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HomeMy WebLinkAboutRicoh USA Inc; 2020-09-17;Page 1 of 2 28368345 8/5/2020 Version#1.1 ORDER AGREEMENT Sales Type: CASH Master Maintenance and Sale Agreement Number: Master Maintenance and Sale Agreement Date: EQUIPMENT BILL TO INFORMATION Customer Legal Name: CARLSBAD, CITY OF Address Line 1: 1635 FARADAY AVE Contact: Ruthann Pearlman Address Line 2: Phone: (760)602-7592 City: CARLSBAD E-mail: Ruthann.Pearlman@carlsbadca.gov ST/Zip: CA/92008-7314 County: SAN DIEGO Fax: Check all that apply: ☐PO Included PO#☐PS Service (Subject to and governed by additional Terms and Conditions) ☐TS PO# (if applicable) ☐Sales Tax Exempt (Attach Valid Exemption Certificate) ☐ IT Service (Subject to and governed by additional Terms and Conditions) ☐Syndication ☐Fixed Rate Service Term ☐Add to Existing Service Contract #_______________ This is an Order made pursuant to the terms and conditions of the above referenced Master Agreement(s) between Customer and Ricoh USA, Inc. The signature below indicates that the customer accepts all terms and conditions of the applicable Master Agreement(s) for this sale, all of which are incorporated herein by reference and made part of this Order. This Order is not valid unless and until signed by and Authorized Signatory of Ricoh USA, Inc. SHIP TO INFORMATION Customer Name Address Line 1 Address Line 2 City ST/Zip County Contact Phone E-mail Fax CITY OF CARLSBAD 1635 FARADAY AVE CARLSBAD CA/92008-7314 SAN DIEGO Ruthann Pearlman (760)602-7592 Ruthann.Pearlman@carlsbadca.gov BASIC CONNECTIVITY / PS / IT Services Description Quantity Sell Price Extended Sell Price [SOW]PS INSTALLATION OPENTEXT RIGHTFAX 52 $178.73 $9,293.96 [SOW]PS INSTALLATION NUANCE AUTOSTORE 45 $166.54 $7,494.30 [SOW]PS INSTALLATION NUANCE OUTPUT MANAGER 75 $153.30 $11,497.50 [SOW]MPS NAT PMO SERVICE 53 $151.77 $8,043.81 DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 Page 2 of 2 28368345 8/5/2020 Version#1.1 ORDER TOTALS Service Type Offerings: Product Total: $0.00 Gold: Includes all supplies and staples. Excludes paper. BASIC CONNECTIVITY / PS / IT Services : $36,329.57 Silver: Includes all supplies. Excludes paper and staples. BuyOut After Promotions: $0.00 Bronze: Parts and labor only. Excludes paper, staples and supplies. Additional Provisions: Insert ANY additional provisions here Grand Total: (Excludes Tax) $36,329.57 Accepted by Customer Accepted: Ricoh USA, Inc. Authorized Signature: \s1\ Authorized Signature: {{s2} Printed Name: \SignerName1\ Printed Name: Title: \SignerTitle1\ Title: Date:\d1\ Date:\d1\ \i1\Initials APPROVED AS TO FORM Celia Brewer, City Attorney BY: _______________________ Assistant City Attorney DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 VPMD 9/3/2020 Curt Albrecht, VPGeoff Patnoe 9/17/2020 Assistant City Manager PS SOW v1.1 - Page 1 Statement of Work Software Migration _ Output Manager, AutoStore, RightFax Created for: City of Carlsbad Timothy Whitmore July 10, 2020 SOW Design Record # DR27576020 DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 2 Proprietary & Confidential Information The enclosed materials are proprietary to RICOH USA, INC. (“Ricoh”), and Ricoh reserves all right, title, and interest in and to such materials. The terms, conditions, and information set forth herein are confidential to Ricoh and may not be disclosed in any manner to any person other than the addressee, together with its officers, employees, and agents who are directly responsible for evaluating the contents of these materials for the limited purpose intended. These materials may not be used in any manner other than for such limited purpose. Any unauthorized disclosure, use, reproduction, or transmission is expressly prohibited without the prior written consent of Ricoh. © 2019 RICOH USA, INC. all rights reserved. Introduction RICOH USA, INC. (“Ricoh”) has prepared the following Statement of Work(“SOW”) to detail services for the Software Migration _ Output Manager, AutoStore, RightFax project (the “Project”) at City of Carlsbad (“Customer”). This SOW outlines the Project scope and costs. The costs outlined in this SOW are based on Ricoh’s experience and preliminary information received from Customer. The information in this SOW supersedes all previous estimates or verbal discussions on the Project. If there are any desired deliverables not listed in this SOW, Ricoh will manage those requests via our Change Control process (which may be billable). Project Objective The main objective of the Project is to migrate and install upgraded versions of three solutions on new Windows servers. The customer uses Output Manager, AutoStore, and RightFax on their Ricoh MFD fleet. Current versions of the software are: • Output Manager v 3.2.27.57, installed on Windows 2012 R2 • AutoStore v 6.0.0.47 SP1 • RightFax 10.60 Project Scope Services Included in the Project Scope Upon receipt of authorization to proceed, the following functions and deliverables will be fulfilled within the scope of the Project. See below under “Services Detail” for a complete description of these tasks. 1. Project Management 2. Design 3. Implementation DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 3 Customer Location The following Customer location is included in the scope of this Project. 1635 Faraday Ave. Carlsbad, CA 92008 Services Detail / Project Scope The following are the services and tasks that Ricoh will perform to fulfill the defined deliverables in this SOW (the “Services”). Ricoh shall provide the Services on a remote basis. 1. Project Management Ricoh will provide a Project management resource, throughout the Project lifecycle, to coordinate the delivery and integration of Ricoh components of the solution utilizing the Ricoh Project timeline/schedule and deliverable lists of Ricoh components. This resource will act as single point of contact for the Customer Project lead to ensure that Project requirements are met and for reporting and resolution of all Project issues as well as coordinate and manage the activities of Ricoh personnel. The Ricoh Project management resource will review SOW with Customer at Project kickoff. Deliverable: SOW review with Customer resources at Project kickoff Project plan/timeline Communication plan including resource matrix Risk management plan 2. Design Ricoh and Customer Project team members will jointly gather, develop, and finalize the technical requirements for the Project including the validation of the preliminary requirements and configurations. These requirements will be translated into a technical design document (“TDD”). If applicable, the TDD will also include a User Acceptance Test (“UAT”) plan, defined in the appendix, the Customer will utilize during the UAT phase of the project. Any changes to the Project scope are identified during this phase, Ricoh will address via the Change Control process. Deliverable: TDD for Customer review and approval 3. Implementation In this phase, Ricoh will install, configure, and test the solution as defined in the TDD and approved by Customer, as follows: Output Manager Implementation • Planning o Administrative and Technical Project Details Discussion/Meetings o Prepare the Network • Output Manager Implementation o Install NSi Output Manager Software o Configure the file store o Install and Activate the license o Configure Administrative General Preferences (Document Retention, Desktop Client Profile, Spooled Document Handling) o Configure Administrative Security Preferences (External Client Login) o Users ▪ Configure AD/LDAP Attribute Mapping ▪ Configure AD/LDAP User Import ▪ Configure Synchronization of OM with Directory Schedule DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 4 ▪ User Import and Test ▪ PIN/Badge ID flat file creation and import o Windows Queues o Configure Device Print Preferences Profile as determined during Discovery Phase o Configure Devices in Output Manager o Configure Destinations in Output Manager o Configure Sources in Output Manager o Secure Pull Print ▪ Create Windows Queue ▪ Create Secure Destination Group and Pending Queue ▪ Configure Secure Pull Print Destination in Output Manager ▪ Configure Secure Pull Print Source in Output Manager o Rules Based Printing ▪ Implement Printing Modification Rule Profile (ie: Forced Duplex) o Test o Install Device Registration Service o Configure DRS Applications o Add DRS Device o Install NSi Unified Client to MFP ▪ Validate MFP Settings (SP Mode for Enhanced External Authentication, Memory Settings, Default Function Priority, Sleep Mode) ▪ Install Unified Client (and reboot) ▪ Validate Unified Client startup mode and update menus ▪ Test External Authentication and MFP Panel Access o Test Print Management Document Release o Test Secure Pull Print Release and Authentication o Test Default Generated Reporting AutoStore Implementation • Install NSi AutoStore Software • Implement Scanning Workflow o Configure Capture Component ▪ Develop Workflow Menu Structure ▪ Define Workflow Variables o Configure Process Components ▪ Convert to PDF ▪ Directory Services (AD Integration) o Configure Routing Component ▪ File Naming Convention ▪ Email Template • UAT Support (User Acceptance Testing) • Application Administrator Training DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 5 RightFax Implementation • Planning o Administrative and Technical Project Details Discussion/Meetings o Prepare the Network o Install pre-requisites, Server Roles and Features o Install RF software, connect to SQL • DocTransport SIP setup and testing / Install WireShark • Email gateway (SMTP) / eTransport • AD Sync o Copy Users, Groups, Signatures, Forms, Printers, Billing Codes, Coversheets, Library Documents, Alerts, Dialing Rules o Manually created User Accounts o Manually created RightFax Printers o Manually created Cover Pages • Create / Update Dialing Rules • Migrate faxes from existing servers to new servers using • Test everything pre-production cutover • Test everything post-production cutover • Develop production cutover plan PRODUCTION CUTOVER • Work with telephony provider to point to new DocTransports • Update DNS CNAME Route • Go Live / UAT Support • RightFax Administrator Training Deliverable: Installed solution according to the specifications in the TDD and provide preliminary system testing and demonstrate compliance with requirements from the TDD. Once installation, configuration, and testing are complete, Customer will conduct the user acceptance testing (“UAT”) as discussed below. The order sequence of UAT and training will be identified and noted in the Project plan. Training and Documentation In this phase, Ricoh will provide the following materials and training for Customer. This training will be provided to the users that will be participating in the UAT Phase to enable the Customer resources to complete the UAT. These individuals will be the users that will conduct the “Train the Trainer” sessions for all remaining users. Deliverable: Completed delivery of UAT “Train the Trainer” and administrative user training sessions Provision of Project-specific documentation. User Acceptance Testing The primary purpose of UAT is for Customer to test the Project from a functional standpoint, prior to production rollout, in order to verify that all the features documented are working as specified in the UAT test plan defined in the TDD. As a standard, UAT consists of installing the application on a non-production. To achieve this, Customer will test the Project identified in the UAT test plan for a period of 5 business days. DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 6 UAT support for any new functionality or desired enhancements outside of the TDD will be handled with the established Change Control process. After the period of 5 business days, and prior to production rollout, Ricoh will request signoff of the UAT phase of the project per the mutually approved Project plan/timeline. Deliverable: Acknowledgement of a working system per the UAT test plan, and any subsequent change orders (“CO”) via Customer signoff of completion of UAT testing. Customer Roles and Responsibilities Any successful Project is a cooperative effort. With that in mind, the following section provides information on the roles and responsibilities expected of the Customer’s Project team. Please note that a single individual may execute the roles and responsibilities listed below. Each role does not necessarily mean that a separate Customer resource is required. Project Sponsor Customer will provide a designated Project sponsor who will have policymaking and budgetary authority for the Project and will be responsible for the success of the Project (including participation/delegation of status calls and/or review of status reports). Project Lead Customer will provide a designated Project lead who will: • Support the development of the TDD • Assist with the success and development of the overall Project plan/timeline and/or implementation schedule. • Assist with the Change Control process for those tasks that are outside the scope of the Services and the TDD, including obtaining authorized signatures for COs. • Coordination of Customer authorized signoff of each phase and milestone if required before commencement of another phase or milestone. • Provide a list of key resources with their contact information for areas affected by the Project to the Ricoh Project lead prior to the Project kickoff. End User Representative Customer will designate an end user representative who will: • Possess a solid understanding of the business processes as well as the overall project objectives. • Be available throughout the Project Scope Phases of the project. • Be available to answer questions or provide input during the project. System Administrator / Technical Support Customer will designate a representative(s) who will: • Provide Ricoh a system administrator during implementation. • Provide Ricoh with local area network (“LAN”) access and participate in the personal computer (“PC”) workstation software configuration. • Provide Ricoh with system access and participate in the software installation. • Be the focal point for the day-to-day administration of the application. • Work with the Ricoh Project team during the system integration test and UAT as necessary. DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 7 • Be available for training and application support as specified in the Project schedule/plan. • Provide ongoing technical support for the various software components. • Ensure the network is in proper working order in a stable environment. • Execute appropriate backups of the development, test, and production environments, if applicable. • Ensure appropriate virus protection is enabled throughout the Project. • Ensure accuracy of data/information supplied to Ricoh. • Timely meet any deadlines for actions or decisions, including the review and acceptance of all deliverables. • Provide any and all training not listed in this SOW to the end users. • If this SOW is dependent upon the availability of certain hardware, software, data, or documentation, cause those items to be available, installed, configured and operational in advance of commencement of the Services. Completion Criteria When the Services or Project detailed in this SOW have been completed and demonstrated through satisfactory UAT or otherwise, the Project will be considered complete and Ricoh will provide to Customer a solutions delivery and acknowledgement, or similar form or document (each a “Completion Notice”). Despite the previous sentence, Ricoh will have fulfilled its obligations under this SOW when any one of the following first occurs: • Ricoh completes the Services or Project described in this SOW and provides a Completion Notice. • This SOW is terminated in accordance with Terms and Conditions applicable to this SOW. In this case, Ricoh will invoice Customer for actual hours worked and expenses incurred up to the date of termination. Hardware and software purchases are governed by their own separate agreements and are not included in this definition. No later than 5 business days after Customer’s receipt of the Completion Notice, Customer shall: (i) accept the Services or Project by signing the Completion Notice (or so inform Ricoh in other writing, including email); or (ii) if the Project or Services contains material defects or fails to conform to the specifications, reject the Project or Services, in which event, Customer shall provide to Ricoh a reasonably detailed written statement outlining the basis for its rejection. Customer’s failure to respond within the 5 business day period shall be deemed acceptance of the Services and/or Project. In the event of rejection by Customer and written notice in accordance with the procedure above, Ricoh shall promptly correct the defect set forth in the written statement and redeliver the Project or Services within a reasonable period of time. Customer shall, as soon as reasonably practicable after such redelivery (but in no event later than 5 business days thereafter), accept or reject the redelivery in accordance with the procedure set forth above, which procedure shall be repeated until the Project or Services are accepted in accordance with this section. Change Control Changes to the scope of the Project or Services shall be made only in a written CO signed by both parties. Ricoh shall have no obligation to commence work in connection with any change until the fee and/or schedule impact of the change and all other applicable terms are agreed upon by both parties in writing. The following is the process to follow if changes to components within the scope of this SOW are required. • A CO will be the vehicle for communicating change. The CO must describe the change, the reason for the change, and the effect the change will have on the Project or Services. • The designated Project lead of the requesting party will review the proposed change and determine whether to submit the request to the other party. • Both the Ricoh and the Customer Project leads will review the proposed change and approve it for further investigation. Ricoh will specify if there will be any charges for such investigation, which may be incorporated into the CO. The investigation will determine the effect that the implementation of the CO charge will have on price, schedule, and other terms and conditions of this SOW. DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 8 • A written CO must be signed by both parties to authorize the implementation of the changes. Project Assumptions To execute the Project successfully, several key assumptions have been made. • All services will be delivered remotely by Ricoh's technical resources unless otherwise noted in this SOW. If in the course of delivering the Services, Ricoh determines that onsite installation or delivery is required additional charges will apply. • All discussions of Project duration are dependent upon a timely reception of requisite purchase orders (“POs”) and other Customer-generated paperwork necessary to launch the Project or move forward to the next phase. • Ricoh will start work once this SOW has been signed and a purchasing agreement received. • Services provided by Ricoh or its subcontractors will be provided during normal business hours (8:00 am to 5:00 pm) Monday through Friday excluding Ricoh recognized holidays. Required Services provided outside of these hours have not been included in the costs. DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 9 Professional Services Fees This is a fixed fee engagement. In consideration of the Services, Customer shall pay Ricoh the Fees in the amounts and at the rates set forth as follows: The total fees for this Project shall be $36,329.57 (“Fees”), not including hardware, software, sales tax, or hardware/software technical support. The purchase or lease of any hardware or software is independent from this SOW and therefore not contingent on Customer’s acceptance of the Services performed. Payment Schedule Budget Notes • All costs are exclusive of applicable taxes. • This cost is valid for a period of 30 days from the cover date; after this date it may be revised. DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 PS SOW v1.1 - Page 10 Terms & Conditions: This Statement of Work is made pursuant to the terms and conditions of the Ricoh Master Agreement dated 10 August 2015 (“Master Agreement”) the City of Carlsbad and Ricoh. This SOW shall be effective as of the date of execution by both Ricoh and Customer. Scheduling of resources and Project duration estimates can only be provided after this SOW has been signed by both parties. By signing below, the undersigned represent that they are duly authorized to enter into this SOW on behalf of their respective entities. RICOH PRELIMINARY REVIEW Authorized Sales Engineering Signature Name and Title Date CUSTOMER ACCEPTANCE \s1\ \signertitle1\ \d1\ Authorized Signature Name and Title Date RICOH ACCEPTANCE Authorized Sales Engineering Signature Name and Title Date PLEASE PRINT THE NAME AND TITLE OF THE SIGNER IN THE APPROPRIATE SIGNATURE BLOCK. Manager - DSS Mid Market 07/10/2020 DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 VPMD Curt Albrecht, VP 9/10/2020 Assistant City Manager 9/17/2020 Geoff Patnoe SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED?(Mandatory in NH) DESCRIPTION OF OPERATIONS belowIf yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2016 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIREDAUTOS ONLY Willis Towers Watson Northeast, Inc.c/o 26 Century BlvdP.O. Box 305191Nashville, TN 372305191 USA Ricoh Americas Holdings, Inc.Ricoh USA, Inc.300 Eagleview Blvd., Suite 200Exton, PA 19341 Re: 1635 Faraday Ave., Carlsbad, CA 92008 Waiver of Subrogation applies to Workers Compensation, where required by written contract and as permitted by law. Certificate Holder is included as an Additional Insured as respects to General Liability where required by writtencontract. City of CarlsbadAttn: Ruthann Pearlman1635 Faraday AveCarlsbad, CA 92008-7314 09/09/2020 1-877-945-7378 1-888-467-2378 certificates@willis.com Sompo America Insurance Company 11126 Safety National Casualty Corporation 15105 W17669565 A 1,000,000 300,000 15,000 1,000,000 2,000,000 2,000,000 Y GDL40033H0 06/01/2020 06/01/2021 A 1,000,000 06/01/202106/01/2020ADV40018S0 LDC4054740BY 2,000,000No06/01/2020 06/01/2021 2,000,000 2,000,000 180925320063343SR ID:BATCH: Willis Towers Watson Certificate Center Page 1 of 1DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6 DocuSign Envelope ID: D1836D0C-725D-4287-90C0-167350382CD6