ADDENDUM 4 - ATTACHMENT 1

Addendum #4 – Attachment 1

The District requests pricing on two, alternate bases:

1) Option 1: A five-year lease and service agreement, with the following terms and conditions required by O.C.G.A. § 20-5-506(b), a Georgia law that limits the ability of a public school District to enter into a multi-year contract. The following requirements must be included in any resulting multi-year contract.

a) Subject to the contract’s provisions on automatic renewal and early termination with or without cause, the contract shall terminate absolutely and without further obligation to the

District at the close of the calendar year in which was approved by the District’s governing body, the elected School Board, and signed by a District representative with authority to sign the contract. If the contract is automatically renewed for the succeeding calendar year or a partial year, then the contract shall terminate absolutely and without further obligation to the District no later than the close of each succeeding calendar year for which it may be renewed, subject to the contract’s provisions on automatic renewal and early termination and subject to the following provision regarding the last year for which the contract is automatically renewed. For the last year that the contract is scheduled to be automatically renewed, the contract shall terminate on June 30 of the year of the final renewal term to coincide with the end of the District’s fiscal year.

b) The contract will be automatically renewed for up to three (3) full calendar years after the initial calendar year during which the contract will be executed and for the period from

January 1 to June 30 of the calendar year following the fourth calendar year after the execution of the contract, unless the District’s governing body, the elected school board, votes to terminate the contract and prevent its further automatic renewal, at any time before the next scheduled automatic renewal. The District may vote, at any time during the calendar year prior to the next scheduled automatic renewal, to either 1) prevent the automatic renewal and allow the contract to terminate at the end of the calendar year or 2) terminate the contract immediately for cause or on at least thirty (30) days advance notice without cause.

c) The total monetary obligation of the District as a result of this contract during the first calendar year of its execution shall not exceed [Insert Amount]. The total monetary obligation of the District as a result of this contract during the second calendar year after its original execution (first renewal term) shall not exceed [Insert Amount]. The total monetary obligation of the District as a result of this contract during the third calendar year after its execution (second renewal term) shall not exceed [Insert Amount]. The total monetary obligation of the District as a result of this contract during the fourth calendar year after its execution (third renewal term) shall not exceed [Insert Amount]. The total monetary obligation of the District as a result of this contract during the period running from January 1 to June 30 of the fifth calendar year after its execution (fourth renewal term) shall not exceed [Insert Amount].

d) The total combined annual payments for the contract shall not exceed an amount equal to

7.5 percent of the total local revenue collected for maintenance and operation of the school system in the most recently completed fiscal year.

e) The contract will terminate and absolutely at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the District under the contract.

For the purposes of evaluating proposals, please provide the following with your fee proposal:

Calendar Year 1 (or Fraction Thereof)

The maximum monetary obligation for the District in the first calendar year of its execution. Please provide total pricing per month and extend for the expected duration of the first calendar year.

Calendar Year 2

The maximum monetary obligation for the District in the second calendar year after its execution.

Please provide total pricing per month and extend for the full, second calendar year (first renewal term).

Calendar Year 3

The maximum monetary obligation for the District in the third calendar year after its execution. Please provide total pricing per month and extend for the full, third calendar year (second renewal term).

Calendar Year 4

The maximum monetary obligation for the District in the fourth calendar year after its execution. Please provide total pricing per month and extend for the full, fourth calendar year (third renewal term).

January 1 to June 30 of Calendar Year 5

The maximum monetary obligation for the District in the fifth calendar year after its execution. Please provide total pricing per month and extend for the period running from January 1 to June 30 of the fifth calendar year (fourth renewal term).

2. Option 2: An initial copier purchase plus one-year service and supplies contract with the option to enter one-year service and supplies contracts for up to four additional years. Any proposed contract should not exceed one year after the date of execution. The District and the successful offeror, upon mutual agreement in the future, may enter into additional one-year contracts without readvertising this solicitation for up to four (4) additional years after the termination of the original contract.

Please provide pricing as follows:

1. Total Cost for Printing Equipment Purchase Cost

Please provide a quote for the District to purchase printers, providing a per unit cost, and an extended cost based on estimated quantities expected to meet the District’s needs. The District will only pay for actual quantities ordered, not estimates.

2. Total Cost for Service and Supplies for One Year After Contract Execution.

Please provide a total cost to include labor, replacement supplies, such as ink and toner, and any other reasonably anticipated expenses to operate and service all printers purchased by the District for one year after contract execution. Please provide unit costs for labor organized by employee position/skill level, ink, toner, and other supplies, as well as a total extended cost based on the estimated quantities expected to meet the District’s needs. The District will only pay for actual quantities ordered, not estimates.

3. Total Cost for Service and Supplies for any Renewal Terms.

Please provide a total cost to include labor, replacement supplies, such as ink and toner, and any other reasonably anticipated expenses to operate and service all printers purchased by the District for one year for each possible renewal term. Please provide unit costs for labor organized by employee position/skill level, ink, toner, and other supplies, as well as a total extended cost based on the estimated quantities expected to meet the District’s needs. The District will only pay for actual quantities ordered, not estimates.

Please provide quotes for up to 4 years of renewal terms. While the parties may reach subsequent agreement as to renewals, the District will be more likely to re-advertise the solicitation and not sign a renewal contract if the vendor does not honor the renewal contract price quoted in response to this solicitation.