2021-02 Agreement for Multifunction Printer

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2021-02 Agreement for Multifunction Printer VILLAGE OF WINDSOR RESOLUTION 2021-02 APPROVING AN AGREEMENT FOR A MULTIFUNCTION PRINTER WHEREAS, the Village of Windsor is in need of a multi-function printer at the new Public Works facility; and WHEREAS, the Village of Windsor has a 6O month lease for a multi-function printer with GI Ofce Technologies for a Toshiba 4540C that expires in March of 2022; and WHEREAS, technology advances have improved the scan quality of multi-function printers; and WHEREAS, the use volume of a multi-function printer is higher at the Municipal Building than it will be at the Public Works facility; and WHEREAS, Village staff desire to improve upon the scan quality for permanent documents; and WHEREAS, the Village Clerk has viewed and considered three different machines with three different companies, as shown on Exhibits A - C; and WHEREAS, the Village Clerk has compared the scan quality, ease of use and price of the different machines and recommends the Sharp MX-407l , from Rhyme, as shown on Exhibit A for use at the Municipal Building and to move the Toshiba 4540C to the Public Works facility; NOW THEREFORE, BE IT RESOLVED, by the Village Board ofthe Village of Windsor that it hereby authorizes the execution of the Agreement for a multi-functional printer from Rhyme for a monthly maintenance cost of $120 as well as .0079 for black and white copies and .0529 for color copies for the Municipal Building and to move of the Toshiba 4540C to the Public Works facility. The Village President, Village Attorney and Staffare authorized to execute a contract and all associated documents, as approved by the Village Attorney, on behalf ofthe Village. The above and foregoing resolution was duly adopted at a regular meeting of the Village Board of the 7‘“ Village of Windsor, Dane County, Wisconsin, on the day of January 2021 , by a vote of 5' in favor and 0 opposed. VILLAGE OF WINDSOR Wan; Robert E. Wipperfurth, 111% President Attested by: Clam/ Christine Capstran, Village Clerk Exhibit A: Rhyme Proposal Exhibit B: Corporate Business Solutions Proposal Exhibit C: Johnson Block Proposal EXHIBITA Village Of Windsor k y YOUR TECHNOLOGY, WE'VE GOT IT COVERED. SINCE 1945 Introduction Thank you for giving Rhyme the opportunity to be your Technology Partner. Throughout the life of our agreement we will continually work with your people on ways to leverage new ideas and technology that will make your business operate as efficient as possible. It takes fiercely committed people to bring positive change to an organization and we have those people. We also have the experience and resources available to build a custom solution that includes: multifunction devices, printers, IT services, document management, managed print and office supplies. We consider this opportunity to work with your people and organization a privilege and the trust you place in us will never be taken for granted. Based on our assessment of your organization and our previous conversations about your needs we have outlined the following objectives to bring improvements to your current print environment. Objectives 1 Improve the overall technology level of your multi-function system 2 Increase the overall speed in which scanning occurs 3 Integrate OCR into the scanning process to create searchable pdf format 4 Standardize a better quality when scanning 5 Have a system that gives you the ability to scan directly to folders and easily change file names[ 6 Partner with a local vendor with high standards for service and support Thank you again for this opportunity to present this proposal. We at Rhyme look forward to working with you and your staff. Sincerely, Barry Blankenberg Client Manager 800-362-4333 . www.rhymebiz.com 2 YOUR TECHNOLOGY, WE‘VE GOT IT COVERED. SINCE 1945 Rhyme Background The History of Rhyme Rhyme has strong roots in Wisconsin, from pharmaceuticals to printers. Frank Rhyme founded Rhyme Drug in 1886 located downtown Portage, Wisconsin. For 59 years this family owned business continued to thrive and grow under the direction of Frank’s son, William “Punk" Rhyme. When William’s son Frank Rhyme and Tom Cline arrived back from WWII they started servicing business machines out of Rhyme Drug. The need for this service and general office supplies was what led William, Frank and Tom to start Rhyme Supply Company in 1945. Since our inception, Rhyme has grown to our current 10 locations throughout Wisconsin and Illinois including, Green Bay, Janesville, Madison, Milwaukee, Oshkosh, Portage, Richland Center, Rockford, Sheboygan and Wausau. Rhyme has acquired many dealers throughout the years and as a result we have added many experienced, knowledgeable, good people to our company. Having ten offices throughout our region allows us to provide faster service to our customers by having less travel time and the staff close by. u Rhyme Supply Company (as we were formerly known) was a business founded on integrity and a commitment to always deliver on its promises, to co-workers and our customers. This company wide commitment has been at the core of our business for over 7O years and will continue for many years to come. We are committed to making our communities better through quality service to the people we serve, charitable donations to youth and cancer related programs, volunteer work and our Rhyme Time Scholarship Foundation. We understand the importance of providing an enjoyable customer experience. That’s why we go above and beyond to ensure your interactions with our delivery, administrative, service, sales and management teams are satisfactory. We are committed to getting it right the first time and every time. Rhyme Time Charitable Foundation Every year Rhyme gives out scholarships to students that have been touched by cancer. We do this in honor of Steve Ennis and Jack Steinhoff; two men that always represented hard work — determination — optimism and ”Making Every Day Count”. Since 2010, we have awarded 37 scholarships to local high school students. Rhyme donates time, money and resources to many organizations like the United Way and many of their agencies (YWCA, Big Brothers Big Sisters, Boys & Girls Club), schools, scholarships and many other programs, so you can feel good that a percentage of your purchase goes back to the community. Over the years Rhyme has donated our products and services to non-profit organizations that can't afford to upgrade their technology. We do this because we are dedicated to doing what’s right for our customers, and our communities. 800-362-4333 . www.rhymebiz.com k y YOURTECHNOLOGY,WE‘VE GOTIT COVERED‘ SINCE 1945 Implementation Team Our people will continue to make the difference for your people. Client Services: Kev Experience, Certifications & Training: Our Client Services Support Staff have an average of 20+ years of experience in technical services, IT and Training. They are responsible for the installation and training of MFP’s, various software solutions such as document management, FM Audit and Help Desk support. Rhyme’s Client Services Employees have received many certifications from Manufacturers including: Networking 1, 2, and 3 and are MCP, MCP+I, MCSE and Cisco Small Business Account Manager certified. Service Technicians: Key Experience, Certifications & Training: Rhyme Service Technicians bring on average 20+ years of combined experience in technical services to Rhyme. They provide support for document output systems and MFP network integration services. Our Technicians are trained on all Copystar, HP, Kyocera, Lexmark, Sharp, and Xerox MFPs and Printers and we have dedicated specialists in servicing Phone Systems. Our Service Department is Platinum Level Certified and our technicians complete ongoing training programs to continuously improve our service. IT Management: Key Experience, Certifications & Training: Our lT Management has many years of experience in Rhyme technical services. They provide the management and growth for the IT Services department. Their diverse background with numerous certifications in MFP and printer repairs makes them a valuable resource for our people and our clients. Industry certifications include: CCNP, CCNA Security, MCTS and PDI+ certified. Help Desk: KeLExperience, Certifications & Training: With diverse experience in computer hardware and software repairs, our Help Desk provides support for MFP integration, networking, virus eradication, operating system services, and various hardware and software repairs. Our Help Desk holds MCP and CompTIA A+ certifications and is always ready to help our clients. Our Help Desk quickly gets our clients back to normal by closing 93% of the calls they receive. Platinum Level Service Provider (PLSP): Rhyme has been recognized as a PLSP, which recognizes dealers that demonstrate exceptional customer support and satisfaction. PLSP’s have a written commitment to superior Training Programs, Service Level Agreements, Preventative Maintenance guidelines, Total Call procedures and have service standards validated and benchmarked by a 3rd — Party Company. Our people earn bonuses according to how well your machines are running, to make sure your getting what you pay for and more. We are proud to have a customer-focused service department that provides years of worry free productivity. 800-362-4333 . www.rhymebiz.com 4 YOUR TECHNOLOGY, WE'VE GOT IT COVERED. SINCE 1945 LIFETIME GUARANTEE Rhyme guarantees the performance of your new Digital Copying/Printing system for the lifecycle of the equipment. At anytime throughout the lifecycle of your new equipment, if you are not satisfied with the performance of your equipment and service efforts fail to produce satisfaction, Rhyme will install loaner equipment and if necessary, replace your equipment with equal or greater equipment at no charge, no questions asked. Equipment must be new when installed, maintained under a Rhyme maintenance agreement and supplies must be supplied by Rhyme throughout its lifecycle. Lifecycle is defined as 5 years, term of rental or lease agreement or specific model copy lifecycle, whichever comes first.
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