HomeMy WebLinkAbout1 - Original Submission_ Washington Master Agreement (Ricoh)PARTICIPATING ADDENDUM – NO. 06619: COPIERS & MANAGED PRINT SERVICES Page 1
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PARTICIPATING ADDENDUM
NASPO VALUEPOINT
COPIERS & MANAGED PRINT SERVICES
Administered by the State of Colorado (hereinafter “Lead State”)
MASTER AGREEMENT
Master Agreement No: 140602
Ricoh USA Inc.
(hereinafter “Contractor”)
and
State of Washington
(hereinafter “Participating State”)
WASHINGTON MASTER CONTRACT NO.: 06619
This Participating Addendum for the above referenced Master Agreement (“Participating Addendum”) is
made and entered into by and between the State of Washington acting by and through the Department
of Enterprise Services, a Washington State governmental agency (“Enterprise Services”) and Ricoh USA
Inc., an Ohio corporation (“Contractor”) and is dated and effective as of March 2, 2020.
R E C I T A L S
A. Pursuant to Legislative authorization codified in RCW 39.26.060, Enterprise Services, on
behalf of the State of Washington, is authorized to participate in cooperative purchasing
agreements to develop master agreements to procure goods and/or services and to make
such competitively solicited and awarded contracts available to Washington state
agencies and designated eligible purchasers consistent with terms and conditions set
forth by Enterprise Services.
B. Enterprise Services timely provided public notice of the competitive solicitation process
conducted by the above-referenced lead state through Washington’s Electronic Business
Solutions (WEBS) system.
C. The above-referenced Lead State, as part of its competitive solicitation process, evaluated
all responses to its procurement and identified Contractor as an apparent successful
bidder and awarded a Master Agreement to Contractor.
D. Enterprise Services has determined that participating in this Master Agreement is in the
best interest of the State of Washington.
E. The purpose of this Participating Addendum is to enable eligible purchasers, as defined
herein, to utilize the Master Agreement as conditioned by this Participating Addendum.
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A G R E E M E N T
NOW THEREFORE, in consideration of the mutual promises, covenants, and conditions set forth herein, the
parties hereto hereby agree as follows:
1. SCOPE: This Participating Addendum covers the competitive procurement for Copiers and Managed
Print Services led by the State of Colorado for use by state agencies and other entities located in the
Participating State authorized by that state’s statutes to utilize state contracts with the prior approval
of the State’s chief procurement official.
The following products and services are included in this contract portfolio:
Group A – MFD, A3
Group B – MFD, A4
Group C – Production Equipment
Group D – Single-function Printers
Group E – Large/Wide Format Equipment
Group F – Scanners
Managed Print Services (MPS)
Supplies
Software
Accessories for Discontinued Base Units
2. PARTICIPATION: Use of specific NASPO ValuePoint cooperative contracts by agencies, political
subdivisions and other entities (including cooperatives) authorized by an individual state’s statutes to
use state contracts are subject to the prior approval of the respective State chief procurement official.
Issues of interpretation and eligibility for participation are solely within the authority of the State chief
procurement official. Pursuant to this Participating Addendum, the Master Agreement may be utilized
by the following (“Purchasing Entities” or “Purchasers”):
(a) WASHINGTON STATE AGENCIES. All Washington state agencies, departments, offices, divisions,
boards, and commissions.
(b) WASHINGTON STATE INSTITUTIONS OF HIGHER EDUCATION (COLLEGES). Any the following specific
institutions of higher education in Washington:
State universities – i.e., University of Washington & Washington State University;
Regional universities – i.e., Central Washington University, Eastern Washington
University, & Western Washington University
Evergreen State College;
Community colleges; and
Technical colleges.
(c) MCUA PARTIES. The Master Agreement also may be utilized by any of the following types of
entities that have executed a Master Contract Usage Agreement (MCUA) with Enterprise
Services:
Political subdivisions (e.g., counties, cities, school districts, public utility districts,
ports) in the State of Washington;
Federal governmental agencies or entities;
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Public-benefit nonprofit corporations (i.e., § 501(c)(3) nonprofit corporations that
receive federal, state, or local funding); and
Federally-recognized Indian Tribes located in the State of Washington.
By placing an order under this Participating Addendum, each Purchasing Entity agrees to be bound by
the terms and conditions of this Participating Addendum, including the Master Agreement. Each
Purchasing Entity shall be responsible for its compliance with such terms and conditions.
3. PARTICIPATING STATE MODIFICATIONS OR ADDITIONS TO MASTER AGREEMENT:
3.1. WASHINGTON’S ELECTRONIC BUSINESS SOLUTIONS (WEBS) SYSTEM: Within seven (7) days of
execution of this Participating Addendum, Contractor shall register in the Washington State
Department of Enterprise Services’ Electronic Business Solutions (WEBS) System at WEBS.
Contractor shall ensure that all of its information therein is current and accurate and that,
throughout the term of the Master Agreement, Contractor shall maintain an accurate
profile in WEBS.
3.2. WASHINGTON’S STATEWIDE PAYEE DESK: To be paid for contract sales, Contractors must register
with Washington’s Statewide Payee Desk. Washington state agencies cannot make
payments to a contractor until it is registered. Registration materials are available here:
Receiving Payment from the State.
3.3. CONTRACT SALES REPORTING: Contractor shall report total contract sales quarterly to
Enterprise Services, as set forth below.
(a) REPORTING. Contractor shall report quarterly Contract sales in Enterprise Services’
Contract Sales Reporting System. Enterprise Services will provide Contractor with a
login password and a vendor number.
(b) DATA. Each sales report must identify every authorized Purchasing Entity by name as
it is known to Enterprise Services and its total combined sales amount invoiced during
the reporting period (i.e., sales of an entire agency or political subdivision, not its
individual subsections). The “Miscellaneous” option may be used only with prior
approval by Enterprise Services. Upon request, Contractor shall provide contact
information for all authorized Purchasing Entities specified herein during the term of
this Participating Addendum. Refer sales reporting questions to the Primary Contact
set forth below. If there are no contract sales during the reporting period, Contractor
must report zero sales.
(c) DUE DATES FOR CONTRACT SALES REPORTING. Quarterly Contract Sales Reports must be
submitted electronically by the following deadlines for all sales invoiced during the
applicable calendar quarter:
For Calendar Quarter Ending Contract Sales Report Due
March 31 April 30
June 30 July 31
September 30 October 31
December 31 January 31
3.4. VENDOR MANAGEMENT FEE: Contractor shall pay to Enterprise Services a vendor management
fee (“VMF”) of 1.5 percent on the purchase price for all contract sales (the purchase price is
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the total invoice price less applicable sales tax) authorized by this Participating Addendum.
(a) The sum owed by Contractor to Enterprise Services as a result of the VMF is calculated
as follows:
Amount owed to Enterprise Services = Total contract sales invoiced (not
including sales tax) x .0150.
(b) The VMF must be rolled into Contractor’s current pricing. The VMF must not be
shown as a separate line item on any invoice unless specifically requested and
approved by Enterprise Services.
(c) Enterprise Services will invoice Contractor quarterly based on contract sales reported
by Contractor. Contractor shall not remit payment until it receives an invoice from
Enterprise Services. Contractor’s VMF payment to Enterprise Services must reference
the following:
This Washington Master Contract Number: 06619
The NASPO Master Agreement Number: 140602
The year and quarter for which the VMF is being remitted, and
Contractor’s name as set forth in this Contract, if not already included on the
face of the check.
(d) Contractor’s failure accurately and timely to report total net sales, to submit usage
reports, or remit payment of the VMF to Enterprise Services, may be cause for
suspension or termination of this Participating Addendum or the exercise of any other
remedies as provided by law.
(e) Enterprise Services reserves the right, upon thirty (30) days advance written notice,
to increase, reduce, or eliminate the VMF for subsequent purchases.
(f) For purposes of the VMF, the parties agree that the initial management fee is included
in the pricing. Therefore, any increase or reduction of the management fee must be
reflected in contract pricing commensurate with the adjustment.
3.5. CONTRACTOR REPRESENTATIONS AND WARRANTIES: Contractor makes each of the following
representations and warranties as of the effective date of this Participating Addendum and
at the time any order is placed pursuant to the Master Contract. If, at the time of any such
order, Contractor cannot make such representations and warranties, Contractor shall not
process any orders and shall, within three (3) business days notify Enterprise Services, in
writing, of such breach.
(a) WAGE VIOLATIONS. Contractor represents and warrants that, during the term of this
Master Contract and the three (3) year period immediately preceding the award of
the Master Contract, it is not determined, by a final and binding citation and notice of
assessment issued by the Washington Department of Labor and Industries or through
a civil judgment entered by a court of limited or general jurisdiction, to be in willful
violation of any provision of Washington state wage laws set forth in RCW chapters
49.46, 49.48, or 49.52.
(b) PAY EQUALITY. Contractor represents and warrants that, among its workers, similarly
employed individuals are compensated as equals. For purposes of this provision,
employees are similarly employed if the individuals work for the same employer, the
performance of the job requires comparable skill, effort, and responsibility, and the
jobs are performed under similar working conditions. Job titles alone are not
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determinative of whether employees are similarly employed. Contractor may allow
differentials in compensation for its workers based in good faith on any of the
following: a seniority system; a merit system; a system that measures earnings by
quantity or quality of production; a bona fide job-related factor or factors; or a bona
fide regional difference in compensation levels. A bona fide job-related factor or
factors may include, but not be limited to, education, training, or experience that is:
consistent with business necessity; not based on or derived from a gender-based
differential; and accounts for the entire differential. A bona fide regional difference
in compensation level must be consistent with business necessity; not based on or
derived from a gender-based differential; and account for the entire differential.
Notwithstanding any provision to the contrary, upon breach of warranty and
Contractor’s failure to provide satisfactory evidence of compliance within thirty (30)
days, Enterprise Services may suspend or terminate this Participating Addendum and
Master Contract and any Purchaser hereunder similarly may suspend or terminate its
use of the Master Contract and/or any agreement entered into pursuant to this
Participating Addendum.
(c) EXECUTIVE ORDER 18-03 – WORKERS’ RIGHTS (MANDATORY INDIVIDUAL ARBITRATION).
Contractor represents and warrants, that Contractor does NOT require its employees,
as a condition of employment, to sign or agree to mandatory individual arbitration
clauses or class or collective action waivers. Contractor further represents and
warrants that, during the term of this Master Contract, Contractor shall not, as a
condition of employment, require its employees to sign or agree to mandatory
individual arbitration clauses or class or collective action waivers.
(d) OCIO POLICY & SECURITY COMPLIANCE: Contractor represents and warrants that it shall
comply, to the extent applicable, with the Washington Office of the Chief Information
Officer (OCIO) statewide information technology policies 141.10 – Securing
Information Technology Assets Standards and 188 - Accessibility, as applicable, for
Purchasing Entity and for Contractor’s Product(s) procured by Purchasing Entity. Such
policies are located on the OCIO website at https://ocio.wa.gov//policies. Prior to
final execution of a Washington State Agency’s Order with a Contractor, the
Contractor’s Product(s), as implemented by the Washington State Agency, may be
subject to a security design review performed by Washington Consolidated
Technology Services to ensure compliance with OCIO Policy 141.10 - Securing
Information Technology Assets Standards.
(e) GREEN/SUSTAINABLE. Contractor represents and warrants that Contractor shall
endeavor to supply and delivery goods in alignment with the State of Washington’s
green/sustainability strategy which, at a minimum is designed to minimize the use of
unnecessary product packaging, reduce the use of toxic chemicals, and offer
Purchasers, where practicable, ‘green products’ that provide equivalent performance.
3.6. COMPLIANCE WITH LAW; TAXES, LICENSES, & REGISTRATION: Contractor shall comply with all
applicable law. Prior to making any sales hereunder, if Contractor is not already registered,
Contractor shall register to conduct business in the State of Washington and promptly
acquire and maintain all necessary licenses and registrations and pay all applicable taxes
and fees. In addition, for all sales to Purchasers in the State of Washington, if Contractor
does not currently do so, Contractor shall calculate, collect, and remit, as appropriate, the
applicable state and local sales tax on all invoices.
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3.7. CONTRACTOR’S SALES AUTHORITY; PURCHASE ORDERS; & INVOICES:
(a) CONTRACTOR’S SALES AUTHORITY. Pursuant to this Participating Addendum, Contractor is
authorized to provide only those Products set forth in the Master Agreement as
conditioned by this Participating Addendum. Contractor shall not represent to any
Purchasing Entity hereunder that it has any authority to sell any other materials,
supplies, services and/or equipment.
(a) INVOICES. Contractor must provide a properly completed invoice to Purchasing
Entity. All invoices are to be delivered to the address indicated in the purchase
order. Each invoice must include the:
Washington Master Contract Number 06619;
Lead State Master Agreement Number 140602;
Contractor’s statewide vendor registration number assigned by the
Washington State Office of Financial Management (OFM);
Applicable Purchasing Entity’s order number;
Invoices must be prominently annotated by the Contractor with all applicable volume
discount(s).
4. LEASES: Any Purchaser that desires to lease equipment pursuant to the Master Agreement, must have
the authority to do so. This Participating Addendum does not provide independent authorization for
Purchaser to lease equipment. In addition, Purchaser, that are state agencies must follow the Office
of Financial Management (OFM) Statewide Administrative and Accounting Manual (SAAM), policy
30.20.70 and 90.40.45 regarding any leases of equipment.
5. PRIMARY CONTACTS: The primary contact individuals for this Participating Addendum are as follows
(or their named successors):
Contractor Participating State
Ricoh USA, Inc.,
300 Eagleview Boulevard, Suite 200
Exton, PA 19341
State of Washington
Department of Enterprise Services
Contracts & Procurement Division
P.O. Box 41411
Olympia, WA 98504-1411
Attn: Todd Marron
Tel: (541) 508-7233
Email: todd.marron@ricoh-usa.com
Attn: Breann Aggers
Tel: (360) 407-9416
Email: breann.aggers@des.wa.gov
6. CONTRACTOR’S AUTHORIZED LOCAL DEALER NETWORK: Contractor shall provide the products/services
through its Authorized Local Dealer Network. For purposes of this Master Agreement and
Participating Addendum, Contractor’s Authorized Local Dealer Network for the State of Washington
are those firms listed on the dedicated Contractor set forth in this agreement for this Master
Agreement. Contractor shall ensure that each of its Authorized Local Dealer Network perform in
accordance with the terms and conditions set forth in the Master Agreement and this Participating
Addendum.
(a) SUBCONTRACTORS: Except for subcontracts with Contractor’s Local Dealer Network (“Local
Dealer Network” or “Designated Subcontractors”), Contractor shall not subcontract, assign,
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or otherwise transfer its obligations under the Master Agreement and this Participating
Addendum without Enterprise Services’ prior written consent. Violation of this condition shall
constitute a material breach establishing grounds for termination of this Participating
Addendum.
SUBCONTRACTOR AUTHORIZATION. Contractor is authorized, without additional
Participating State consent, to utilize its Local Dealer Network to provide sales and
service support to Purchasers hereunder; provided, however, that such participation
shall be in accordance with the terms and conditions set forth in the Master
Agreement and this Participating Addendum. Contractor shall maintain a list of such
Local Dealer Network utilized for this Participating Addendum, and, upon request,
promptly provide Enterprise Services with such list and any updates.
CONTRACTOR RESPONSIBILITY FOR LOCAL DEALER NETWORK. Contractor shall be responsible
to ensure that all requirements of the Master Agreement (including, but not limited
to, insurance requirements, indemnification, Washington state business registration,
etc.) flow down to any and all Local Dealer Network. In no event shall the existence
of a subcontract between Contractor and its subcontractor operate to release or
reduce Contractor’s liability to the Participating State or any Purchaser for any breach
of the Master Agreement or this Participating Addendum. As to Participating State
and Purchasers hereunder, Contractor shall have full and complete responsibility and
liability for any act or omission by Contractor’s Local Dealer Network.
PURCHASER PAYMENT REGARDING CONTRACTOR’S LOCAL DEALER NETWORK. Notwithstanding
any provision to the contrary, the parties understand and agree that for any contract
sales or service provided pursuant to the Master Agreement and this Participating
Addendum, Purchaser payment shall be made directly to Contractor as the awarded
vendor pursuant to the competitive procurement; provided, however, that, in the
event any such sales or services are performed by a Local Dealer Network for
Contractor, Contractor may instruct such Purchaser to make payment for such sales
or services to Contractor’s identified Local Dealer Network. Regardless of whether
Contractor instructs a Purchaser to make such payment to Contractor’s Local Dealer
Network, Contractor shall remain responsible for performance.
CONTRACT SALES REPORTING. Notwithstanding any provision to the contrary, Contractor
shall report to Enterprise Services total contract sales, delineated by purchaser, made
by each individual Local Dealer Network and also report total contract sales,
delineated by purchaser, on a consolidated Contractor ‘roll-up’ basis. Contractor shall
maintain records supporting such reports in accordance with the Master Agreement’s
records retention requirements.
7. SHOWROOM EQUIPMENT: Upon request by a Purchasers, showroom Equipment for Groups A, B, and C
may be converted to a purchase, lease, or rental providing the following conditions are met:
a. The meter count on Group A and Group B Devices does not exceed 10,000 copies total
(i.e. black-and-white and color combined); and the meter count on Group C Devices does
not exceed 50,000 copies total (i.e. black-and-white and color combined);
b. The Device must be discounted by at least 5% off the Master Agreement pricing for that
same Device; and the Purchasing Entity and the Contractor must indicate on the Order
that the Device is a showroom model.
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8. SOFTWARE: Purchasers that acquire software shall be subject to the license agreements distributed
with such software. Software subscriptions shall not be subject to automatic renewals. Purchasers
shall have the option to finance software subscriptions by utilizing Contractor lease and rental rates.
Notwithstanding the foregoing, in the event of a conflict in language between an end user license
agreement (EULA) and the Master Agreement, the language in the Master Agreement will supersede
and control. In addition, any language in a EULA which violates a participating state’s constitution or
a statute of that state; or violates the laws of a local entity making a purchase, will be deemed void,
and of no force or effect, as applied to the participating or purchasing entity.
9. AUTHORIZED LOCAL DEALER NETWORK: Contractor’s Authorized Local Dealer Network to do business in
Washington is provided in Participating Addendum Exhibit A - Authorized Local Dealer Network.
10. MANAGED PRINT SERVICES (“MPS”): Contractor(s) may not provide MPS maintenance or repair Services
on any Devices that are being leased or rented to a Purchasing Entity by another Manufacturer, unless
they have a written agreement with the Manufacturer to do so.
11. MPS STATEMENT OF WORK TEMPLATE: All MPS engagements shall require the Contractor and Purchasing
Entity to complete a detailed statement of work, similar to the format provided in Participating
Addendum Exhibit C in Master Agreement (MPS Statement of Work), and it must be approved by both
parties prior to the initiation of any engagement.
12. ORDERS: Unless the parties to the Order agree in writing that another contract or agreement applies
to such order, any Order placed by a Participating Entity or Purchasing Entity for a Product and/or
Service available from this Master Agreement shall be deemed to be a sale under (and governed by
the prices and other terms and conditions of) the Master Agreement as conditioned by this
Participating Addendum.
13. GENERAL:
(a) INTEGRATED AGREEMENT; MODIFICATION. This Participating Addendum and Master Agreement,
together with its exhibits, set forth the entire agreement and understanding of the Parties
with respect to the subject matter and supersedes all prior negotiations and representations.
This Participating Addendum may not be modified except in writing signed by the Parties.
(b) AUTHORITY. Each party to this Participating Addendum, and each individual signing on behalf
of each party, hereby represents and warrants to the other that it has full power and authority
to enter into this Participating Addendum and that its execution, delivery, and performance
of this Participating Addendum has been fully authorized and approved, and that no further
approvals or consents are required to bind such party.
(c) ELECTRONIC SIGNATURES. A signed copy of this Participating Addendum or any other ancillary
agreement transmitted by facsimile, email, or other means of electronic transmission shall be
deemed to have the same legal effect as delivery of an original executed copy of this
Participating Addendum or such other ancillary agreement for all purposes.
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(d) COUNTERPARTS. This Participating Addendum may be executed in one or more counterparts,
each of which shall be deemed an original, and all of which counterparts together shall
constitute the same instrument which may be sufficiently evidenced by one counterpart.
Execution of this Participating Addendum at different times and places by the parties shall not
affect the validity thereof so long as all the parties hereto execute a counterpart of this
Participating Addendum.
EXECUTED as of the date and year first above written.
STATE OF WASHINGTON
DEPARTMENT OF ENTERPRISE SERVICES
RICOH USA INC.,
AN OHIO CORPORATION
By: _______________________________ By: _______________________________
Corinna Cooper Steve Bissey
Its: Enterprise Procurement Manager Its: Director of State & Local Government
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Exhibit A
Authorized Local Dealer Network
For
Ricoh U.S.A. Inc.
The Washington State Department of Enterprise Services is committed to providing the maximum
practicable opportunity for small and diverse businesses to participate in state contracting
opportunities. Accordingly, please identify each authorized dealer (the person or firm you contractually
authorize to fulfill contractual duties as set forth in the Master Agreement) and, for each authorized
dealer, please identify whether the authorized dealer is a small business, microbusiness, Minibusiness,
Washington State Office of Minority and Women’s Business Enterprise (OMWBE) certified minority
owned (MBE) or women owned business (WBE), or Washington Department of Veteran’s Affairs (DVA)
certified veteran-owned business.
Authorized Dealer: Ricoh USA, Inc. (Direct)
Certifications
Status: None
Address: 14450 NE 29th Place, Suite 220
Bellevue, WA 98007
Contact: Jim Tripp
Phone: 360-951-1708
Email: james.tripp@ricoh-usa.com
Authorized Dealer: Pacific Office Automation
Certifications
Status: None
Address: 14747 NW Greenbriar Parkway,
Beaverton, OR 97006
Contact: Doug Pitassi
Phone: 503-641-2000
Email: Doug.pitassi@pacificoffice.com
Authorized Dealer: Bellingham Business Machines
Certifications
Status: None
Address: 205 N. Commercial Street
Bellingham, WA 98225
Contact: Doug Jones
Phone: 360-734-3630
Email: doug@bellinghambusinessmachines.com
Authorized Dealer: H & H Business Systems, Inc.
Certifications
Status: Small Business
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Address: 733 5th Ste I
Clarkston, WA 99403
Contact: Yousif Kaddoura
Phone: 508-828-8988
Email: yousifk@handhsystems.com
Authorized Dealer: Woodburn Company
Certifications
Status: Minority Business Enterprise
Address: 2815 Rockefeller Ave,
Everett, WA 98201
Contact: Frank Fukui
Phone: 425-258-4402
Email: Frank.fukui@woodburnco.com
Authorized Dealer: Kelley Imaging Systems, Inc.
Certifications
Status: Small Business
Address: 8300 28th Court NE Suite 100,
Lacey, WA 98032
Contact: Tom Walter
Phone: 360-491-1854
Email: Tom.walter@kelleyimaging.com
Authorized Dealer: Copiers Etcetera, Inc.
Certifications
Status: None
Address: 15712 Millcreek Blvd. B11,
Millcreek, WA 98012
Contact: Traci Kesinger
Phone: 425-486-2679
Email: Traci@copiersetcetera.com
Authorized Dealer: H & H Business Systems, Inc.
Certifications
Status: Woman Owned Business (WBE)
Address: 15320 E Marietta Ste 9
Spokane, WA 99216
Contact: Yousif Kaddoura
Phone: 509-828-8988
Email: yousifk@handhsystems.com
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Authorized Dealer: H & H Business Systems, Inc.
Certifications
Status: Woman Owned Business (WBE)
Address: PO Box 846,
Veradale, WA 99037
Contact: Yousif Kaddoura
Phone: 509-828-8988
Email: yousifk@handhsystems.com
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