240000001403.pdf

STATE OF MICHIGAN PROCUREMENT

Department Technology, Management and Budget Central Procurement Services 320 S Walnut Street Lansing, MI 48933 P.O. Box 30026, Lansing, MI 48909

CONTRACT CHANGE NOTICE

Change Notice Number 4 to Contract Number MA240000001403

C U

RREN

T C

O N

TRAC

TO

R

RICOH USA INC

25800 Northwestern Highway Suite 950 Southfield MI 48075

Ricky Haitaian

248-596-8005

Ricky.Haitaian@ricoh-usa.com

CV0007263

N

EW

C O

N

TRAC

TO

R

RICOH USA INC

25800 Northwestern Highway Suite 950 Southfield MI 48075

Brooke Krause

608-240-4656

Brooke.Krause@ricoh-usa.com

CV0007263

STATE CONTACTS

Program

M anager

Various Various C ontract

Adm inistrator

Jordana Sager DTMB

(517) 896-1903 sagerj2@michigan.gov

CONTRACT SUMMARY

Printers – Toners and Inkjet

INITIAL EFFECTIVE DATE

November 1, 2024

INITIAL EXPIRATION DATE

October 31, 2029

INITIAL AVAILABLE OPTIONS

3 - 1 Year

EXPIRATION DATE BEFORE

October 31, 2029

PAYMENT TERMS

NET 45

DELIVERY TIMEFRAME

N/A

ALTERNATE PAYMENT OPTIONS

P-Card Direct Voucher (PRC) Other

EXTENDED PURCHASING

Yes No

MINIMUM DELIVERY REQUIREMENTS

N/A

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE

CURRENT VALUE

$6,875,000.00

VALUE OF CHANGE NOTICE

$0.00

ESTIMATED AGGREGATE CONTRACT VALUE

$6,875,000.00

DESCRIPTION

Please note the Program Manager or Contract Administrator may have changed, and are reflected on this Change Notice.

Effective May 1, 2026, the Contract Representative is updated to Brooke Krause.

Brooke.Krause@ricoh-usa.com * 608-240-4656

All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement,and DTMB Central Procurement approval.

CHANGE NOTICE NO. 4 TO CONTRACT NO. MA240000001403

Program Managers for

Multi-Agency and Statewide Contracts

AGENCY NAME PHONE EMAIL

DTMB Kristen Hampton 517-230-8392 HamptonK@michigan.gov

LEO Wade Karos 313-456-8101 KarosW@michigan.gov

Central Procurement Services 320 S Walnut Street Lansing, MI 48933 P.O. Box 30026, Lansing, MI 48909

CONTRACT CHANGE NOTICE

Change Notice Number 3 to Contract Number MA240000001403

C O

N

TR

A C

TO

R

RICOH USA INC

25800 Northwestern Highway Suite 950

Southfield MI 48075

Ricky Haitaian

248-596-8005

Ricky.Haitaian@ricoh-usa.com

CV0007263

ST

A

TE

Pr og ra m

M an ag er

Various Various

C on tr ac t A dm in is tr at or Jordana Sager DTMB

(517) 896-1903 sagerj2@michigan.gov

CONTRACT SUMMARY

Printers – Toners and Inkjet

INITIAL EFFECTIVE DATE

November 1, 2024

INITIAL EXPIRATION DATE

October 31, 2029

INITIAL AVAILABLE OPTIONS

3 - 1 Year

EXPIRATION DATE

BEFORE

October 31, 2029

PAYMENT TERMS

NET 45

DELIVERY TIMEFRAME

N/A

ALTERNATE PAYMENT OPTIONS

P-Card Direct Voucher (PRC) Other

EXTENDED PURCHASING

Yes No

MINIMUM DELIVERY REQUIREMENTS

N/A

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION

0 Years

REVISED EXP. DATE

CURRENT VALUE

$6,500,000.00

VALUE OF CHANGE NOTICE

$375,000.00

ESTIMATED AGGREGATE CONTRACT VALUE

$6,875,000.00

DESCRIPTION

Please note the Program Manager or Contract Administrator may have changed, and are reflected on this Change Notice.

Effective February 17, 2026, the following amendments are hereby incorporated per the attached Schedule B - Pricing and $375,000 is hereby added to the Contract.

All other terms, conditions, specifications, and pricing remain the same. Per contractor and agency agreement, DTMB Central Procurement approval, and State Administrative Board approval on February 17, 2026.

CHANGE NOTICE NO. 3 TO CONTRACT NO. MA240000001403

Program Managers for

Multi-Agency and Statewide Contracts

AGENCY NAME PHONE EMAIL

DTMB Kristen Hampton 517-230-8392 HamptonK@michigan.gov

LEO Wade Karos 313-456-8101 KarosW@michigan.gov

Version 2022-2 Page 1 of 1

SCHEDULE B - PRICING

CN 3 – 240000001403

1. Service is 8am – 5pm, Monday – Friday, UIA Service 7am – 4pm

2. This contract allows for purchases and leases of the Contractor’s full-line catalog of products and services. Quotes requested are bound to the terms and conditions of this contract. Any additional terms and conditions added to quotes will not be honored unless mutually agreed.

Machine Type/Model Maintenance

Task Alpha 15000c Ink Jet Cut Sheet Printer .0024 per click

Auto Color Adjuster/Project Management $106,445.01/$3,600 monthly

PROC9500P $257,748.45/

PRO 8420 $273,660.00/.0030 per click

Z75 B2+ 1,579,710.00/$9,500 monthly

Supplies (Per Unit) Cost

CYAN INK SINGLE (1.3L) $108

MAGENTA INK SINGLE (1.3L) $108

YELLOW INK SINGLE (1.3L) $108

BLACK INK SINGLE (1.3L) $90.00

Michigan.gov/MiProcurement

Version 2025-1 Page 1

Revision to Standard Contract Terms

The following sections have been amended to include revisions, which have been highlighted.

This amendment to the Standard Contract Terms is effective 3/25/2025 via Contract Change Notice No. 2.

Assignment. Contractor may not assign this Contract to any other party without the prior approval of the State. Upon notice to Contractor, the State, in its sole discretion, may assign in whole or in part, its rights or responsibilities under this Contract to any other party. The State will allow Contractors to assign the payment stream, but not its obligations under the Delivery Order (DO) for leases.

Acceptance. Service and Deliverables are subject to inspection and testing by the State in accordance with the Statement of Work and any applicable Delivery Order (DO). The State will accept the device after it has been delivered to the site, setup and installed and operational with the reporting of any damages or errors. After the acceptance the Contractor is still responsible for repairs or replacement in accordance with the lease agreement and Contract terms (included but not limited to Schedule A – Statement of Work, section 1.12.1.b “Replacement of Devices”).

Termination for Cause. (a)The State may terminate this Contract for cause, in whole or in part, if Contractor, as determined by the State: (i) endangers the security of any State location, data, or personnel; (ii) becomes insolvent, petitions for bankruptcy court proceedings, or has an involuntary bankruptcy proceeding filed against it by any creditor; (iii) engages in any conduct that may expose the State to liability; (iv) breaches any of its material duties or obligations under this Contract; or (v) fails to cure a breach within thirty (30) calendar days. Any reference to specific breaches being material breaches within this Contract will not be construed to mean that other breaches are not material.

(b) If the State terminates this Contract under this Section, the State will issue a termination notice specifying whether Contractor must: (i) cease performance immediately, or (ii) continue to perform in accordance with Section 26, Transition Responsibilities. If it is later determined that Contractor was not in breach of the Contract, the termination will be deemed to have been a Termination for Convenience, effective as of the same date, and the rights and obligations of the parties will be limited to those provided in Section 25, Termination for Convenience.

The State will only pay for amounts due to Contractor for Services and Deliverables accepted by the State on or before the date of termination, subject to the State’s right to set off any amounts owed by the Contractor for the State’s reasonable costs in terminating this Contract. The Contractor must pay all reasonable costs incurred by the State in terminating this Contract for cause, including administrative costs, attorneys’ fees, court costs, transition costs, and any costs the State incurs to procure the Services and Deliverables from other sources.

In the event the Contract is terminated for Cause prior to meeting the State’s lease obligations for the full term, the State will not pay termination charges assessed by the Contractor.

Version 2025-1 Page 2

Termination for Convenience. The State may immediately terminate this Contract in whole or in part without penalty and for any reason with (15) days prior written notice (except in the case of non-appropriation or negative appropriation), including but not limited to, appropriation or budget shortfalls. The termination notice will specify whether Contractor must: (a) cease performance of the Services immediately, or (b) continue to perform the Services in accordance with Section 26, Transition Responsibilities. If the State terminates this Contract for convenience, the State will pay all reasonable costs, as determined by the State, for State approved Transition Responsibilities.

Except in the case of termination for non-appropriation or negative appropriation, in the event the Contract is Terminated for Convenience prior to meeting the State’s lease obligations for the full term, the State will pay termination charges assessed by the Contractor, which will be no greater than the remaining stream of lease payments.

Transition Responsibilities. Upon termination or expiration of this Contract for any reason, Contractor must, for a period of time specified by the State (not to exceed 180 calendar days), provide all reasonable transition assistance requested by the State, to allow for the expired or terminated portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. Such transition assistance may include, but is not limited to: (a) continuing to perform the Services at the established Contract rates; (b) taking all reasonable and necessary measures to transition performance of the Services to the State or the State’s designee; (c) taking all necessary and appropriate steps, or such other action as the State may direct, to preserve, maintain, protect, or return to the State all materials, data, property, and confidential information provided directly or indirectly to Contractor by any entity, agent, vendor, or employee of the State; (d) transferring title in and delivering to the State, at the State’s discretion, all completed or partially completed deliverables prepared under this Contract as of the Contract termination date; and (e) preparing an accurate accounting from which the State and Contractor may reconcile all outstanding accounts (collectively, “Transition Responsibilities”). This Contract will automatically be extended through the end of the transition period.

Return of State Property. Upon termination or expiration of this Contract for any reason, Contractor must take all necessary and appropriate steps, or such other action as the State may direct, to preserve, maintain, protect, or return to the State all materials, data, property, and confidential information provided directly or indirectly to the Contractor by any entity, agent, vendor, or employee of the State.

Indemnification. Contractor must defend, indemnify and hold the State, its departments, divisions, agencies, offices, commissions, officers, and employees harmless, without limitation, from and against any and all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to: (a) any breach by Contractor (or any of Contractor’s employees, agents, subcontractors, or by anyone else for whose acts any of them may be liable) of any of the promises, agreements, representations, warranties, or insurance requirements contained in

Version 2025-1 Page 3 this Contract related to the provision of Deliverables or Services under this Contract; (b) any infringement, misappropriation, or other violation of any intellectual property of any third party by Contractor-branded equipment or software that is necessary for the reasonable and proper operation or use of any Deliverable, and Contractor is unable to transfer indemnification obligations of the software publisher or OEM; or; (c) any bodily injury, death, or damage to real or tangible personal property occurring to the extent of the negligence or more culpable conduct of Contractor (or any of Contractor’s employees, agents, subcontractors, or by anyone else for whose acts any of them may be liable).

The State will notify Contractor in writing if indemnification is sought; however, failure to do so will not relieve Contractor, except to the extent that Contractor is materially prejudiced.

Contractor must, to the satisfaction of the State, demonstrate its financial ability to carry out these obligations.

The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel. Contractor will not, without the State’s prior written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. To the extent that any State employee, official, or law may be involved or challenged, the State may, at its own expense, control the defense of that portion of the claim.

Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

Version 2022-2 Page 1 of 2

SCHEDULE A - ADDITIONS

CN 2 – 240000001403

Section 2.2 Delivery

B. Contractor must deliver:

1. Between the hours of 7:00 a.m. and 3:00 p.m. Monday-Friday.

2. Inside the building of 9023 Joseph Campau, Hamtramck, MI 48212.

Section 4 Project Management - Issues that affect schedule, scope, quality, or budget must be identified and addressed. An issue log shall be used to track the required contract services. The issue log shall be updated and include the following elements:

A. Description of issue B. Issue identification date C. Responsibility for resolving issue.

D. Priority for issue resolution (to be mutually agreed upon by the State and the Contractor) E. Resources assigned responsibility for resolution F. Resolution date G. Resolution description

The Contractor shall support and assist with an issue management log controlled and maintained by the State’s Project Manager.

Section 4.3 Reporting - The Contractor must submit, to the UIA Program Manager or assignee, the following written reports:

The Contractor keeps a service history log onsite at the UIA print center. The UIA may review this log at any time. If the UIA requires additional information, Contractor shall provide such information upon request.

Section 5.1. Authorizing Document – The appropriate authorizing document for the Contract will be a Delivery Order (DO). Requests shall capture the device type, lease term, lease type, and location.

Section 6.3 Procedure - Maintenance pricing is fixed for five (5) base years, and shall be paid on a quarterly basis, unless Contractor provides a discount for early payment. Usage (click) charges are variable per unit cost and shall be paid monthly.

Version 2022-2 Page 2 of 2

SCHEDULE B - PRICING

CN 2 – 240000001403

1. The Contractor must provide a pricing for Contract Activities.

2. Price must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. The Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

4. Service is 8am – 5pm, Monday – Friday, UIA Service 7am – 4pm

5. Usage/click charges: black and white - .0075 and color - .0350

6. This contract allows for purchases and leases of the Contractors full-line catalog of products and services. Quotes requested are bound to the terms and conditions of this contract. Any additional terms and conditions added to quotes will not be honored unless mutually agreed.

Machine Type/Model Cost Ricoh Auto Color Adjuster – 409499/Project

Management $46,749

423007 - Application Base 5 -Year Digital Registration $59,696.01

Auto Color Adjuster Monthly Maintenance Cost 3,600

Total $110,045.00

Machine Type/Model Cost

Saddle Stitcher and Booklet Stacker/Project Management $589,995

Booklet Stacker $125,739

Maintenance, billed monthly $262,200

Total $977,934.00

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Department of Technology, Management, and Budget 320 S. Walnut Street 2nd Floor Lansing, MI 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

CONTRACT SUMMARY

Printers – Toners and Inkjet

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

November 1, 2024 October 31, 2029 3 - 12 Months October 31, 2029

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

MINIMUM DELIVERY REQUIREMENTS

N/A

P-Card Direct Voucher (PRC) Other Yes No

25800 Northwestern Highway Suite 950

Southfield 22 48075

Ricky Haitaian

248-596-8005

Ricky.Haitaian@ricoh-usa.com

CV0007263

Ricoh USA, Inc.

C O

N

TR

A C

TO

R

517-230-8392

HamptonK@michigan.gov

Jordana Sager

(517) 896-1903

DTMB

Kristen Hampton DTMB sagerj2@michigan.gov

C ontract

A dm inistrator Program M anagerSTA

TE

N/ANET 45

Change Notice Number 1

Contract Number MA240000001403 to

DESCRIPTION OF CHANGE NOTICE

OPTION EXTENSIONLENGTH OF OPTION LENGTH OF EXTENSION REVISED EXP. DATE

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$4,500,000.00 $0.00 $4,500,000.00

DESCRIPTION

Effective December 20, 2024, the attached Schedule A - Statement of Work is hereby added to the Contract.

All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement, and DTMB Central Procurement approval.

Version 2023-2 Page 1

SCHEDULE A - STATEMENT OF WORK

CONTRACT ACTIVITIES

CN 1 - 240000001403

Adding printer PROC9500P

SCOPE

The Contractor shall provide all personnel, equipment, tools, materials, software, supervision, training, installation, and other items necessary to perform the services as described in this Statement of Work to replace an existing color toner printer, used by the PS. PMM needs to replace its Xerox iGEN 150 digital color press.

1. Requirements

1.1. General Requirements

A. Removal of existing printer.

B. New cutsheet printer, and in-line processing equipment per Section 1.2.

Hardware Specifications - PROC9500P

1. Standard Printer Output. Printers must meet or exceed output of 67 duplex images per minute.

2. Interface/controllers for cutsheet printers including:

a. All file formats must process at or above the rated printer output speed.

b. Any additional hardware required for the printer interface/controller.

C. Printer installation and services to implement the hardware/software including:

1. On-site configuration

2. Integration into current PS environment

3. Testing of all applications

D. Knowledge transfer to PS staff including:

1. On-site training of PS Operations staff on new hardware

2. On-site training of PMM analyst staff on new software

E. Documentation to include:

1. User manuals

2. Technical manuals

3. Electronic online viewing

F. Support

1. Help Desk

2. Software and print controller interface technical support.

G. Maintenance.

Version 2023-2 Page 2

H. Billing Support.

1.2. Hardware

A. Cutsheet Printer Specifications

1. Duty Cycle. Printing system must have a minimum duty cycle of one million images per month.

2. Controller Interface. Each printer must have a display to show running and completed job information and input devices to manipulate queues, stock loads, job setups, etc.

3. Consumables. The printers must have the ability to add toner to the print device without stopping printer output.

4. Speed. Printers will have the ability to run a minimum of 67 duplexed 8.5" x 11" images per minute.

5. Quality. Print resolution will be minimum of 600 x 600 dpi.

6. Paper Trays. A 7-tray configuration is desired, with two base drawers, two vacuum feed units (4) drawers with one having the ability to hold media up to 27.5”, and a bypass tray.

7. Stackers. The printer must also have a high-speed stacker (see 13. Booklet Maker – this additional high-speed stacker will also have the booklet maker)

8. Stock. Printers must have the ability to print on a wide range of different stocks weights and surfaces, including labels and carbonless stock.

9. Stapling. Printers must accommodate corner and book staples.

10. Booklet Maker. The printer must include a saddle stitch booklet maker.

a. Must run at rated speeds.

11. GBC StreamPunch. The printer must include a GBC StreamPunch Plus, including 23-hole square die and 3-hole die.

12. Ventilation. Bid must include all ventilation requirements.

13. Power. Bid must include all power consumption and usage requirements.

14. Support. All hardware and software must be under a maintenance contract.

See Section 2.4 Support, Repair and Maintenance

15. Maintenance. 8x5 support, with the option to expanded to 24 x 7 if needed.

Any click charges the State may incur must be identified and the cost outlined in the bid. See Section 2.4 Support, Repair and Maintenance.

1.3. Transitions

A. Contract Execution: The Contractor will be required to attend the contract Kick-

Off Meeting as indicated in Schedule A, Section 5.2.

Version 2023-2 Page 3

B. Post-Contract Transition: Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

C. See Standard Terms, Section 26. Transition Responsibilities for complete post contract transition language.

1.4. Training

The Contractor will be required to provide training in order for the State and its employees to properly use these new printers.

1.5. Equipment Firmware/Software

The Contractor will provide updates to printer firmware or software as necessary to ensure continued operation of the printers through their useful life.

The State prefers that no third-party licensing be required in order for the printer to perform as designed.

A. Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see

1340.00.130.02 Acceptable Use of Information Technology (michigan.gov). All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

2. Service Requirements

2.1. Timeframes

A. Timeframes for the PMM Printer Replacement will be determined by the Final Project Plan, Section 5.1.

B. The State prefers a rolling transition/ which will allow for the current printer to remain in use while the new printer is tested to ensure that it produces satisfactory output, and is then ultimately removed, following this timeline:

1. Delivery of printers to the State of Michigan will be completed within 30 calendar days from receipt of order.

2. Installation of printers will be completed within 45 days from receipt of order.

3. Training will be completed within 45 business days from receipt of order.

4. Removal of existing printer will be completed within 90 days from receipt of order.

5. Printer Project will be considered complete when the Program Manager has completed the Performance and Review Evaluation (PARE).

6. The Contractor will not be held responsible for delays attributable to the State of Michigan.

https://www.michigan.gov/dtmb/-/media/Project/Websites/dtmb/Law-and-Policies/IT-Policy/13400013002-Acceptable-Use-of-Information-Technology-Standard.pdf?rev=be02ad06273b40d0b28fd1569c01435e&hash=686A1BFBA24EE0049E2757EC68567A4F

Version 2023-2 Page 4

C. Delivery of consumables will be expected within 45 calendar days upon receipt of order.

D. Scheduled Maintenance will be as outlined in Section 2.4. Support, Repair and Maintenance.

2.2. Delivery

A. The State prefers delivery of the printer and all associated hardware within 30 calendar days upon date of order between the hours of 8:00 AM and 3:00 PM Monday-Friday. Delivery will be made at 7461 Crowner Dr, Dimondale, MI 48821.

B. Delivery of consumable products will be expected within 45 calendar days upon date of order between the hours of 8:00 AM and 3:00 PM Monday-Friday.

Delivery will be made at 7461 Crowner Dr, Dimondale, MI 48821.

2.3. Removal and Trade-In of Existing Printers

The State is interested establishing a trade-in arrangement with the Contractor for the existing printers currently in service. The State will disconnect the current printers, but the Contractor will be responsible for their removal and recycling or disposal and shall be responsible for all applicable costs.

2.4 Support, Repair and Maintenance

Support will be provided for the duration of the contract which will be established for the equipment’s useful life. Contractor shall include maintenance for all hardware, including pre and post processing equipment, inclusive of parts and labor, and all software upgrades or enhancements to printers or printer controllers.

A. Technical Support. Contractor must provide a single point of contact for technical support, repairs and maintenance on all purchased software and equipment and provide 8-hour coverage Monday thru Friday. The ability to expand support to 7 days 24-hour coverage is required.

B. Repair Service. Between scheduled maintenance, should on-site service be required, a Field Engineer must respond within 30 minutes during coverage hours and be on-site within 3 hours of the time the issue was scheduled for service.

C. Scheduled Preventative Maintenance. The Contractor will be responsible for maintaining equipment/system(s) in good operating condition and will undertake all repairs and preventive maintenance, including all parts and labor, according to the applicable manufacturer's recommendations for the period specified in the resulting contract.

D. Software Upgrades. The Contractor will be responsible for software upgrades (both major and minor revisions of the application) and ongoing vendor product support during the warranty period.

3. Acceptance

3.1. Acceptance, Inspection, and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

Version 2023-2 Page 5

A. Equipment operates at 90% of production capability during PS hours of operation.

B. Repair requests garner responses within timeframes stated in Section 2.4.

C. Machines can print current PS applications without any program modifications by

PS customers to the data files.

D. Submission of an accurate detailed monthly invoice.

E. Have all hardware and software ready for use by PS staff within 45 days after execution of Contract.

F. Completion of the work and deliverables outlined in final project plan.

G. Comply with all State of Michigan security requirements.

3.2. Final Acceptance

A. Final acceptance and sign off on the installation of all hardware and software will take place following the successful completion of the PARE period, which will last for minimum 90 days after the final installation. During the PARE it will be determined if the criteria defined in Section 3.1. have been met.

B. For consumable products, their final acceptance will be given upon receipt, inspection, and stocking of the products.

4. Staffing

4.1. Contractor Representative, Printer Replacement Project Manager and Other

Key Personnel The Contractor must appoint one Contractor Representative, a Printer Replacement Project Manager, and other Key Personnel, specifically assigned to the State of Michigan for this project, who will be knowledgeable on the contractual requirements and directly responsible for the day-to-day operations of the Contract.

A. The Contractor Representative, Program Manager, and other Key Personnel must be available for customer service calls and must be available during the hours of 7:30 a.m. to 4:30 p.m. ET Monday through Friday.

B. The Contractor Representative, Program Manager and other Key Personnel must respond to the State within 3 business hours to State inquiries.

4.2. Technical Support

The Contractor must specify its for the State to contact the Contractor for technical support. The State prefers that this be a phone number. The Contractor must be available for calls and service during the hours of 11:00 pm to 7:30 am ET.

4.3. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 5:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

4.4. Disclosure of Subcontractors

Version 2023-2 Page 6

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

Copy and insert this table for each subcontractor

*GDBE definition: "Geographically-Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan Qualified Opportunity Zone (QOZ) Map Michigan Supplier Community (MiSC) Page

Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

N/A

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

Is the subcontractor a GDBE?* Choose an item.

Whether the Bidder has a previous working experience with the subcontractor.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

https://michigan.maps.arcgis.com/apps/webappviewer/index.html?id=8b1413d59b8d420faaf5217a5ab52851 https://www.michigan.gov/dtmb/procurement/contractconnect/programs-and-policies/programs/misc

Version 2023-2 Page 7

4.5. Security

A. The Contractor will be subject the following security procedures:

1. Contractors’ personnel must sign in when entering the facility and sign out when exiting.

2. The State may require the Contractor’s personnel to wear State issued identification badges.

5. Project Management

5.1. Project Plan

A. Preliminary Printer Replacement Project Plan. Contractor must provide a Preliminary Project Plan, including the necessary time frames and deliverables for the various stages of the project and the responsibilities and obligations of both the Contractor and the State. This preliminary Project Plan will include:

1. A footprint of the proposed print solution.

2. A description of the deliverables to be provided under this Contract.

3. Target dates and critical paths for the deliverables based on a contract award of May 1, 2024.

4. Identification of roles and responsibilities, including the organization responsible.

5. The labor, equipment, materials, and supplies required to be provided by the

State in meeting the target dates established in the Preliminary Implementation Plan.

6. Internal milestones

7. Task durations

B. Final Printer Replacement Project Plan. The Contractor will be required to, within 5 calendar days of the contract Effective Date, submit to the Program Manager a Final Project Plan for review and approval.

1. This Final Project plan will incorporate and confirm the information provided in the preliminary project plan submitted with this solicitation response.

2. The plan must include: (a) the Contractor's finalized organizational chart with names and title of personnel assigned to the printer installation project, and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

3. Additionally, the plan will include the following deliverable milestones for which payment shall be made:

Deliverable Acceptance Criteria Date Due

1. Final Project Work

Plan Meeting the conditions outlined herein.

Five (5) calendar days after Contract Execution

2. Delivery of Hardware

Delivered as specified in requirements and on date identified in Final Project Work Plan.

On date specified in Final Project Work Plan

Version 2023-2 Page 8

Deliverable Acceptance Criteria Date Due

3. Installation of

Hardware Hardware is installed and testing successfully completed.

On date specified in Final Project Work Plan

4. Implementation of Hardware

Hardware performs in accordance with requirements stated in Contract.

On date specified in Final Project Work Plan

5. Training Completion of training for CPC staff in the use of all hardware and software.

On date specified in Final Project Work Plan

C. The Contractor will carry out this project under the direction and control of the Program Manager.

5.2. Meetings

The Contractor Representative, the Program Manager, and other pertinent Key Personnel and other State staff as deemed necessary by the Program Manager must attend the following meetings:

A. Kick-off meeting or conference call within 15 calendar days of execution of the Master Agreement.

B. Weekly status update meetings or conference calls after the Delivery Order is placed for the replacement printers until the end of the Performance and Review Evaluation (PARE).

The State may request other meetings, as it deems appropriate.

5.3. Reporting

The Contractor must submit to the Program Manager the following:

A. Monthly digital reports containing printer performance and uptime/downtime.

B. All other available digital reports that may be requested by SOM as it deems appropriate.

6. Pricing Pricing will be as quoted and established in Schedule B- Contract Pricing.

A. Price proposals must include all costs associated with this contract as established in this Statement of Work, including but not limited to any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

B. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

6.1. Price Term

A. Pricing is firm for the entire length of the Contract.

B. Usage (click) charges (if applicable) will remain constant through the life of the contact, both for base and option years.

6.2. Price Changes

Version 2023-2 Page 9

While not anticipated, as the pricing in this contract will be firm and fixed, for any adjustments to be considered, pricing will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order created in SIGMA and transmitted to the Contractor via fax or e-mail.

8. Invoice and Payment

8.1. Invoice Requirements

A. PMM Printer Replacement Project. Invoices must be submitted for the PMM Printer Replacement Project based on the milestones established in Invoice Table 1.

Invoice Table 1.

PRINTER REPLACEMENT PROJECT MILESTONE PAYMENT SCHEDULE

Milestone

# Description Payment Amount

1 Printer- Delivery, Installation and Training for this machine $ 207,748.45

2 Successful completion of the PARE Period and the removal of the existing equipment $ 50,000

Total Payment for Equipment, Installation and Training $257,748.45

B. Ongoing Payments. Subsequent invoices for consumables, service and maintenance, and click charges (if any) will be submitted per the payment schedule established in the below Invoice Table 2.

C.

Invoice Table 2.

Version 2023-2 Page 10

Ongoing Payments Schedule

Number Payment Type Frequency Payment Amount

1 Maintenance Monthly $323.86 base

2 Usage/”Click” Invoice monthly for the previous month’s actual usage

.0075 b/w

.035 color Bill for use

3 Consumables Included in click Included in click

D. All invoices submitted to the State must include:

1. Date

2. Master Agreement Number

3. Delivery Order Number

4. Quantity

5. Line-item Description of the Contract Activities

6. Unit price

7. Total price

8.2. Payment Methods

The State prefers to make payment for Contract Activities via EFT. If electronic payment fails, a paper warrant will be issued.

8.3. Billing Support

The Contractor will provide a functional and accurate billing system for invoices generated to the State of Michigan. This will include monthly statements that are in a clear and easy to understand format with detailed breakdown of services rendered. The ability to access billing and invoice information online is strongly desired.

Version 2023-2 Page 11

SCHEDULE B - PRICING

CN 1 – 240000001403

1. The Contractor must provide a pricing for the proposed Contract Activities. The pricing schedule must be submitted in a modifiable format (e.g. Microsoft Word or Excel); however, you may also submit an additional pricing schedule in a non-modifiable format (e.g., PDF).

2. Price must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. The Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

4. Service is 8am – 5pm, Monday – Friday

5. Usage/click charges: black and white - .0075 and color - .0350

This Pricing sheet shows fully configured printer with Under coater and Pile feeder.

CONTRACT BASE YEARS

One (1) printer, including base year's maintenance and software updates.

Total Printer Cost

Monthly Maintenance and Software Updates

Monthly Cost

# of Images included in

Monthly Maintenance

Total for Base Years

PROC9500P $257,748.45 $323.86 n/a $19,431.60

TOTAL FOR ONE PRINTER - CONTRACT FIVE

YEAR COST $ 277,180.05

NOTICE OF CONTRACT

NOTICE OF CONTRACT NO. 240000001403

between

THE STATE OF MICHIGAN

and

CONTRACT SUMMARY

DESCRIPTION: Printers – Toners and Inkjet

INITIAL EFFECTIVE DATE

INITIAL EXPIRATION DATE

INITIAL

AVAILABLE

OPTIONS

EXPIRATION DATE BEFORE

CHANGE(S) NOTED BELOW

11/1/2024 10/31/2029 3 - 1 Year 10/31/2029

PAYMENT TERMS DELIVERY TIMEFRAME

NET 45 N/A

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

P-card Payment Request (PRC) Other Yes No

MINIMUM DELIVERY REQUIREMENTS

N/A

MISCELLANEOUS INFORMATION

N/A

ESTIMATED CONTRACT VALUE AT TIME OF EXECUTION $4,500,000.00

CO

NT

R

AC

TO

R

Ricoh USA, Inc.

25800 Northwestern Highway, Suite 950

Southfield Michigan 48075

Ricky Haitaian

248-596-8005

Ricky.Haitaian@ricoh-usa.com

CV0007263

ST

AT

E Pr og ra m

M an ag er Kristen Hampton DTMB

517-230-8392

HamptonK@michigan.gov C on tra ct

Ad m in is tra to r Jordana Sager DTMB

517-896-1903

SagerJ2@michigan.gov mailto:Ricky.Haitaian@ricoh-usa.com mailto:HamptonK@michigan.gov mailto:SagerJ2@michigan.gov

Mich igan .gov/MiProcure ment

Version 2024

CONTRACT NO. 240000001403

FOR THE CONTRACTOR:

Company Name

Authorized Agent Signature

Authorized Agent (Print or Type)

Date

FOR THE STATE:

Signature

Name and Title

Agency

Date

STANDARD CONTRACT TERMS

This STANDARD CONTRACT (“Contract”) is agreed to between the State of Michigan (the “State”) and Ricoh USA, Inc.(“Contractor”), a Delaware Corporation. This Contract is effective on November 1, 2024 (“Effective Date”), and unless terminated, will expire on October 31, 2029 (the “Term”).

This Contract may be renewed for up to three, additional one-year period(s). Renewal is at the sole discretion of the State and will automatically extend the Term of this Contract. The State will document its exercise of renewal options via Contract Change Notice.

The parties agree as follows:

Duties of Contractor. Contractor must perform the services and provide the deliverables (the “Contract Activities”) described in a Statement of Work, the initial Statement of Work is attached as Schedule A – Statement of Work. An obligation to provide delivery of any commodity is considered a service and is a Contract Activity.

Contractor must furnish all labor, equipment, materials, and supplies necessary for the performance of the Contract Activities unless otherwise specified in a Statement of Work.

Contractor must: (a) perform the Contract Activities in a timely, professional, safe, and workmanlike manner consistent with standards in the trade, profession, or industry; (b) meet or exceed the performance and operational standards, and specifications of the Contract; (c) provide all Contract Activities in good quality, with no material defects; (d) not interfere with the State’s operations; (e) obtain and maintain all necessary licenses, permits or other authorizations necessary for the performance of the Contract; (f) cooperate with the State, including the State’s quality assurance personnel, and any third party to achieve the objectives of the Contract; (g) return to the State any State-furnished equipment or other resources in the same condition as when provided when no longer required for the Contract; (h) assign to the State any claims resulting from state or federal antitrust violations to the extent that those violations concern materials or services supplied by third parties toward fulfillment of the Contract; (i) comply with all State physical and IT security policies and standards which will be made available upon request; and (j) provide the State priority in performance of the Contract except as mandated by federal disaster response requirements. Any breach under this paragraph is considered a material breach.

Contractor must also be clearly identifiable while on State property by wearing identification issued by the State, and clearly identify themselves whenever making contact with the State.

Notices. All notices and other communications required or permitted under this Contract must be in writing and will be considered given and received: (a) when verified by written receipt if sent by courier;

(b) when actually received if sent by mail without verification of receipt; or (c) when verified by automated receipt or electronic logs if sent by facsimile or email.

If to State: If to Contractor:

See Contract Administrator information shown below.

Ricky Haitaian 25800 Northwestern Highway Southfield, MI, 48075 248-596-8005 Ricky.Haitaian@ricoh-usa.com

Contract Administrator. The Contract Administrator, or the individual duly authorized for each party, is the only person authorized to modify any terms of this Contract, and approve and execute any change under this Contract (each a “Contract Administrator”):

State: Contractor:

Jordana Sager 320 South Walnut Street Lansing MI 48933 SagerJ2@michigan.gov 517-896-1903

Ricky Haitaian Region Client Executive 25800 Northwestern Highway Southfield, MI, 48075 248-596-8005 Ricky.Haitaian@ricoh-usa.com

Program Manager. The Program Manager for each party will monitor and coordinate the day-to-day activities of the Contract (each a “Program Manager”):

State: Contractor:

Kristen Hampton 7461 Crowner Drive Lansing, MI 48917 hamptonk@michigan.gov 517-636-7747

Ramie Robinson 25800 Northwestern Highway Southfield, MI, 48075 ramie.robinson@ricoh-usa.com 248-895-2413

Performance Guarantee. Contractor must at all times have financial resources sufficient, in the opinion of the State, to ensure performance of the Contract and must provide proof upon request. The State may require a performance bond (as specified in a Statement of Work) if, in the opinion of the State, it will ensure performance of the Contract.

Insurance Requirements.

See Schedule C.

Administrative Fee and Reporting. Contractor must pay an administrative fee of 1% on all payments made to Contractor under the Contract including transactions with the State (including its departments, divisions, agencies, offices, and commissions), MiDEAL members, and other states (including governmental subdivisions and authorized entities). Administrative fee payments must be made online by check or credit card at: https://www.thepayplace.com/mi/dtmb/adminfee https://www.thepayplace.com/mi/dtmb/adminfee

Contractor must submit an itemized purchasing activity report, which includes at a minimum, the name of the purchasing entity and the total dollar volume in sales. Reports should be mailed to MiDeal@michigan.gov.

The administrative fee and purchasing activity report are due within 30 calendar days from the last day of each calendar quarter.

Extended Purchasing Program. This contract is extended to MiDEAL members. MiDEAL members include local units of government, school districts, universities, community colleges, and nonprofit hospitals. A current list of MiDEAL members is available at www.michigan.gov/mideal.

Upon written agreement between the State and Contractor, this contract may also be extended to: (a) other states (including governmental subdivisions and authorized entities) and (b) State of Michigan employees.

If extended, Contractor must supply all Contract Activities at the established Contract prices and terms. The State reserves the right to impose an administrative fee and negotiate additional discounts based on any increased volume generated by such extensions.

Contractor must submit invoices to, and receive payment from, extended purchasing program members on a direct and individual basis.

Relationship of the Parties. The relationship between the parties is that of independent contractors.

Contractor, its employees, and agents will not be considered employees of the State. No partnership or joint venture relationship is created by virtue of this Contract. Contractor, and not the State, is responsible for the payment of wages, benefits and taxes of Contractor’s employees and any subcontractors. Prior performance does not modify Contractor’s status as an independent contractor.

Neither party has authority to contract for nor bind the other party in any manner whatsoever.

Intellectual Property Rights. If a Statement of Work requires Contractor to create any intellectual property, and such work is defined as works made for hire Contractor hereby acknowledges that the State is and will be the sole and exclusive owner of all right, title, and interest in the Contract Activities and all associated intellectual property rights, if any. Such Contract Activities are works made for hire as defined in Section 101 of the Copyright Act of 1976. All other work not defined in the Statement of Work as work made for hire, including the design, development and delivery of all inventions, business methods, processes, concepts, drawings, designs, blueprints, photographs, sketches, works of authorship, reports, plans, software (in source and object code format), documentation, databases, data, information and other materials (whether intangible or tangible), prepared or created by Contractor in the course of the performance of the Services shall, upon creation, become the property of Contractor (“Contractor Property”) and Contractor shall retain all ownership rights in the Contractor Property.

Subcontracting. Contractor may not delegate any of its obligations under the Contract without the prior written approval of the State. Contractor must notify the State at least 90 calendar days before the proposed delegation and provide the State any information it requests to determine whether the http://www.michigan.gov/mideal delegation is in its best interest. If approved, Contractor must: (a) be the sole point of contact regarding all contractual matters, including payment and charges for all Contract Activities; (b) make all payments to the subcontractor; and (c) incorporate the terms and conditions contained in this Contract in any subcontract with a subcontractor. Contractor remains responsible for the completion of the Contract Activities, compliance with the terms of this Contract, and the acts and omissions of the subcontractor. The State, in its sole discretion, may require the replacement of any subcontractor.

Staffing. The State’s Contract Administrator may require Contractor to remove or reassign personnel providing services by providing a notice to Contractor.

Background Checks. Pursuant to Michigan law, all agencies subject to IRS Pub. 1075 are required to ask the Michigan State Police to perform fingerprint background checks on all employees, including Contractor and Subcontractor employees, who may have access to any database of information maintained by the federal government that contains confidential or personal information, including, but not limited to, federal tax information. Further, pursuant to Michigan law, any agency described above is prohibited from providing Contractors or Subcontractors with the result of such background check. For more information, please see Michigan Public Act 427 of 2018. Upon request, or as may be specified in a Statement of Work, Contractor must perform background checks on all employees and subcontractors and its employees prior to their assignment. The scope is at the discretion of the State and documentation must be provided as requested. Contractor is responsible for all costs associated with the requested background checks. The State, in its sole discretion, may also perform background checks.

Assignment. Contractor may not assign this Contract to any other party without the prior approval of the State.