HomeMy WebLinkAboutC-18982
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FACILITIES MANAGEMENT AGREEMENT
APS Affiliates, Inc. will provide the following Facilities Management Cost - Per -Copy system to provide self -serve photocopiers,
micrographic reader printers, coin operated mechanisms, debit card controls, computers, print queues and printers to be located at
Arcadia Public Library, 20 West Duarte Road, Arcadia, CA 91006. City of Arcadia, a public entity certifies that it is a public library
formed according to the requirements of the California Education Code.
EQUIPMENT
APS will install, operate, maintain and /or service the following equipment as more fully set forth below:
Item
Description
Location
1
Sharp SF -2025 with BookMinder, Coin /Bill /Debit Card Operated,
500 Sheet 8.5x11, 250 Sheets 8.5x14
Copy Room
2
Sharp SF -2025, Coin /Bill /Debit Card Operated, 500 Sheet 8.5x11,
250 Sheets 8.5x14
Copy Room
3
Color Copier, coin /bill operated only
Copy Room
4
Debit Card Dispenser /Encoder k
Copy Room
5
Change Machine
Copy Room
6
Typewriter
Copy Room
7
Library-owned Reader Printer
Computer Room
8
Library-owned Reader Printer
Computer Room
9
Library-owned Reader Printer
Computer Room
10
Library -owned Reader Printer
Computer Room
11
Library-owned Reader Printer
Computer Room
12
Print Queue Manager server software and pcAnywhere, installed on
library-owned NT Print Queue server
13
Print Queue Manager Workstation and HP network Printer, Library-
owned on NT network with APS - supplied software and serial debit
card
Computer Room
14
Print Queue Manager Workstation and HP network Printer, Library-
owned on NT network with APS - supplied software and serial debit
card
Reference Area
15
Storage Cabinet for supplies and spare parts
Main Library
Item
Rental Copiers
1
AR -287 Digital Office Copier /Printer /Scanner (new replacement)
60 months @ $220.00 plus 2.1¢ per meter
Administration Copier
click
2
FP- 7742S2 Panasonic Office Copier
$150.00 per month includes 5000 copies,
Children's
5000 -12000 @ 3 0, over 12000 @20
COPIERS
APS will install Sharp SF -2025 copiers equipped with coin - bill -debit card. One will be equipped with a BookMinder.
APS will install one new color inkjet copier equipped with a coin -bill mechanism only.
SUPPLIES
APS provides 20 lb., long grain bond paper, no less than 87 bright and OEM toner.
VEND PRICES
APS offers the following vend prices:
Debit Card core charge
Photocopies 8 -1/2" x 11" and 8 -1/2" x 14"
Color Photocopies, HP 8.5" x 11"
Micrographic Reader Prints
Print Queue /Internet prints (B &W) 8.5 "x11"
*All prices include sales tax computed to the nearest mil.
50¢
15¢ Coin /Bill /Debit Card
$1.00 Coin /Bill only
25¢ Debit Card only
15¢ Coin /Bill /Debit Card
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MONTHLY COMMISSION
Sales From
Sales To
Commissions /Char es
$0.00
$1800.00 per month net sales
NO COMMISSION
$1800.01
$5,000 net of sales taxes per month
Customer earns 20.00% above $1800.00
$5000.01
$10,000 net of sales taxes per month
Customer earns 35.1 % above $5,000.01
$10,000.01
And above in net monthly sales
Customer earns 40.1 % above $10,000.00
TRAINING
APS will provide all necessary Key Operator training for your LIBRARY staffs so that they will be able too effectively operate all
equipment provided
SERVICE
APS Affiliates provides scheduled maintenance and emergency service Mondays through Fridays from 8:00 a.m. to 5:00 p.m.; Saturday
and Sunday service from 9:00 a.m. to 3:00 p.m. Service calls are accepted seven days a week, 24 hours a day through one of several
800 service numbers. The lines are staffed Monday through Friday from 8:00 a.m. through 5:00 p.m. and through our voice
mail /answering system during after - hours, holidays and weekends. Your service requests will be handled by our skilled factory trained,
technicians. Our technicians operated from our fleet of electronic- dispatched fully stocked service vehicles that carry parts, supplies and
paper necessary to operate and maintain your Facilities Management Cost - per -Copy System. A parts storage locker will be installed in
the library (if space is available) that will enhance the service technician parts supply. Emergency Parts Orders are available to
augment the normal part's inventory.
APS will respond to a telephone call for emergency repair service within four (4) working hours for a call received on a weekday
between 8:00 AM and 5:00 PM, and within six (6) hours on a weekend day. A weekend call that was not completed on the weekend will
be completed by 12:00 noon on the next work - scheduled weekday. No service is provided on holidays.
Maintenance and service scheduling will be according to the factory recommendations for preventative maintenance. Our service
technicians or account representatives will collect the machines on a routine basis.
APS will provide maintenance service and toner for one SF -7320 staff copier at no charge.
KEY OPERATOR RESPONSIBILITIES
Library will provide Key Operators and MIS Staff to operate the Print Queue System and hardware installed by APS. The Key
operators will do the following:
1. Load Paper
2. Clear Paper Jams
3. Replace Toner Cartridges when they run out of toner.
4. Reset the Print Queue Workstation if the station is not recognizing the print jobs.
5. Check and verify the Print Queue Workstations are logged onto the server.
6. Manually Print a "Test Page" to check that the printer is working and printing.
7. Notify APS after verification that the problem is not Network related, or if it require supplies, paper, toner, or the machine will
not take money.
Every time a Workstation Printer is reported "not working" a Key Operator or MIS Staff who has a working knowledge of the Library
network MUST determine if the problem is either NETWORK related or is a PRINT QUEUE workstation problem.
NETWORK PROBLEMS ARE LIBRARY RESPONSIBILITY
a. Client is not logged on to the Network
b. Print Queue Workstation is not logged on to Network
C. Print server down or locked up due to bad data packets from Internet printing
d. Client workstation locked up due to corrupt data sending to print server
e. Client workstations with improper driver loaded
f. Client workstations with improper log on numbers
g. Client workstation dropping PCL code due to overloaded cache
h. Network losing printer address
PRINT QUEUE PROBLEMS ARE APS RESPONSIBILITY
a. Printer does not deliver a "Test Page" when a manual test is started
b. Coin /Bill unit is jammed
C. Coin /Bill unit displays a "error code"
d. Coin /Bill unit won't take money
Key Operators or MIS Staff will immediately notify APS of any problem requiring technical assistance that is beyond Key Operator or
MIS Staff responsibilities identified above by calling our toll -free number, 800 - 527 -3331. In the event the Key Operator, MIS Staff or
other authorized Library personnel call APS for service and the problem is found to be NETWORK related or a Key Operator
responsibility a minimum service charge of $100 for the first hour and $36.00 for each hour thereafter will be charged to Library. [During
the initial 30 -day period after installation all service charges will be waived.]
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KEY OPERATOR RESPONSiL iLITIES - COPIERS
Library will provide Key Operators for the copier installed by APS. The Key operators will do the following:
1. Load Paper
2. Clear Paper Jams
3. Replace Toner Cartridges when out of toner.
KEY OPERATOR BYPASS /REFUND COPIES
The Library will be issued a bypass debit card for use in giving service and bypass copies.
STAFF BYPASS COPIES
City of Arcadia, a public entity system will be provided with 200 free bypass copies per month on from the public access copiers. All
bypass copies made that exceeds the free copies per month will be charged to the library at the rate of 3.10 plus sales tax.
RECEIPT SYSTEM FOR REFUNDS
A receipt system will be issued to the main library and each branch library.
There are two types of refunds. Should patron loose money in a copier or receive a "bad" copy they are entitled to a CASH REFUND or
a BYPASS REPLACEMENT COPY. If a patron accidentally or otherwise makes multiple copies and wants a refund for the extra copies
or prints they made, they shall not be entitled to a refund. CASH REFUNDS requires the library staff granting the refund make out a
Refund Receipt. Receipts must be filled out completely and clearly. Please run a tape of the Refund Receipts and attach to the receipts.
The service technician will reimburse you for your receipts. Refund Receipts for copy or print quality must have the bad copies
attached.
Non -Cash refunds will be given for bypass key -made copies or prints. The last page of any Internet document or web page with one of
a few lines printed is not refundable. There are to be no copy /print refunds for operator error.
INSURANCE
APS will provide a Certificate of Insurance with CITY OF ARCADIA, A PUBLIC ENTITY named as additionally insured. Insurance to be
provided by a company licensed in the State of California and rated by Best Insurance A -8 or better. The amount of insurance will be
$1,000,000.00. Failure to maintain insurance is a breach of this agreement.
TERM OF AGREEMENT
CUSTOMER grants APS the exclusive right to provide the equipment specified above for a period ending sixty months after installation,
after which it may be extended for additional 12 -month periods with the approval of both parties.
CANCELLATION
CITY OF ARCADIA, A PUBLIC ENTITY may cancel this agreement for cause if the vendor, APS, defaults or violates the terms of this
agreement, unless it is out of the vendors control, by giving the vendor a written 30 day notice of intent to cancel for cause. Items that
are considered "Cause" include: failure to replace any piece of equipment that has more than five (5) failures for the same problem in
any 30 day period, failure to respond to a service request within eight working hours, failure to deliver paper, toner and other supplies
within eight working hours or lapses in or cancellation of our liability insurance.
Exceptions to "Cause' are elements that are out of the control of APS or act of God. Such elements could include: traffic or weather
conditions or natural disasters that cause delays in travel or transportation, earthquakes, strike by suppliers, out of stock conditions of
suppliers or product unavailability from suppliers, vandalism and sabotage.
CITY OF ARCADIA, A PUBLIC ENTITY may cancel this agreement for non - funding on the part of the City of Arcadia. In the event of
non - funding on part of the City of Arcadia or the Library is closed APS will remove any equipment affected by the non - funding closure at
no additional cost to the Library and the monthly minimum will be adjusted downward to a figure reflecting the new equipment schedule.
This agreement may be canceled with 30 day written notice mutually agreed upon by CITY OF ARCADIA, a public entity and APS.
RE- OPENERS /ANNUAL REVIEW
This "Agreement' provides for an annual review of the copier vending operation provided to the City of Arcadia, a public entity by APS
Affiliates. Items to come under review shall include, but not be limited to, performance of service responsiveness, evaluation of the
equipment as it pertains to meeting the needs of the LIBRARY and suggestions that may improve the overall operation of this
enterprise.
This "Agreement' may also be "re- opened" for modification(s) during the "annual review." Any details contained within the "Agreement'
are subject to modification at the annual review meeting and shall become binding upon the written agreement of both parties. The
scope of such items could include, but are not limited to, changing the vend prices, term of agreement, changing or upgrading
equipment, adding equipment, changing the commission plan, bypass copies, charges for bypass copies and so forth.
This Agreement may only be changed by written amendment signed by APS and the authorized representative of the City of Arcadia, a
public entity.
Awh.
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CONTRACT
APS will enter an agreement with City of Arcadia, a public entity upon the acceptance of this Agreement.
Accepted for CITY OF ARCADIA, A PUBLIC ENTITY by:
William R. Kelly, City Manager
Vag"/ Date
Signature
Accepted as to form:
Accepted for APS Affiliates by:
David E. Bolton, General Manager
Date ^ /Z - r"Z
Signs ure
P. a
Date 3 Da Date
City Attorney C Librar'a