Technicians Names:

_5___ Technicians Names:


Technicians*: __Dave Gibson____________ __Chris Artz______________ __Don Grazzini___________ __Glenn Overby___________ ________________________ ________________________ ________________________ ________________________

__Bobby Lumpkin_________ __Frank Wilson II_________ __Richard Bearden________ __Randy George__________ __Reuben Daniels_________ ________________________ ________________________ ________________________


Within 25 miles: __4___ hours 26 - 50 miles: ___4___ hours 51 - 75 miles: ___7___ hours

76 - 100 miles: ___7___ hours

Within 25 miles: ___4__ hours 26 - 50 miles: __5__ hours

51 - 75 miles: ____7__ hours 76 - 100 miles: ____7__ hours


Statewide Support State of Oregon

Name: Address:

Océ 230 SE 3rd St Bend, OR

Océ 16416 SW 72nd Ave, Bld 5 Portland, OR

Contact: Gary Parish Keith Schilling Phone: 541/389-2362 503/244-2000 Fax: 541/389-6796 503/431-3932 E-mail: [email protected] [email protected] STATE: Oregon Oregon Number and Names of Service Technicians*:

__1__ Technicians Names: ____John Stanton__________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________

__10__ Technicians Names: Tom Bliquez, Peter Welch,__ Greg Stell, _______________ Dave Evensen, ___________ Randy Harbech___________ Floyd Francetich__________ William Jones____________ Raymond Mayes__________ Steve Harmon ____________


Within 25 miles: __4__ hours 26 - 50 miles: __4__ hours 51 - 75 miles: _7__ hours

76 - 100 miles: _7__ hours

Within 25 miles: __4__ hours 26 - 50 miles: _4__ hours 51 - 75 miles: 7__ hours

76 - 100 miles: 7__ hours Name: Address:

Océ 1020 Green Acres Rd Eugene, OR 97408

Océ 1020 Knutson Medford, OR 97504

Contact: Gary Parish Gary Parish Phone: 541/772-9174 541/772-9174 Fax: 541/686-8851 541/772-1862 E-mail: [email protected] [email protected] STATE:

Oregon Oregon


_1 __Technicians Names: __Ron Anderson__________

__7__ Technicians Names: __Mike Anderson__________

mailto:[email protected]


________________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________

__Jim Crowl______________ __Rachel Cassan__________ __Bob Tackett____________ __Duane Whitney_________ __Ray Jack_______________ __Jim Gorman____________ ________________________



76 - 100 miles: _7__ hours


76 - 100 miles: ____7__ hours Name: Address:

Océ 640 High Ste NE Salem, OR 97301

Océ 2770 NW Aviation Dr, suite A Roseburg, OR 97470

Contact: Keith Schilling Gary Parish Phone: 503/244-2000 541/672-6631 Fax: 503/364-4781 541/672-0663 E-mail: [email protected] [email protected]

STATE:

Oregon Oregon


__2__ Technicians Names: _Joseph Hengehold________ _David Standy____________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________

__1__ Technicians Names: ___Jerry Bemiller_________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________



76 - 100 miles: ____7__ hours


76 - 100 miles: ____7__ hours

mailto:[email protected]


Statewide Support State of Idaho

Name: Address:

Océ 228 S Cole Rd Boise, ID 83705

Océ 1427 N Fourth st Coeur d’Alene, ID 83814

Contact: Greg Nielson Keith Henthorn Phone: 208/343-0506 208/765-1400 Fax: 203/343-8288 208/765-1465 E-mail: [email protected] [email protected] STATE:

Idaho


___3_ Technicians Names: __Scott Higley____________ __John Condor____________ __Carlos Carcamo_________ ________________________ ________________________ ________________________ ________________________ ________________________

__2__ Technicians Names: __Kyle Brown____________ __Ken Ely_______________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________


Within 25 miles: __4__ hours 26 - 50 miles: ___4__ hours

51 - 75 miles: ____7__ hours 76 - 100 miles: ____7__ hours


76 - 100 miles: _7__ hours Name: Address:

Océ 219-A Snake River Ave Lewiston, ID 83705

Océ 105 S 3rd Ave Sandpoint, ID 83864

Contact: Keith Henthorn Keith Henthorn Phone: 208/798-7200 208/265-8400 Fax: 208/798-7206 208/265-8477 E-mail: [email protected] [email protected] STATE:

Idaho Idaho

Number and Names __2__ Technicians __2__ Technicians


of Service Technicians*:

Names: __ John Stauffer___________ ___Sam Clements _________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________

Names: ___ Steve Hart___________ __Herb Thomas __________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________



76 - 100 miles: _7__ hours

Within 25 miles: __4__ hours 26 - 50 miles: __4__ hours 51 - 75 miles: __7__ hours

76 - 100 miles: __7__ hours


Statewide Support State of Alaska

Name: Address:

Océ 5100 Cordova St, Suite 100 Anchorage, AK 99503

Océ 206 Barnette St Fairbanks, AK 99701

Contact: Ron Diltz Ron Diltz Phone: 907/562-2239 907/479-0041 Fax: 907/569-0166 907/479-0314 E-mail: [email protected] [email protected] STATE:

Alaska Alaska


__4__ Technicians Names: ___Ron Little_______________ ___Rick Dyer_______________ ___Randy Brannon__________ ___Ken Buggey_____________ ________________________ ________________________ ________________________ ________________________

___2_ Technicians Names: __Randy Brannon ___Ken Buggey_ ____________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________


Within 25 miles: __4__ hours 26 - 50 miles: __4__ hours

51 - 75 miles: ___6__ hours 76 - 100 miles: __6__ hours


51 - 75 miles: ___7__ hours 76 - 100 miles: ___7__ hours

Name: Address:

Océ 800 Glacier Ave Juneau, AK 99801

Contact: Ron Diltz Phone: 907/586-5672 Fax: 907/586-4625 E-mail: [email protected] STATE:

Alaska



___1_ Technicians Names: _____Rick Dyer ___________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________


Within 25 miles: __4__ hours 26 - 50 miles: __5____ hours 51 - 75 miles: ___7___ hours

76 - 100 miles: ___7___ hours


Statewide Support State of Montana

Name: Address:

Océ 105 S. Third Ave, Sandpoint, ID

Contact: Keith Henthorn Phone: 208 265-8400 Fax: 208 265-8477 E-mail: [email protected] STATE:

Service is only available in Libby, MT


__2__ Technicians Names: _Herb Thomas____________ _Steve Hart______________ ________________________ ________________________ ________________________ ________________________ ________________________ ________________________



51 - 75 miles: ___7__ hours 76 - 100 miles: __7__ hours


C. Number/location of trained service technicians

See Statewide Support chart above

D. Telephone response time (Reference Section 3.8)

Based on a self assessment of Vendor’s current history:

• We return customer phone calls for assistance or for equipment service within 2 hours or less _100__ % of the time.

• We return customer phone calls for assistance or for equipment service within 2-3 hours_0__ % of the time.

• We return customer phone calls for assistance or for equipment service within 3-4 hours _0__ % of the time.

• We return customer phone calls for assistance or for equipment service over 4 hours _0__ % of the time.

(The above percentages should total 100 percent or they will be adjusted as necessary during the evaluation process to total 100 percent in order to complete proposal evaluation.) Reference Section 6.25.

E. Service response time

Equipment order lead-time Contract equipment will be delivered within _15____ calendar days after receipt of order (ARO).

Response Time for On-site Service (Reference Section 3.7) Please see Statewide Support Chart above


Part 3. Product and Service Costs

Target Machine 1 im2330

Product Specifications and Price Sheet for Target Machine 1 (Reference Section 3.4)

Copy of Manufacturer’s Price Sheet (Reference Section 5.1.10)

Copy of Buyers Laboratory Inc. Multifunctional Specifications Guide, “Fact Sheet” pages describing the Target Model Machine. (If available from their last publication.) (Reference Section 5.1.10)


Target Machine 2 VL3622















Target Machine 5 cm2522






Product Specifications and Price Sheet for Target Machine 6 (Reference Section 3.4) Copy of Manufacturer’s Price Sheet (Reference Section 5.1.10)








Part 4. Required Documents

A. Copy of the RFP and signed copies of any amendments

Please see attached signature page, addendum 1 and 2 have been received.

B. Original signed Offer and Award form (Reference Section 3.1)

Please see attached

C. Proprietary Data (as bidder deems necessary, reference Section 6.9)

none

D. Prior Contract Performance and Certifications (Reference Sections 3.2.7 and 5.1.7)

3.2.7 Prior Contract Performance and Certifications. Bidder has experienced no contract terminations for default in the past five years. _x__ Yes, If No ___, describe the situation on an attachment. (Reference Section 5.1.7 Prior Contract Performance and Certifications.)

5.1.7 Prior Contract Performance and Certifications: If the Vendor has had a

contract terminated for default during the past five (5) years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the Vendor’s non-performance or poor performance and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Vendor to be in default.

Submit full details of all terminations for default experienced by the Vendor in the past five (5) years including the other party’s name, address and telephone number. Present the Vendor’s position on the matter. KCDA will evaluate the facts and may, at its sole discretion, reject the Vendor’s proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the Vendor.

If the Vendor has experienced no such terminations for default in the past five (5) years, so declare. (Reference Section 3.2.7 Prior Contract Performance and Certifications) From time to time, the Océ Document Printing Systems is a party to lawsuits that arise in the ordinary course of its business. These lawsuits may involve litigation by or against Océ to enforce contractual rights under vendor, insurance, or other contracts; lawsuits relating to intellectual property or patent rights; equipment, service or payment disputes with customers; disputes with employees; or other matters. Océ Document Printing Systems is currently a defendant in a number of


lawsuits, none of which should have, in the opinion of management and legal counsel, a material adverse effect on Océ Document Printing Systems’ financial position or results of operations.

Océ has tens of thousands active customer contracts at any given time. From time to time, a customer complaint arises and Océ attempts to settle the matter, typically through the replacement of the equipment. In a very small number of instances, Océ will cancel the rental or maintenance contract for customer satisfaction purposes.

E. Bid Information form with attached information as requested. (Reference Section 3.2)

3.2 BID INFORMATION

Bidders shall complete the following: 3.2.1 Purchasing (Credit) Cards accepted Yes __X____No __

If yes, please list major brands below Visa, MasterCard, Amex for rental, purchase and maintenance charges

3.2.2 Prompt Payment Discount: __0_____% 30 days or net 30 Days.

Prompt Payment Discount (check one) ___ is, or _X__ is not also applied to credit card transactions. Prompt payment discount periods equal to (or greater than) 30 days calendar days will receive consideration and proposal pricing will be reduced (for evaluation purposes only) by the amount of that discount(s). To receive evaluation credit, bidder must extend prompt payment terms to credit card transactions.

3.2.3 Authorized Contractor Representatives and Single Points of Contact Primary Contact For Contract

Administration

Alternate Contact For Contract

Administration

Name: Keith Henthorn Name: Keith Henthorn

Job Title: General Manager Job Title: General Manager

Telephone: 509/242-2145 Telephone: 509/242-2145

Fax: 509/835-1278 Fax: 509/835-1278

Email: [email protected] Email: [email protected]


Product Information, Order Placement and Invoicing Questions

Service Information, Order Placement and Invoicing Questions

Name: Jackie Ruhs Name: Jackie Ruhs

Job Title: Administrative Manager Job Title: Administrative Manager

Telephone: 509 835-1272 Telephone: 509 835-1272

Fax: 509 835-1278 Fax: 509 835-1278

Email: [email protected] Email: [email protected]

Primary Contact for Problem Resolution Alternate Contact for Problem Resolution

Name: Keith Henthorn Name: Keith Henthorn

Job Title: General Manager Job Title: General Manager

Telephone: 509/242-2145 Telephone: 509/242-2145

Fax: 509/835-1278 Fax: 509/835-1278

Email: [email protected] Email: [email protected] These single points of contact (or designee in their absence), shall be available at all times during normal working hours throughout the term of the contract.

3.2.5 Ordering Addresses:

Purchase orders sent to: Billing will be from: Payment Sent to:

Océ 10102 E. Knox Ave Suite 300 Spokane, WA 99218

Océ 10102 E. Knox Ave Suite 300 Spokane, WA 99218

Océ P. O. Box 2743 Portland, OR 97208

3.2.6 Bidder’s Federal Tax Identification Number:

(Additionally a Federal Tax Identification Number must be provided for each business entity invoicing the contract customer and receiving payment for equipment and/or service provided through this contract.) Federal Tax ID Number For MFP models - 06-1611068 For Production models - 06-1070101 For OFSI lease - 62-1222739

3.2.7 Participation by Minority and Women’s Business Enterprises (MWBE)


KCDA encourages participation in its contracts by MWBE firms. Bidders are asked to identify MWBE to be utilized in the performance of the contract as either subcontractors or dealers/distributors. After award Contractors periodically will be required by the Purchasing Agent to report the actual level of contract participation.

Bidders are encouraged to utilize the services of available minority community organizations, minority contractor groups, local minority assistance offices and organizations that provide assistance in the recruitment and placement of MWBE’s and other small businesses. Minority Subcontractors will not be utilize in this proposal

F. Dealer Authorizations, if required

The Bidder, if other than the equipment manufacturer, shall submit with its proposal a current, dated, and signed authorization from the equipment manufacturer that the bidder is an authorized distributor, dealer or service representative and is authorized to sell and maintain the manufacturer's products included in the RFP. Failure to provide manufacturer’s authorization may result in proposal rejection.

Please see attached Manufacturer Certificate

G. Subcontractors (Reference Sections 3.6 and 5.1.6)

Bidders shall complete the following required information. Where additional space is needed and/or where specifically requested, submit an attached letter with this page. Identify any subcontractors (other than dealers/distributors) who will participate in the fulfillment of contract requirements and briefly describe the nature of equipment/services to be performed. Identify the anticipated dollar value of subcontractor’s participation. Include federal tax identification (TIN) number.

Sales and service will not be subcontracted

H. Manufacturer’s Product Warranty and Vendor’s Service Warranty (Reference Sections 3.12 and 6.29)

Bidder is to attach with its proposal a copy of the manufacturer’s product warranty for each type of equipment offered in this proposal. A copy of the product warranty also is to be supplied with each delivered and/or installed machine.


Bidder is to attach with its proposal a copy of their firm’s warranty for maintenance services provided to their customers. A copy of this maintenance service warranty shall be provided to all contract customers.

Océ warrants that on completion of installation Equipment will be (1) in material conformance with the manufacturer’s published specifications., (2) qualified for Océ’s standard maintenance services and (3) free from material defects in workmanship and materials. All parts found to be defective during installation shall be repaired or replaced at the option of Océ. All parts replaced under this warranty shall become the property of Océ. Customer’s sole and exclusive remedy for breach of the foregoing warranty shall be to reject the Equipment and cancel the affected Equipment Schedule prior to acceptance of the product. In no event shall a breach of this warranty give rise to a claim for damages against Océ. The warranty set forth herein applies only to new, remanufactured or refurbished Equipment and is conditioned upon Customer giving prompt notice to Océ of any discovered defects. Océ will not perform repairs or parts replacement for defects or damage resulting from (i) alteration, relocation, repairs, or use of parts, software or services not provided by Océ or its authorized representative, (ii) accident, (iii) abuse, willful misconduct, or negligence, unless otherwise agreed to in writing.

Equipment and accessories are warranted for 90 days after delivery and installation. This warranty covers parts, labor and travel time, it does not include consumables.

I. Product Literature and Reference Price List (Reference Sections 3.12 and 5.1.10) to also include Buyers Laboratory Inc. Multifunctional Specifications Guide, “Fact Sheets” (Reference Section 5.1.10)

Bidder is to attach a copy of the manufacturer’s product literature and associated manufacturer’s price list on all machines offered in response to this RFP and identified in Section 3.4 Product Specifications and Price Sheets. Bidder is to also provide a copy of Buyers Laboratory Inc. Multifunctional Specifications Guide, “Fact Sheet” pages describing the machines (if available from their last publication.) (Reference Section 5.1.10) Please see attached product literature, price lists and BLI information.

J. Information Management (Reference Sections 3.13)

Please see attached sample reports


Cost Per Copy Option

This is not an option which must be completed in order to qualify for award. Océ is not proposing a Cost per Copy option

Additional Information

Corporate Overview

Océ enables people to share information by offering products and services for the reproduction, presentation, distribution and management of information worldwide. Business documents are vital strategic, financial, operational and intelligent assets that are essential to daily business processes. They constitute the lifeblood of an organization. This is why document process management is an Océ strategy that enables organizations to reduce costs, increase productivity, manage document risks, and enhance business performance. Océ is uniquely suited to provide the printers, copiers, facsimile machines and facilities management services for your company. Océ provides a wide breadth of equipment from 13 cpm fax machines to 1280 cpm high speed continuous speed transactional printing systems, a full range of wide format printing systems, and PRISMA software for complete end-to end solutions. Océ also provides managed services to over 1,200 client sites focusing in the areas of print, copy, mail, imaging and records. Océ seamlessly integrates service, technology and people to provide best-in-class document process solutions. We recognize that achieving best-in-class performance involves much more than cost control and technology. It depends on the knowledge, skills and customer focus of our people. Our 130 years of experience helping clients unlock hidden value in their document processes means we can help your organization and members become more efficient and productive.

Overview of Océ N.V.


Océ N.V. is a leading international provider of digital document management technology and services. The company’s solutions are based on Océ’s advanced software applications that deliver documents and data over internal networks and the Internet to printing devices and archives -- locally and around the world. Supporting the workflow solutions are Océ digital printers and scanners, considered the most reliable and productive in the world. Océ also offers a wide range of display graphics, consulting and outsourcing solutions. Océ’s extensive range of products and services set the standard in the market for high quality, reliability,

productivity, ease of use, and environmental sustainability. Netherlands-based Océ N.V. (Euronext Amsterdam: OCÉ), with a workforce of approximately 24,000 people and revenues of $4.6 billion is active in approximately 90 countries, with direct sales and service organizations in some 30 countries.

Financial Overview

Océ derives revenues from products and services, including complete solutions for use by professionals in print and document management, ranging from document creation and design through to distribution and archiving.

Océ N.V. Fiscal Year Financial Highlights

In million € November 2007

November 2006

November 2005

November 2004

Revenue 3,098.2 3,110.3 2,677.2 2,652.4 Gross Profit Margin

1,264.8 1,269.2 1,071.8 1,103.3

Operating Income 121.2 102.2 110.1 110.3 Total Net Income (In € per share)

78.9 57.1 78.8 78.0

Diluted EPS from Total Operations

.088 0.63 0.91 0.88

History of Océ

The roots of Océ reach back to 1871, when Venlo chemist Lodewijk van der Grinten started research on the manufacture of butter-coloring agents. Océ continued to produce this product until 1970 when the butter coloring business was sold to the multinational company Unilever. By that time, Océ had become a world leader in the manufacture of reprographic machines and supplies. Through research and development and several strategic acquisitions, Océ continues to be a leading provider of digital document management technology services in the world today. In November 2005, Océ acquired Imagistics International, Inc., the largest transaction in the Company's history. Integrated as Océ North America Document Systems, the unit serves the office and digital printing center (in-house print shop) environments. With one of the industry's largest direct sales and service organizations, Océ Document Printing Systems offers a complete line of multi-function printers and document management software and services to a broad cross-section of corporations, government bodies and educational institutions.



Océ North America

Océ’s North American headquarters is located in Trumbull, CT. Océ North American revenues represented approximately half of Océ’s worldwide business in 2007 and employment is currently 11,000. These are the major business units located across the country:

Document Printing Systems provides award-winning digital copier/printers and multifunctional products, facsimile machines, and networking options for the office and production environments, including variable data.

Production Printing Systems concentrates on high-speed production and transaction printing, and publishing needs of digital print providers and customers in graphic arts, direct mail, and corporate IT centers.

Wide Format Printing Systems leads the way in large format plotting/copying/ scanning systems including monochrome and color technical document systems and full-color display graphics solutions.

Océ Financial Services offers customized leasing and acquisition programs.

Océ Business Services partners with customers to provide digital document process management technology, outsourcing services, and business process consulting.

Document Printing Systems

The Océ North America Document Printing Systems is a direct sales, service and marketing provider of document imaging solutions serving the office markets in the U.S. and parts of Canada. We provide award-winning digital copier/printers and multifunctional products, facsimile machines, and networking options to improve the performance of your organization through better document management. Rather than relying on small local dealers, we are 100% direct. We use our own sales and service personnel to ensure nationwide consistency of support. Our focused business is providing office document printing solutions, and our philosophy is based upon an extraordinary commitment to customer satisfaction. Headquartered in Trumbull, CT, Document Printing Systems maintains more than 130 branch offices throughout the United States and employs approximately 3,100 employees. A comprehensive network of more than 2,000 Océ service professionals backs our customer support system in North America. For the past 40 years, we have maintained lasting relationships with clients who rely on our document imaging equipment, our software, and our impressive service. Océ Document Printing Systems clients include many of the Fortune 1000 companies with an installed base of more than 330,000 copier, printer, multifunction and facsimile products.

Awards

Since quality is the cornerstone of Océ’s business, the Océ name is your guarantee of quality, performance, and durability. The total quality of our expansive range of Océ’s document imaging products ensures that your specific print, copy, fax, and scanning requirements are met with tailored solutions and laser-sharp accuracy. In keeping with our commitment to total customer satisfaction, we have established rigorous standards at every level of production, implementation, and support. Leading industry analysts have recognized our efforts and awarded us numerous accolades for superior products, sales and service.


Océ has received the 2007 Gold Award for Onsite Service and Support in BERTL’s 2007 Annual Readers’ Choice Awards. This award recognizes Océ’s total commitment to providing customers with world class service and support to maximize the availability and productivity of their digital printing systems. The BERTL Readers’ Choice Awards are based on the cumulative findings from thousands of end-user surveys.

In addition, here are some of our recent product awards: Buyers Laboratory Inc. (BLI)

In operation since 1961, Buyers Laboratory (BLI) is the USA's leading independent office products testing laboratory. They issue reports on office equipment with clearly explained test procedures and results, and BLI offers recommendations after evaluating specifications, performance, maintenance costs, malfunctioning, and waste level. These reports are consulted globally.

These Océ products have received recognition from BLI: Océ VP6250, BLI Outstanding Achievement Award, 2008 Oce im4512, BLI Pick, 2008 Océ cm6520, BLI Pick, 2008 Océ cm5520, BLI Pick, 2008 Océ cm4521, BLI Pick, 2008 Océ cm2510, BLI Pick of the Year Data Security Kit, 2007 Océ cm2510, BLI Pick of the Year Outstanding Segment 2 Color MFP, 2007 Océ cm4010, BLI Pick of the Year Data Security Kit, 2007 Océ cm2520, BLI Pick of the Year, 2006 Océ fx2080, BLI Pick of the Year, 2006 Océ fx3000, BLI Pick of the Year, 2006 Océ im2330, BLI Pick of the Year, 2006 Océ im2830, BLI Pick of the Year, 2006 Océ im8530, BLI Pick of the Year, 2006 Océ im9220, BLI Pick of the Year, 2006 BERTL BERTL® Inc. is the premier source for objective, independent product evaluation

reports and comparative analyses on digital imaging devices and software. BERTL's evaluation reports, customer satisfaction research, awards and product ratings are undertaken entirely at BERTL's expense for the benefit of its international subscriber base. At all times, BERTL's primary focus is the end user.

BERTL publishes the world's largest library of evaluation reports on copiers, printers, MFPs, fax machines and color production devices. Océ VarioPrint 6250 / 6200 / 6160 Family, "Beyond 5 Star" Rating, 2008 Océ VarioPrint® 2075, Bertl's Best, 2007 Océ VarioPrint® 2062, Bertl's Best, 2007 Océ VarioPrint® 1075, Bertl's Best, 2007


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Océ VarioPrint® 1065, Bertl's Best, 2007 Océ VarioPrint® 1055, Bertl's Best, 2007 Océ cm4520, Bertl's Best, 2007 Océ cm3521, Bertl's Best, 2007 Readers' Choice End User "Gold Award" Winner: Onsite Service and Support, 2007 Readers' Choice End User "Gold Award" Winner: Customer Focus, 2007 Readers' Choice End User "Gold Award" Winner: IT Knowledge Base, 2007 Readers' Choice End User "Gold Award" Winner: Monochrome Reliability, 2007 Readers' Choice End User "Platinum Award" Winner: Service and Support, 2006 Readers' Choice End User "Platinum Award" Winner: Service and Support, 2005 Océ VarioPrint® 5000 Family, BERTL's Best, 121 ppm+ Cutsheet CRD Device, 2005 Better Buys for Business "Editor's Choice" and "Good Value" runner-up awards are based on comprehensive

hands-on testing and evaluation by the publisher Better Buys for Business, one of the world's leading independent office products testing firms. These awards are given to products that demonstrate superior attributes and performance capabilities and offer the greatest value for consumers in a given price range.

These Océ products have received recognition from Better Buys for Business: Océ cm4010, “Editor’s Choice”, 2008 Océ fx2080, Better Buys for Business, 2007 Océ sx1480, Better Buys for Business, 2007 Océ cm4520, Better Buys for Business, 2006 Océ sx2100, Better Buys for Business, 2006 Océ VarioPrint® 5000 Family, "Editor's Choice", 2004

Key Differentiators

Not all suppliers are alike. What sets us apart from our competitors? Océ goes beyond the ordinary. Océ is a business of ambitious people who are accustomed to exploring new borders and opening up new areas. Therefore, our customers can always rely on us to offer a solution that goes one step further and is better than customary offerings.

Experience ― Our 130 years of experience was built by our people and our knowledge. Océ is your business partner, with 11,000 employees in North America and 24,000 employees globally. Our goal is to be an attractive employer worldwide by offering an inspiring working environment and good career prospects.


Direct Sales & Service ― Océ is a strong distributor offering direct sales and service. We also have a healthy, consistent, portfolio of Fortune 1000 customers and a sustainable business model. Our goal is to provide you with a highly professional













direct sales and service organization that will serve you even after the sale.

Best-of Breed Solutions ― Océ offers a broad product line, ranging from 13 cpm fax machines to 1280 cpm high speed continuous speed transactional printing systems to wide format printers. Océ works with OEM partners to obtain state-of-the-art, high quality, award-winning products at competitive prices. We also manufacture our own products and innovate with technology. Our philosophy is to invest 7% of our total revenues in research and development each year. Our research and development programs have earned Océ more than 1,000 patents in technologies related to reprographics in office and engineering environments.

Global Capabilities ― Océ is active in approximately 90 countries worldwide and has its own sales and service establishments in over 30 countries. By working with our international direct operations and indirect authorized dealers, we can provide equipment to meet many of your international needs. Via organic development and partnerships, Océ will continue to expand its position in fast-growing markets, such as those in Asia and other parts of the world.

Environmentally Friendly ― Océ aims to do business in a way that contributes to the sustainable development of society. We believe in preservation. Environmental protection has been an integral part of our company's culture since 1927. We will continue to implement the basic principles of the UN Global Compact and to minimize any unwanted effects of Océ products on the environment.

Cost-Saving Assessments ― We can use our Océ Office Assessment programs to analyze your print environment in order to expose existing overspending and under-utilization of equipment.

Proactive Maintenance Program ― We provide a proactive maintenance program to increase uptime, reduce service calls, and keep equipment operating at peak performance.

Architect to Maximize Performance ― Océ PRISMA is an integrated family of modular workflow software that enables your work to flow faster and more efficient across a full range of printing environments. What’s more, it integrates with the systems and work processes you already have in place.

Secure Devices ― We instill confidence with secure devices. Our strategy focuses on secure network connectivity, document access, and document storage. The recent Common Criteria Certification provides independent validation that Océ has addressed these security issues.

Océ Products

Companies everywhere use Océ technical documentation systems in manufacturing, architecture, engineering and construction. Each week, high-speed Océ printing systems produce millions of transaction documents such as bank statements and utility bills. And in offices around the world, people use Océ professional document systems to keep the wheels of business and government turning. The broad and comprehensive product portfolio consists of a core range of printing products developed by Océ for the wide format and for the high and very high volume segments of the small format, supplemented by low-mid volume multi-functional devices sourced from Original Equipment Manufacturers [OEMs]. Océ offers printers with scanners and peripheral equipment, document management software, inks, toners and printing media, services in the area of system integration, outsourcing of document management activities, and the leasing of printing systems.

Color Products

Color is everywhere. It has become a standard in business documents today because color helps you clearly communicate your message, improve your image, and makes it easy to attract new customers. Color can make a good impression, but not having color can make a poor impression. We’ve found that many organizations don’t print in color due to budget constraints. Others will print color documents to either inkjets or networked printers and sometimes they outsource their color needs. Regardless of how you are currently printing color, Océ makes it possible for even small- and medium-sized businesses to create professional-quality color documents internally and cost-effectively. Most customers are reluctant to move to color because their perception is that color printing is too expensive, and they believe that their employees will abuse this capability. What most people don’t know is that you can have the value add of full color on demand for a very small premium ($10-$30 per month) with no increase in black and white operating costs. If you are using color inkjet and laser printers in your organization, you can actually reduce your costs because you are already spending this difference on printer toner cartridges. Let Océ make recommendations for cutting costs and adding color capabilities. If you right-size your fleet of desktop printers, copiers, scanners, and fax machines with Océ



multi-functional color devices, you can produce quality color documents, in house, and actually save money.

Software Solutions

Today's business environment demands more from Océ than just printers. Customers require a complete document management solution to help grow their business and remain cost competitive in this global economy. For Océ, that means we must provide not only the best in printer hardware, but cutting edge software and professional services that enable our customers to optimally manage every aspect of their document flow. The value we create for our customers is our ability to enhance you workflow by speeding up business processes, reducing staffing and costs, and improving the overall quality of your operations. We can thoroughly analyze your document environments and then make recommendations on the most appropriate and cost effective imaging solution(s). Depending on your requirements, Océ will recommend Océ designed and manufactured software, Océ bundled utilities, or a solution from one of our alliance partners, such as eCopy or PRISM. Below is a list of some of the high level functionality we can provide in document management: Electronic document archiving

Automated scan file indexing

Workflow/task flow

Collaboration

Rules based processing

Automated document routing via e-mail, fax, printer, and web

PDF creation and image editing

Barcode recognition

Optical character recognition

Secure to user and document level

Full audit trail

Markups and sticky notes

Integration with line of business applications

Océ Services

Account Management

Océ has developed our best practices over the course of over 40 years. The Océ best practices encompass detailed workflows, effective use of operational data and continuous improvement. A partnership with Océ means you will have the strongest, most active management team in the industry overseeing your operation. This team allows Océ to provide reliable service, responsiveness and creative ideas designed to enhance the service you receive. Océ specializes in delivering a total service experience geared to meet your needs. Our account executives focus on establishing and maintaining long-term relationships to provide you with the technology and support that only a national company can provide. We recognize the importance of a project manager and believe that this is a critical role for both of us. Your account executive will be your single-point-of-contact for your ongoing office document needs. Your account executive will provide a consistent level of support throughout your relationship with Océ. You will also have the full support of the entire Océ organization. When contracts are signed, Océ will assign a team of professionals to manage your account.


Implementation

Armed with knowledge gained from thousands of successful implementations, Océ offers a full range of expert implementation services, including installation, integration, migration, software customization, and full project management services. Océ’s systems engineers can configure your software to precisely match your workflow, install complex hardware and software systems, connect individual components to a customized system, and then integrate the entire system into your IT environment. Throughout the implementation process, we employ clear, step-by-step procedures, so that you will know exactly what's happening and when you can expect to be fully up and running. We favor a phased-implementation approach, according to a customized Plan of Approach, to ensure that the transition from your old equipment to your new equipment will be as smooth as possible. Your account executive will serve as your implementation project manager and will coordinate all activities between your implementation staff and our implementation team. The implementation team is comprised of key people from sales, service, and administration. The team members are responsible for fulfilling your contract from the time you place your order through installation. They conduct a full review of your requirements, create your personalized implementation plan, and install and test your equipment to ensure that everything operates correctly within your environment.

Customer Training and Orientation

Users can take maximum advantage of hardware/software products, only if they understand how to use them. Our Customer Education professionals are dedicated to delivering a full range of training products/services to increase your productivity and maximize the return on your technology investment. Whether you need training for end-users, trainers, system administrators or other special groups, we focus on providing an in-depth understanding of your Océ document solution and how to use it properly. A certified Océ trainer conducts each class to ensure that your employees will receive significant hands-on time to learn and practice their new skills. Your investment in our training class will enable your employees to take full advantage of your Océ products' sophisticated capabilities.


Upon installation, we provide on-site Océ Quick Start training to all available personnel free of charge. This personalized instruction will help your key users learn how to maximize their productivity. During the training, we will cover equipment features, user-performed preventive maintenance, programming, functional operations, replacement of toner cartridges and paper, and address any questions you may have


about our products and services. Your account executive will coordinate the scheduling of your training sessions with your staff. Advanced onsite or offsite training by certified Océ trainers is also available for a fee.

Service, Maintenance and Support

Smooth document processes are key to your business flow. When a system breaks down, you need skilled professionals to get you back online as quickly as possible. Océ maintenance contracts--available in a choice of types, response times and coverage hours--let you chose the in-depth, on-site response that best matches your business requirements. Océ has over 2,000 service professionals, technicians and software experts in the United States all with the primary goal of maximizing system uptime. They are experienced at supporting accounts of all sizes—from small offices to national fleets and large government and state entities.

Award-winning Océ field service and support is among the best in the industry, with nationwide service coverage that encompasses:

National on-site customer service coverage

Assurance of superior service for all your devices

Single point management contact with proactive engagement

Effective escalation management

Personalized service account management

The Océ Help Desk for all equipment can be accessed 24/7/365 by one toll free phone call

National parts availability with major city warehousing

Preventive maintenance service

Performance Reports

Océ generates monthly/quarterly service reports that identify each service call, time to respond, repair time, and the percentage of uptime or downtime for each machine. Key service metrics used in measuring our performance include:

Usage data that details copies/printouts per machine and average copies over a certain period of time.

Detailed analysis results that track the service performance of each unit under repair. Tracking data includes the unit’s model/serial number, location, service date, nature


of problem, resolution code, the technician’s response time, the time required to complete the task, and the technician’s travel time.

Uptime service assessments which denote total number of units, number of service calls for the quarter, average response time, accumulated response time, average downtime, accumulated downtime, available time per machine, available time per quarter, and total uptime percentage.

Track and report on call volumes, speed of answer rates, abandon rates, and maximum delays. We automatically tabulate all statistics on a half hour basis and report on them in real time.

Historical and intra-day statistics are also tracked for agent loading and scheduling compliance. All agents are measured on answer rate and call handling times, and observed for call quality and adherence to professional customer handling.

Océ’s measurement and reporting capabilities would encompass all designated locations. For large accounts, your Océ Document Printing Systems Account Executive will work with you to define your specific reporting requirements upon implementation of our contractual agreement.

Parts

Océ utilizes our unique Parts Management System, which is linked with our centralized database and our dispatch system. Using our centralized database, we can track our inventories of spare parts at any point from the warehouse, where our parts are initially stocked, to a service technician’s vehicle. If a part must be ordered, technicians can use their hand-held wireless communications devices to locate the part from the closest or fastest source. Or, any Océ Document Printing Systems service branch office can use our database to search all locations across the country and request shipment of a part for overnight delivery to your site.

Océ and the Environment “Green business is good business.” We are seeing an increase in customers’ demand for sustainability products, services and technologies. We are seeing growing awareness of this topic in the industry and society as a whole. The green debate inspires us to come up with new technologies that reduce our eco-footprint. It motivates us to improve our usage of natural resources and reduce our landfill disposal volumes even further. Our five focal points regarding sustainability are:

Minimize incorrect and unnecessary prints

Minimize energy consumption per print

Maximize reuse of materials and minimize non-reusable waste

Minimize emissions of ozone, dust, and toner

Increase attractiveness as an employer for talented employees

Environmental protection has been an integral part of the Océ corporate culture for more than a century, beginning in 1870 when Océ founders investigated the quality of drinking water in Venlo, the Netherlands. Océ also has representatives on leading advisory and control bodies that develop principles for national legislation, standardization, and seals of approval. Océ activities in the reprographic market reflect a continuing awareness of environmental impact and an emphasis on environmental responsibility. To reflect Océ’s total commitment to environmental issues, we design and develop our products to minimize impact on the environment:

Research and Development (R&D)—our designs are based on an awareness of environmental impact from the earliest stages of product development in order to minimize the impact of the product on the environment throughout its entire life cycle.

Manufacturing—the most stringent standards of quality and environmental awareness are maintained through procedures that minimize energy consumption, emissions, and waste, Océ does not produce any toxic waste.

Use—Océ helps users minimize the environmental impact of printing and copying documents with easy and productive double-sided copying, energy-saving modes, Energy Star compliance, ergonomic design to minimize errors and low emissions of



ozone, toner, and noise. Océ has reduced paper consumption during testing by 90 percent since 1995.

Clean and Quiet Products—Océ products are designed to operate as cleanly and quietly as possible. Strict requirements limit substance emissions and noise levels. Océ uses internal tools and working methods to predict and reduce noise production to ensure that equipment operates quietly.

Re-use and Recycling—recovering parts and materials for re-use or recycling whenever possible reduces the consumption of new materials and parts and the generation of waste inherent in the manufacture of new materials.


Terms and Conditions Clarifications/Exceptions

Customer: KING COUNTY DIRECTOR’S ASSOCIATION (“KCDA”) RFP: 09-213

DUE DATE: November 12, 2008 OCÉ’S EXCEPTIONS/CLARIFICATIONS TO RFP TERMS AND CONDITIONS: Océ Imagistics Inc. d/b/a Océ North America Document Printing Systems (“Océ”, “we”, “our”) hereby responds to the terms and conditions of the RFP. Where this document is inconsistent with other portions of our response, this document shall be controlling. The financing arrangements will be provided by Océ Financial Services, Inc. ("OFSI") pursuant solely to the terms and conditions in the attached State & Local Lease agreement and any other documents OFSI may reasonably request. The proposed pricing is contingent upon agreement with such terms and conditions. This Lease allows both FMV and $1.00 end of lease purchase options. In the event that you have concerns regarding such terms and conditions, OFSI is willing to discuss them with you and will attempt to negotiate the same in order to reach a mutually agreeable arrangement. "Bidder" under the RFP shall be Océ Imagistics. Obligations pertaining to the equipment or services proposed herein and remedies for default, warranty, indemnifications are the responsibility of Océ Imagistics. All leases are contingent upon OFSI’s normal credit review and approval. Clarification on Bidder’s Proposal and Exception Responses: This bid is being submitted with the understanding that all modifications/exceptions and additional standard terms and conditions provided herewith shall become part of the bid proposal and any subsequent contract or orders. Océ reserves the right to (1) modify and/or negotiate in good faith those terms and conditions in the RFP and/or the standard terms and conditions provided by Customer, that do not conform in material respects to Océ’s standard business practices and are not applicable to Océ; and (2) negotiate in good faith the inclusion of additional terms and conditions as may be applicable with respect to the equipment, software and services to be provided by Océ as proposed herein. We include in this response our standard agreements applicable to your requirements. X Océ Customer Agreement (base agreement) X Endorsement A – Products, Services and Pricing X Endorsement B – Equipment Schedule (Production and Wide Format) X Endorsement C – Office Equipment Special Provisions X Endorsement D – Rental Equipment X OFSI State and Local Agreement The following are Océ and OFSI specific exceptions/clarifications to the terms of the RFP subject to the above and are made in addition to and take precedence over any other responses, conflicting or otherwise, that may be included in Océ’s bid response. p. 6, Section 1.3 Scope, 2nd Paragraph p. 23 (p. 101) Section I Introduction This RFP Response is for the States of WA, OR, ID, AK and MT only. p. 6-7, Section 1.3 Scope last paragraph p. 55, 3rd bullet p. 57, 2nd group of bullets, 3rd bullet p. 58-59, Cost Per Copy Vendor Pricing Form p. 4 (p. 82), Section 6.5.7 Maintenance Service p. 12 (p. 90), Section 6.26.5 Costs Océ clarifies that the CPC on rental and leases will have a guaranteed minimum allowances for the products. p. 7, Section 1.4.6 Purchasers/Contract Users. Such leasing is available to any KCDA member that qualifies as a state, or a political subdivision thereof, within the meaning of Section 103 of the Internal Revenue Code of 1986, as amended.


This RFP Response is for the States of WA, OR, ID, AK and MT only. p. 8, Section 1.4.9 Administrative (Service) Fees OFSI clarifies that it offers 3, 4 or 5 year leases. Océ clarifies that it requires thirty (30) days to cure any default on reporting before termination on the defaulting units. If the transaction is lease /maintenance based, KCDA can terminate only the maintenance services of the defaulting units. If the transaction is sale/maintenance based, KCDA can terminate only the maintenance services of the defaulting units. If the transaction is rental based, KCDA can terminate only those units that are in default. p. 21, Section 3 Océ clarifies that the Sale/EMA is at KCDA’s expense. p. 26, 1st Paragraph p. 30, 1st Paragraph p. 34, 1st Paragraph p. 38, 1st Paragraph p. 44, 1st Paragraph p. 48, 1st Paragraph p. 52, 1st Paragraph p. 7 (p. 85), 6.14 Training on Equipment Océ clarifies that any training on Production Equipment (models beginning with the prefix CPS, CS, VP) beyond the initial training is at KCDA’s expense. p. 56, 7th bullet Océ clarifies that the collection of meter reads are the responsibility of KCDA members. p. 56, 10th bullet p. 12 (p. 90), Section 6.26.4 Preventative/Scheduled Maintenance Océ clarifies that there are no scheduled preventive maintenance visits. Instead, this program requires each technician to complete a detailed maintenance checklist on every service call and to replace parts that are close to expiration, after correcting the problem that caused your request for service. p. 56, 15th bullet Océ clarifies that any relocation of Océ equipment will be at the expense of KCDA members. p. 56, 3rd to last bullet Océ takes exception and clarifies that the determination of whether the replacement model technology is equal or greater than the discontinued models will be determined by Océ, and agreed upon by KCDA. p. 56, 2nd to last bullet OFSI clarifies regarding property tax, if customer selects a $1.00 purchase option lease, no property tax will be billed by OFSI. If customer selects a FMV purchase option lease, customer must either reimburse OFSI for property taxes assessed against the property OR request that OFSI roll the property tax into the monthly lease payment. OFSI further clarifies on insurance that it is the customer’s responsibility to insure the Equipment for its full replacement value. It is possible that your current business coverage may cover such requirement or may choose to purchase additional coverage. Therefore, we recommend that you check with your insurance provider. OFSI can purchase insurance on your behalf, the details and pricing of this option can be provided upon award. p. 57, 2nd group of bullets, 2nd to last bullet p. 9 (p. 87), Section 6.19 Excessive Service and Downtime Océ takes exception and clarifies that it will agree to maintain for each KCDA member a 97% uptime based on a fleet average calculated over a continuous ninety (90) day period, providing the fleet is a minimum of 50 units, or a 95% fleet average uptime calculated over a continuous ninety (90) day period if the fleet is 25 to 49 units, both excluding any unit of Production Equipment where the print volume or application causes a lesser uptime, although within performance specifications. p. 57, 2nd group of bullets, last bullet Océ takes exception to the penalty for failure to meet fleet uptimes and requests that it be deleted. p. 58, 2nd bullet from top


p. 60, Pricing Option Part C Océ clarifies that if the transaction is rental based all copiers placed within the first 45 days of this agreement shall be coterminous to the overall Agreement’s termination date. Any equipment installed after this period shall be subject to monthly rental pricing offered at time of request. OFSI clarifies upon request, additional units can be added by placing such units on a coterminous lease. For coterminous leases, lease factors will be adjusted to match the number of months remaining under the initial lease. For example, if a 36 month lease for a certain product is $100 per month, an 18 month lease for the same product would be $225 per month. At some point, however, it will not make economic sense to add units under a co-terminous lease – for instance if there are less than 12 months remaining on the initial lease, the monthly lease payment for the new co-terminous lease may be too high and at that time, customers normally elect to enter into a new full term lease (36,48 or 60 months). p. 59, Pricing Option Part A Océ takes exception to this section and requests that it be deleted. p. 69, Section 3.13 Information Management OFSI clarifies that lease invoices are due on the same date each month and are normally mailed thirty days prior to the due date. There is a 10 day grace period, after which late fees are assessed. Many customers elect to pay via ACH to avoid delays in the mail. p. 2 (p. 80), Sections 6.5 Proposal Pricing and Contract Price Adjustments and 6.5.3 Rental and Operating Lease Rates p. 26 (p. 104) Section G Contract Period OFSI will honor the quoted lease rate factors for a period of 60 days from the proposal due date of November 10, 2008. OFSI's lease rate factors are indexed as a spread over the benchmark rate for [3], [4] and [5] year U.S. Treasury Securities, respectively, as published in the Federal Reserve Statistical Release H.15. After the 60 day period expires, if the benchmark rate(s) in effect at the time of our proposal has changed, OFSI may adjust its lease rate factors accordingly. The lease payment will be based upon the lease rate factor in existence upon commencement of the Lease and/or lease schedule, and will be fixed for the term of the Lease and/or the lease schedule. p. 3 (p. 81), Section 6.5.1 Purchase Pricing OFSI clarifies that it does not offer any such discounts on lease payments. p. 6(p. 84), Section 6.11 Equipment Additions/Deletions OFSI clarifies additional equipment may be leased by entering into additional Leases. OFSI is pleased to offer its Rightsizing program under which a certain percentage of a customer’s leased fleet may be cancelled pursuant to certain restriction ns. A copy of the Rightsize Amendment is enclosed – any member that is eligible needs to be sign one with OFSI. The lease payment will be based upon the lease rate factor in existence upon commencement of the Lease and/or lease schedule, and will be fixed for the term of the Lease and/or the lease schedule. p. 7 (p. 85), Section 6.16 Newly Installed Machine Performance Problems p. 9, Section 6.21 Contract Performance p. 10 (p. 88) Section 6.22 Equipment Inspection/Testing/Acceptance Océ takes exception to the definition of Acceptance and clarifies that Acceptance occurs at the time of installation. At that time, Océ warrants that the equipment is operational in accordance with its applicable manufacturer’s specifications. If covered under a rental or maintenance agreement, KCDA members sole remedy is either repair or replacement. OFSI clarifies that it requires on leasing transactions that KCDA members sign off their acceptance of the unit. For repairs or replacements, Océ clarifies that it follows its 3/30 Replacement Policy described as follows. For units of equipment continually covered under an Océ maintenance agreement, Océ agrees to repair or replace units not conforming to its manufacturer’s specifications as follows: In the event Océ has received three (3) requests for the same maintenance service on any particular unit in any consecutive thirty (30) day period, Océ will (i) repair the malfunctioning unit, and (ii) upon receipt of a fourth (4th) request for maintenance for such unit, Océ shall promptly and in good faith work with the customer to determine the cause of such failure and upon mutual agreement replace any unit of equipment deemed necessary; provided such problem was not the result of an Excluded Cause (as defined in Océ’s standard terms) including Customer non-compliance, accident, misuse or use of consumables or parts not provided by Océ.


Pursuant to the foregoing standard replacement policy, units that do not conform to its manufacturer’s specifications and cannot be repaired will be replaced with a unit of equal or better value, with a copy count at or below that of the replaced unit. The foregoing replacement policy is not applicable to any unit of Production Equipment (i.e., VP, CS and CPS models and models 3155 and 3165) where the print volume or application causes multiple service calls, although within performance specifications. p. 8 (p. 86), item 6.17.3 Late Equipment Delivery Océ clarifies that loaner equipment for late deliveries will be available for Office Equipment (models beginning with the prefix ix, fx, sx, im, cm) but it will not be available for Production Equipment. p. 8 (p. 86), Section 6.17.4 Trial Placements p. 29 (p. 107) Section P Rejection Océ clarifies that leases do not commence until an acceptance form has been executed by the KCDA member. p. 8 (p. 86) Section 6.18 Equipment Relocation/Transfer OFSI clarifies that any “transfers” from agency to agency will require the prior written approval of OFSI if the equipment is being leased from OFSI. Océ clarifies that any moves are at the expense of the KCDA member. p. 9 (p. 87), Section 6.19 Excessive Service and Downtime Océ clarifies that at the end of the last paragraph, Océ would add the following: “ Notwithstanding the foregoing, neither party waives its rights to file a suit in a court of competent jurisdiction if that party should disagree with the decision of the Purchasing Agent.” p. 10 (p. 88), Section 6.24 Availability of Repair Parts Océ clarifies that parts are available for 5 years after the date of last manufacture. p. 11 (p. 89), Section 6.25.5 Invoices OFSI clarifies that lease invoices are due on the same date each month and are normally mailed thirty days prior to the due date. There is a 10 day grace period, after which late fees are assessed. Many customers elect to pay via ACH to avoid delays in the mail. Océ clarifies that invoices are due thirty (30) days from the date of the invoice. p. 14 (p. 92), Section 6.32 Rentals last paragraph Océ clarifies that any contract between Océ and KCDA members will include the exceptions/clarifications provided with this RFP Response. p. 14 (p. 92), Section 6.33 Expiration/Renewal of Rental Agreement Océ clarifies that it will negotiate the rental amount for month to month rentals after the expiration of the rental agreement. p. 15 (p. 93), Section 6.34 Rental Machine Upgrades and Downgrades Océ takes exception to this provision and requests that it be deleted. p. 15 (p. 93), Section 6.35 Operating Leases OFSI clarifies that once commenced, the lease may only be terminated pursuant to the non appropriation provision contained in the lease. Further, OFSI states that customers are responsible for the costs to return the equipment at the end of the lease, should they elect not to purchase the leased products. p. 15 (p. 93), Section 6.35 Standard Leases OFSI offers both FMV and $1.00 purchase option leases and will provide pricing upon request. A copy of its State & Local Lease agreement is attached. Once commenced, a lease may only be cancelled pursuant to the non appropriation provision in the Lease. p. 15 (p. 93), Section 6.37 Early Termination Charges Océ takes exception to the termination for convenience for the rental agreements (excluding any non-appropriations due to lack of public funding) and requests that it be deleted. p. 16 (p. 94), Section 6.38 Payment of Property Taxes


If customer selects a $1.00 purchase option lease, no property tax will be billed by OFSI. If customer selects a FMV purchase option lease, customer must either reimburse OFSI for property taxes assessed against the property OR request that OFSI roll the property tax into the monthly lease payment. p. 16 (p. 94), Section 6.39 Risk of Loss or Damage Océ clarifies that KCDA members are responsible for risks of loss and damage to the equipment upon delivery. p. 24 (p. 103) Section D Contract Default p. 31 (p. 109) Section A General Policy Océ takes exception to the definition of Acceptance and clarifies that Acceptance occurs at the time of installation. At that time, Océ warrants that the equipment is operational in accordance with its applicable manufacturer’s specifications. If covered under a rental or maintenance agreement, KCDA members sole remedy is either repair or replacement. Océ takes exception to being liable for any excess costs associated with KCDA members obtaining services/equipment from other sources. Océ requests that this requirement be deleted. p. 30 (p. 108), Section H Invoicing OFSI is unable to invoice in duplicate. p. 30 (p. 108), Section I Cash Discounts/Invoice Payments Océ and OFSI do not offer any such discounts. p. 31 (p. 108), Section J Washington State Sales Tax OFSI clarifies if customer selects a $1.00 purchase option lease, no property tax will be billed by OFSI. If customer selects a FMV purchase option lease, customer must either reimburse OFSI for property taxes assessed against the property OR request that OFSI roll the property tax into the monthly lease payment.


Attachments

Océ Contracts

Manufacturer Certificate

Sample invoice

Sample reports

Descriptive literature

Customer Reference Forms

Warranty Statement