invoicing plan - emarketplace invoicing plan (or “periodic inv. plan”) is a type of purchase...

Course Number:

INVOICING PLANINVOICING PLANMonthly Payment PlanMonthly Payment Plan

Invoicing Plan Overview

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Invoicing Plan (or “Periodic Inv. Plan”) is a type of Purchase Order created in SAP R/3

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Use of this transaction type on a PO will generate automatic, routine payments to the vendor at regular intervals, such as for real estate or equipment leases

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The Contracts that these PO’s are referenced against are also created in SAP R/3

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There are several Commonwealth-wide Contracts set up in SAP R/3 for use with Invoicing Plan, but this course will primarily cover Purchase Orders specific to:

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4600013235, IKON Business Solutions Multi-Functional Devices, Lot 3 only (copier lease)

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All agencies are now required to use Invoicing Plan when creating Purchase Orders that reference this Contract

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Use of Invoicing Plan is extremely beneficial to both the Commonwealth and the Vendor

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The Vendor will always be paid in a timely manner per the Purchase Order payment terms set up by the Commonwealth

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Manual input and processing of invoices by Comptroller’s will be eliminated

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Agency input of goods receipts against the Purchase Order will be eliminated

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Additional benefits to the agencies are:

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Reduced blocked invoices due to quantity (i.e., no GR entered)

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Commitments and expenditures can now be tracked in Procurement via Business Warehouse

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There are minor differences between Invoicing Plan and a standard PO:

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Per. Invoicing Plan (IP) must be chosen for the purchase order type instead of standard PO

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The PO validity dates must be populated in the Additional data tab on the header section, and can be started on the current or a future date

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The Goods Receipt box in the Delivery tab must be de-selected

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Minor differences, continued:

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The Invoice Reference Field within the Customer Data tab must be populated with a payment identifier

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The Tax Code box within the Invoice tab must contain “I0” (Capital letter I and a zero)

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The Invoicing Plan within the Invoice tab must be initiated

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Similarities between Invoicing Plan and a Standard PO remain:

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All required approvals must be executed before the Invoicing Plan can be sent to the vendor

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The Invoicing Plan requires account assignment and text(s) information be entered

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The Invoicing Plan is encumbered for the total dollar amount of the purchase order

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The length of each Invoicing Plan is one year

Create Periodic Invoicing Plan Purchase Order (ME21N) Use this procedure to create the SAP purchase order transaction type Periodic Invoicing Plan (IP) for MFD Leases under Contract 46000013235. This IP will generate scheduled monthly lease payments to the Ikon and does not require monthly input of a goods receipt. Part 1: Creating and Issuing the Purchase Order 1. Select ME21N Create Purchase Order from the SAP menu (the Create Purchase Order data entry screen displays)

2. Select the ITEM LIST icon in the Order type field; choose Periodic Inv. Plan from the resulting list 3. Enter vendor number 116604 in the Vendor field Upon the entry, you will be prompted to choose 1) an Ordering Address first, and 2) Invoice Presented by. The Ordering Address (OA) defaults to 116604-001, and can be accepted by pressing the Enter key or selecting the green checkmark. To choose an alternate OA, place the cursor on the appropriate number and Enter.

The Invoice Presented by defaults correctly to 116604-901 and should not be changed. Accept this number by pressing the Enter key or selecting the green checkmark.

4. Select the EXPAND HEADER icon

(the Header data tabs are visible for selection, as shown below)

5. Select the Org. data tab and complete the required fields, as shown below, substituting your own Purchasing Group number for 279 (DGS Central)

6. Select the Texts tab and enter information in the applicable text areas

7. Select the Additional data tab and populate the validity date fields with a start and end for the plan period

Note: The Validity start and end dates are being used as start and end dates for the invoicing plan, and are not to be confused with the validity dates in the statewide MFD Lease contract

IMPORTANT: The Validity start date on the PO should always be the first day of the month after the copier is (or will be) received Examples:

Copier received on: Validity start:

May 5, 2009 June 1, 2009

July 15, 2009 August 1, 2009

August 1, 2009 September 1, 2009

IMPORTANT: The Validity end date on the PO may not extend beyond June 30th – the end of every fiscal year Examples:

May 1, 2009 through June 30, 2009

July 1, 2009 through June 30, 2010

Special note regarding Purchase Orders where Federal funds are used:

When Federal funds are used, additional rules related to the Validity end date on the PO will apply

The PO also may not extend beyond September 30th – the end

of the Federal fiscal year Examples:

May 1, 2009 through June 30, 2009

July 1, 2009 through September 30, 2009

October 1, 2009 through June 30, 2010

July 1, 2010 through September 30, 2010

8. Enter line item information, beginning with the Outline Agreement field: a. Enter Outline Agreement 4600013235 b. Enter applicable Agreement Item (contract line item) c. Select the ENTER icon to pull the contract item details into the Purchase Order

(Scroll to the right to access the Outline Agreement field) d. Enter the PO (line item) quantity * *Limit of one copier base unit per Purchase Order e. Enter the applicable Account assignment category f. Allow the remaining default line item information to remain

Repeat Step #8, as necessary, until all line items (optional accessories) have been entered 9. Select the EXPAND ITEM DETAILS icon (the Item data tabs are visible for selection, as shown below)

10. Select the Account Assignment tab and enter the applicable account code information

a. To distribute costs among multiple account assignments, please reference the separate instructional document “IP with Multiple Account Assignment” 11. Select the Delivery tab

a. Remove the check mark from the Goods Receipt box in the Delivery

tab, as shown below.

12. Select the Invoice tab

a. Ensure that the GR-based IV box is unchecked, as shown above b. Select the Invoicing Plan button c. In the Specify Invoicing Plan box, select

MFD Lease from the menu, as shown below

Note: Based upon the Invoicing Plan type that was chosen, payment dates and amounts are automatically populated between the Validity start and end dates; the data screen is for viewing only – do NOT change any of the defaulted information 13. Select the CHECK icon to see if the PO contains any errors (an error message dialog box displays)

14. At the message prompt, hold the PO by selecting the HOLD button 15. Save the PO by selecting the SAVE icon 16. Select the CHANGE icon to edit (continue working in) the PO 17. Add any necessary attachments by selecting the Services for Object icon, as shown below a. Select Create b. Select Create attachment 18. Select (highlight) the applicable document from the directory folder 19. Select the OPEN button 20. Continue the process until all attachments have been added, as shown below

21. Select either “X” to exit the Service Attachment list 22. Re-save the PO by selecting the SAVE icon 23. Upon approval, issue the PO to Ikon to order your MFD

IMPORTANT:

As noted in Step 7, the validity periods for each Purchase Order are specifically defined

As noted in step 8.d., each Purchase Order has a limit of one

MFD (copier) base unit Therefore, continue creating and issuing additional Purchase Orders, as necessary, for each copier needed and the subsequent validity periods Sample Scenario The Purchaser needs to lease three copiers for their office through the end of the MFD lease contract

Copier #1 6/1/2009 to 6/30/2009 PO 4500700001

7/1/2009 to 6/30/2010 PO 4500700002

7/1/2010 to 6/30/2011 PO 4500700003

Copier #2 6/1/2009 to 6/30/2009 PO 4500700004

7/1/2009 to 6/30/2010 PO 4500700005

7/1/2010 to 6/30/2011 PO 4500700006

Copier #3 6/1/2009 to 6/30/2009 PO 4500700007

7/1/2009 to 6/30/2010 PO 4500700008

7/1/2010 to 6/30/2011 PO 4500700009 As the above sample scenario indicates, multiple Purchase Orders are necessary to meet the Purchaser’s requirement of three copiers over the length of the MFD lease contract

Part 2: Commencing Payments The steps outlined below should be completed, as necessary, for each Purchase Order. 1. Select ME22N Change Purchase Order from the SAP menu 2. Select the Customer data tab at the header level and insert the Serial number for your newly delivered copier into the Invoice Reference field, as shown below

Do not use any spaces or special characters such as #, $, @, etc. Note: Locate your Ikon/Richo copier machine serial number by pressing the User Tool/Counter button on the machine control panel. Next, press the Inquiry Button. The copier machine serial number will be posted under Serial Number of Machine header. 3. Select the Delivery tab at the item level and select the Delivery complete check-box, as shown below

Note: The Invoicing Plan is triggered by the start date in the Invoicing Plan box, as well as the selection of the Delivery completed box in the Delivery tab Repeat Step #3, as necessary, for all line items 4. Re-save the PO by selecting the SAVE icon

Sample Scenario, cont’d

Copier #1 6/1/2009 to 6/30/2009 PO 4500700001

7/1/2009 to 6/30/2010 PO 4500700002

7/1/2010 to 6/30/2011 PO 4500700003

Copier #2 6/1/2009 to 6/30/2009 PO 4500700004

7/1/2009 to 6/30/2010 PO 4500700005

7/1/2010 to 6/30/2011 PO 4500700006

Copier #3 6/1/2009 to 6/30/2009 PO 4500700007

7/1/2009 to 6/30/2010 PO 4500700008

7/1/2010 to 6/30/2011 PO 4500700009 Using our previous example (shown above), serial numbers would be inserted for:

Copier #1 into PO 4500700001, 002, and 003 – Copier #2 into PO 4500700004, 005, and 006 – Copier #3 into PO 4500700007, 008, and 009

The Delivery Completed checkboxes should be selected for all PO’s, including those for future fiscal years

IMPORTANT: If any issues arise with MFD’s leased through contract 4600013235, contact Ray Jaime ([email protected], 717-346-3827) with the Bureau of Procurement in DGS

Ray will work with Ikon to resolve these issues DO NOT suspend or discontinue payment on your

Purchase Order(s)!

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Create Invoicing Plan (Line Item Level)

6.

Enter line item information, beginning with the Outline agreement field: a.

Outline Agreement = 4600013235

b.

Agreement Item = [applicable contract line item]c.

Select the ENTER icon to pull the contract item details into the Purchase Order

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Note: Scroll to the right to access the Outline agreement field

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6.

(cont’d) d.

PO quantity = 1 * *Limit of one copier base unit per Purchase Order

e.

Account assignment category = [applicable selection]f.

Allow remaining default line item information to remain

Repeat step 6, as necessary, until all line items (optional accessories) have been entered

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7.

Enter account code information on the Account assignment tab

a.

To distribute costs among multiple account assignments, select the drop down and choose either by percentage or quantity

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8.

On the Invoice tab, ensure that the GR-based IV box is unchecked

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Note: Tax code “I0” has defaulted from the contract

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9.

Continuing on the Invoice tab, start the invoicing plan by selecting the Invoicing plan button

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In the Specify Invoicing Plan box, select MFD Lease from the drop-down menu

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11.

Based upon the Invoicing Plan type that was chosen, payment dates and amounts are automatically populated

between the validity start and end dates•

Note: This screen is for viewing only – do not change any of the defaulted information

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Notice the invoicing schedule is for 7 payments of $4,333 –

one each month beginning on 12/30/2005

and ending on 6/29/2006

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12.

Select the CHECK icon to see if the PO contains errors

Create Invoicing Plan (Header Level)

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At the message prompt, hold the PO by selecting the Save without check button

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Save the PO by selecting the SAVE icon

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Attachments can be added to orders via the change purchase order transaction (ME22N) only

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Most document types can be added to a purchase order, such as Word, Excel, PowerPoint, and Adobe Acrobat

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Where applicable, reference the following 6-step process for adding an attachment

Adding Attachments to the PO


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1.

Select the drop-down menu in the Services for Object icona.

Select Create

b.

Select Create attachment


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2.

Select (highlight) the applicable document from default directory folder

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Select the OPEN button


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4.

Continue the process until all attachments have been added

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Select (either) “X” to exit Services for Object

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Re-save the PO by selecting the SAVE icon

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Upon approval, issue the PO to Ikon

to order your copier


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Create Invoicing Plan

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As noted in step 4, the validity periods for each Purchase Order are specifically defined

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As noted in step 6.d., each Purchase Order has a limit of one copier (MFD) base unit

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Therefore, continue creating and issuing additional Purchase Orders, as necessary, for each copier needed and the subsequent validity periods

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See next slide for examples

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The Purchaser needs to lease three copiers for their office through 4/29/2010 (the end of the MFD lease contract)

Copier #1 6/1/2008 to 6/30/2008 PO 45007000017/1/2008 to 6/30/2009 PO 45007000027/1/2009 to 4/29/2010 PO 4500700003



Create Invoicing Plan Part 2, Commencing

Payments

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The steps outlined on the following slides should be completed, as necessary, for each Purchase Order

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Note that Step 2 should only be performed on the Validity start date

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See examples on slide following Step 3

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1.

Using ME22N to change the PO, insert the Serial number for your newly delivered copier into the Invoice Reference field within the Customer data tab

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2.

Select the Delivery complete check-box within the Delivery tab

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Note: The Invoicing Plan is triggered by the start date in the Invoicing Plan box, as well as the selection of the Delivery completed box in the Delivery tab.

3.

Re-save the PO by selecting the SAVE icon

Repeat step 2, as necessary, for all line items

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Using our previous example, serial numbers would be inserted for:–

Copier #1 into PO 4500700001, 002, and 003

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Copier #2 into PO 4500700004, 005, and 006–

Copier #3 into PO 4500700007, 008, and 009

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The Delivery Completed checkboxes would be selected for PO 4500700001, 004, and 007 (current FY PO’s) –

On July 1, 2008, the Delivery Completed checkboxes would be selected for PO 4500700002, 005 and 008

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1.

In the error message box, select the HELP icon to see further information regarding the “hard stop” error

Common Error Message and Resolution(Start date is in the past)

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2.

Review the instructions and follow the steps to correct the error

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3.

In this example, the start date reflects the previous day (12/29/2005) instead of the current (12/30/2005) or a future date

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4.

As per the error message long text, go to line item’s Delivery tab and de-select the Delivery complete box

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5.

Continuing to correct the error, enter the current date * (12/30/2005) into the Validity start field, and it will default into the Invoice Plan on the line item’s Invoice tab

* Or, alternately, a future date

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6.

Select the SAVE icon to save the changes to the Delivery complete and Validity start date fields

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Note that the error has been resolved because the start date is equal to the present date (or, alternately, a future date)

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Return to the Delivery tab and re-select the Delivery complete check-box

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Select the SAVE icon again to save the update made to the Delivery complete field

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To review encumbrance information for the PO, select the Accounting Documents button

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Individual payment amounts are shown for each of the invoice dates within the plan

Change Invoicing Plan

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Invoicing Plan payments are stopped by de- selecting the Delivery complete box on the line

item’s Delivery tab

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To re-start the plan, select the Delivery complete box again

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Back payments on the Invoicing Plan will be processed at the plan’s re-start


Suspend or Discontinue Payments

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Important: If any issues arise with MFD’s leased through contract 4600013235, contact Ray Jaime ([email protected], 717-346-3827) with the Bureau of Procurement in DGS –

Ray will work with Ikon to resolve these issues

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DO NOT suspend or discontinue payment on your Purchase Order(s) without written authorization from DGS


Suspend or Discontinue Payments (cont’d)

mailto:[email protected]

Invoicing Plan Payment Process

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ZMRIS

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The Invoicing Plan payments will process when the nightly ZMRIS transaction is run by IES

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The ZMRIS transaction requires two conditions be met in order for a payment to process: –

The invoice date in the invoicing plan must be current or in the past if the initial invoice has not yet been processed

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The Delivery complete box within the line item’s Delivery tab must be selected

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Display Invoice Payment

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The line item’s Purchase order history tab shows that payments have processed on 3/15/2007, 4/15/2007, and 5/15/2007

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Select the invoice document number link to display payment details–

On the Basic Data tab, fields such as Reference and Text are populated with meaningful information about the PO item and the payment


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On the Payment tab, information related to payment status and dates is displayed


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On the Note tab, information for remittance advice has been populated to meet Treasury requirements


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Grouped payments occur when an Invoicing Plan has been stopped, then started again

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Display Purchasing Documents (ME2N)

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To generate a list of purchasing documents within a specific document type, key-in transaction ME2N in the transaction field and select the ENTER icon

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Complete the desired selection criteria fields and select the EXECUTE icon–

Enter data in fields Document type, Purchasing group, and Plant to filter results for specific criteria

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Note that the Document type for the Periodic Invoicing Plan is IP, and the Scope of list defaults to BEST


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Results display showing a variety of information such as the PO number, Vendor, Contract number, Short text, and status of amount/percentage Still to be invoiced


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In the above example, the status of these two PO’s is Still to be invoiced 100% –

i.e., the validity start date on

the Invoicing Plan has not yet arrived


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Here, the status of the PO is Still to be invoiced 0% – i.e., all payments on the Invoicing Plan are complete

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To view details of the Purchase Order and of the Invoice payments, double-click on the PO number


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The Net price for the line item ($2,329.00) equals the payment amount on each invoice

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The timeframe for this Invoice Plan is 3 months and the Invoice dates correspond with the Invoice plan Start/End dates


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Collective Number: CN00026571

SRM/SAP Contract Number: 4600013235 Change Number: 1 Change Effective Date: 04/30/2008

COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF GENERAL SERVICES

HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFD) - New Pricing Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010 Commodity Specialist Name: Ray Jaime- 717-346-3827 CHANGE SUMMARY: Please reference the attached cost sheets for IKON (Canon / Ricoh). Please be advised that the Cost of the Base Unit includes On-Site Maintenance, 8 Business Hour Fix Cost. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.


SRM/SAP Contract Number: 4600013235 Change Number:2 Change Effective Date: 05/12/2008


HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFD) - New Pricing Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010 Commodity Specialist Name: Ray Jaime- 717-346-3827 CHANGE SUMMARY: The following changes to the contract are herby effective: Prices Change: 1. The new monthly price for eCopy will now be $85.00 per month versus previously quoted $ 115.00 per month. 2. Addition (5) pack of eCopy desk top license available for a price of $22.00 per month.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.


SRM/SAP Contract Number: 4600013235 Change Number:3 Change Effective Date: 05/13/2008


HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFD) – Leasing Terms and Conditions Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010 Commodity Specialist Name: Ray Jaime- 717-346-3827 CHANGE SUMMARY: MFD LEASING TERMS AND CONDITIONS EXHIBIT (B) OPINION OF COUNSEL

• Please refer to the attached signed copy of Exhibit (B) Opinion of Counsel form in reference to the General MFD Leasing Terms and Conditions section VIII. Other Documents.





HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFD) – Model Updates Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010 Commodity Specialist Name: Ray Jaime- 717-346-3827 CHANGE SUMMARY: MFD Model Number changes (Canon) The following updates to the contract and IKON website have been made to reflect the Canon model number changes below.

Current Model Number New Model Number CANON IR3025 CANON IR3225 CANON IR3035 CANON IR3235 CANON IR3045 CANON IR3245





HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFD) - Invoice Planning Purchase Orders Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010 Commodity Specialist Name: Ray Jaime- 717-346-3827 CHANGE SUMMARY: Please reference the attached procedures for Periodic Invoice Plan Purchase Orders with Multiple Account Assignments. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.

INVOICING PLANINVOICING PLANMonthly Payment PlanMonthly Payment Plan

Periodic Invoicing Plan Purchase Orders with Multiple Account Assignments For Invoicing Plan POs with multiple account assignments, SAP system functionality requires that the invoicing plan be created before the account assignments are entered. Additionally, GR options on the Delivery tab must be re-selected when multiple account assignments are used. In the updated Invoicing Plan EUP document, most of the steps remain the same. Others are slightly different and/or are completed in a different sequence, so please follow the below instructions carefully.

Perform steps 1 through 9 as instructed previously Perform steps 11 and 12 as instructed previously, omitting

step 10 (for now) Now perform step 10, with the following changes for entering

multiple account assignments Select the Delivery tab and choose the Goods receipt and GR non-valuated check-boxes

Select the Invoice tab, noting that the GR-based IV box has been re-selected by default – and must be de-selected again

Select the Account Assignment tab and choose the multiple account assignment button

When the follow-on account assignment screen displays, select the distribution type from the dropdown menu and enter your coding

When data entry of the coding is complete, press the Enter or select the green checkmark

Select the CHECK icon to see if the PO contains any errors

At the message prompt, select the green checkmark and then hold the PO by selecting the Save without check button Save the PO by selecting the SAVE icon




HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFD) - Invoice Planning Purchase Orders Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2011 Commodity Specialist Name: Ray Jaime- 717-346-3827 CHANGE SUMMARY: Due to the recent Ricoh acquisition of IKON Office Solutions, IKON will no longer be offering the Canon product line to the Commonwealth under contract 4600013235. IKON will continue to support and service all agencies currently leasing Canon copiers. DGS and IKON have negotiated the New Monthly Lease cost by machines listed below. The New Monthly Lease cost also includes a 2.5% decrease in Maintenance cost. DGS and IKON have also agreed to extend the initial terms of the contract from Two (2) to Three (3) years. RICOH SEG I MP 2550 25 PPM- $ 137.19 RICOH SEG II MP4000SPF 40PPM - $ 159.27 RICOH SEG III MP5000 SPF 45PPM - $ 243.15 RICOH SEG IV MP6000SPF 55PPM - $ 328.79 RICOH SEG V MP7000 SPF 65PPM - $ 389.18 ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.




HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFDS) Contract Period: Beginning Date April 28, 2008 and Ending Termination April 29, 2011 Commodity Specialist Name: Raymond Jaime CHANGE SUMMARY: Procedure to Correct Invoice Plan (IP) Purchase Orders. The files attached are the procedures to correct the situations below that have been identified and require immediate attention. Please note one option of the p-card in the procedures to be used as a means to pay the delinquent balance owed. Two specific situations have been identified when reviewing the monitoring report and should be addressed individually: No Delivery Complete Marked on ANY Line Items: This procedure is to be used when the Delivery Complete box was not selected for any of the line items, thus payment on the IP was never initiated. Delivery Complete Not Marked for ALL Line Items: This procedure is to be used when the Delivery Complete box was selected for one or more of the line items, but not all of them. Thus, partial payments are being sent to IKON each month. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.

Change Periodic Invoicing Plan Purchase Order when the Delivery Complete box was not selected for ALL line items (ME22N) Use this procedure when the Delivery Complete box was not selected for one or more of the line items – but payments were made against at least one line item. Example scenario: Purchase Order had a total of 3 line items

Line item 10 was for copier base unit – Delivery Complete box checked Line item 20 was for high capacity drawer – Delivery Complete box NOT checked Line item 30 was for 3-hole punch – Delivery Complete box NOT checked

In this scenario, monthly payments were issued to Ikon for the copier base unit, but not for the two accessories (drawer and 3-hole punch). This situation must be addressed using the following steps: 1. Open the affected Periodic Invoicing Plan PO and select the DISPLAY/CHANGE icon (the Purchase Order will now be in “change” mode)

(Select the EXPAND HEADER icon if the Header area is collapsed)

2. Select the Additional data tab and change the Validity end date to the “AcctSettlmntEnd” date of the last payment made

a. To find this date, expand the line item details for the line which has been marked Delivery Complete:

b. Select the Invoice tab and then the Invoicing Plan button

e on your Invoicing Plan (09/30/2008 or 10/31/2008 for example

c. View the “AcctSettlmntEnd” column to find the date of the last payment mad

)

3. Delete (trash can) the line items which were NOT marked “Delivery Complete”

Verify that Delivery Complete box was NOT checked before deleting the line!

4. The line items on your PO which were “missed” resulted in unpaid fees under your lease, and these must be sent to Ikon. This can be accomplished in different ways such as:

OPTION #1 Create a new Invoicing Plan PO document to pay for the line items which were missed on the “old” PO

a. Enter the Validity Start/End Dates to match the current month (Example: November 1, 2008 to November 30, 2008) b. Enter all other applicable header data, including the copier serial number c. Enter line item(s) corresponding with those which were deleted in Step #3 (Example: 3-Hole Punch and/or High Capacity Drawer) d. Enter the PO quantity on the line item(s) to equal the number of months missed on the “old” PO (Example: The missing months July

through October would equal a quantity of “4” on each item of this “new” PO) e. Complete the data entry for the Account Assignment, Delivery, and Invoice tabs as you did on your previous Invoicing Plan POs and Save f. Change the PO and mark the Delivery Complete box for each of the line items g. Re-save the PO The “missing” portion of your copier lease payments are now initiated OPTION #2 Apply the unpaid months to the P-Card OPTION #3 Create a General Invoice for the unpaid months

5. Create another new Invoicing Plan PO containing all of the line items on the original PO – including the ones which were deleted

a. Enter the Validity Start to match what was entered in Step #4 (Example: November 1, 2008) b. Enter the Validity End Date to match what was entered on the original PO (Example: June 30, 2009) c. Enter all other applicable header data from the original PO, including the copier serial number d. Enter ALL line items contained on the original PO (Example: Copier base unit, 3-Hole Punch, High Capacity Drawer) d. Enter the PO quantity of 1 for all line item(s) as on the original PO e. Complete the data entry for the Account Assignment, Delivery, and Invoice tabs as you did on your previous Invoicing Plan POs and Save

f. Change the PO and mark the Delivery Complete box for each of the line items g. Re-save the PO Your copier lease payments are now initiated for the remainder of the fiscal year

END

Change Periodic Invoicing Plan Purchase Order when the Delivery Complete box was not selected for ANY line items (ME22N) Use this procedure when the Delivery Complete box was not selected for any of the line items, so payment on your Invoicing Plan has never been initiated

1. Open the affected Periodic Invoicing Plan PO

2. Select the DISPLAY/CHANGE icon to place the Purchase Order in “change” mode (Select the EXPAND HEADER icon if the Header area is collapsed)

3. Select the Additional data tab and change the Validity Start Date to first day of the following month (11/01/2008 for example)

Note: The below message may display when Validity dates are changed. Disregard it and continue with the next step.

m level and select the elivery complete check-box, as shown below

4. Select the Customer data tab at the header level and insert the Serial number for your copier into the Invoice Reference field, as hown below s

5. Select the Delivery tab at the iteD

6. Scroll down, if necessary, and select Delivery complete for ALL line items

7. Re-save the PO

nitiated for the PO’s (adjusted) Validity eriod.

Your copier lease payments are now ip 8. The “missing” portion of the copier lease payments – the difference in months between the original Validity start date and the adjusted Validity start date – must be made and sent to Ikon. (Example: July 1, 2008 to October 31, 2008) This can be accomplished in different ways such as:

. Create another Invoicing Plan PO covering the unpaid months

. Apply the unpaid months to the P-Card

. Create a General Invoice for the unpaid months

ND

a b c

E




HARRISBURG For: All using Agencies of the Commonwealth Subject: Large Multifunction Devices (MFDS) Contract Period: Beginning Date April 28, 2008 and Ending Termination April 29, 2011 Commodity Specialist Name: Raymond Jaime CHANGE SUMMARY: New Model Introduction IKON has introduced two new Model replacements which are effective immediately. The new Models are listed below.

The MP6000 has been replaced by the MP6001. Line item 1940 on the SAP contract

The MP7000 has been replaced by the MP7001. Line item 1950 on the SAP contract

The current monthly lease price for the copiers and options has not been changed. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.

CN Number: 00026571

SRM Parent Number: N/A SAP/SRM Contract Number: 4600013235

Change Number: 9 Change Effective Date: 09/02/2009


HARRISBURG For: All using Agencies of the Commonwealth Subject: Largel Multifunction Devices( MFDs) Contract Period: Beginning April 28,2008 and Ending April 29,2011 Commodity Specialist: Ray Jaime 717-346-3827 CHANGE SUMMARY: Update to verbiage on change notice # 6 dated 01/26/2009, paragraph two (2) second sentence . This sentence has been updated to read DGS and IKON have opted to award the first of three(3) one year renewals. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.

CN Number: CN00026571 SRM Parent Number: N/A

SAP/SRM Contract Number: 4600013235 Change Number: 10

Change Effective Date: 01/20/2010


HARRISBURG For: All using Agencies of the Commonwealth Subject: New model Introduction Contract Period: Beginning April 28, 2008 and Ending April 29, 2011 Commodity Specialist: Ray Jaime- 717-346-3827 CHANGE SUMMARY: The Ricoh Model MP2550 MFD has been replaced by the Ricoh Model MP2851 which is effective immediately. Upgrades include the following: 1. Speed increases from 25 to 28 pages per minute 2. Color Scanning and an imbedded Java card also included The current monthly lease price for this copier has not changed ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.





HARRISBURG For: All using Agencies of the Commonwealth Subject: New Model Introduction Contract Period: Beginning April 28, 2008 and Ending April 29, 2011 Commodity Specialist: Ray Jaime- 717-346-3827 CHANGE SUMMARY: IKON has announced two Ricoh model replacements which are effective immediately. A.. The MP4000 has been replaced by the MP4001. B. The MP5000 has been replaced by the MP5001. The current monthly lease price for these copiers has not changed ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.





HARRISBURG For: All Using Agencies Subject: Ordering Staples Contract Period: Beginning April 28, 2008 and Ending April 29, 2011 Commodity Specialist: Ray Jaime CHANGE SUMMARY: Please reference the procedures below which are also located on the Contractors Ordering Guide under the change notices for this contract on emarketplace. Staples pricing to be provided by IKON at the time of the order per the pricing established since the inception of the contract. P-Card transactions are suggested.






HARRISBURG For: All Using Agencies Subject: IT Hardware- Large MFD’s Contract Period: Beginning April 30, 2011 and Ending April 29, 2012 Commodity Specialist: Ray Jaime CHANGE SUMMARY: In accordance with the “Option to Renew” clause, the subject contract is hereby renewed by mutual agreement between the Commonwealth of PA and IKON Office Solutions for an additional one (1) year period. The renewal extends the contract term from April 30, 2011 to April 29, 2012. This is renewal number two (2) of the three (3) offered under this contract. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.





HARRISBURG For: All Using Agencies Subject: IT Hardware- Large MFD’s Contract Period: Beginning April 30, 2011 and Ending April 29, 2012 Commodity Specialist: Ray Jaime CHANGE SUMMARY: The Commonwealth of PA and IKON Office Solutions have agreed upon a one year renewal (change notice # 13) of the Large MFD contract 4600013235. The Commonwealth of PA and IKON Office Solutions have also come to an agreement on the contract changes below which are effective immediately. .

1.) Staples are now included in the cost of the maintenance agreement. No charge for refills

2.) Fax boards will now be listed as an optional accessory and not a standard item. The monthly cost for specific models will be reduced by 2- 5 percent based on this change and are listed in SAP for contract 4600013235 under line items 2000,2010,2020,2030 and 2040.

• The Fax Board Option is listed in SAP contract 4600013235 line item # 2050

3.) Three new products have been added to State contract 4600013235 and are listed below.

• Ricoh Aficio MP201 – 21ppm MFD -Line Item # 2060 in SAP. Monthly payment $ 76.20

• Ricoh Aficio MPC300 – 32 ppm MFD- Line item # 2070 in SAP. Monthly payment $ 379.44

• Ricoh Aficio MPC400 – 42 ppm MFD- Line Item # 2080 in SAP. Monthly payment $ 420.45 ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.

1 Change Notice Form - Revision 2-3-11

CN Number: CN0002657



Using Agencies: All Using Agencies Contract Title: IT Hardware- Large MFD’s Contract Period: Beginning April 30, 2012 and Ending April 29, 2013 Commodity Specialist: Raymond A. Jaime Telephone: 717-346-3827 Email: [email protected] CHANGE SUMMARY: In accordance with the “Option to Renew” clause, the subject contract is hereby renewed by mutual agreement Between the Commonwealth of PA and IKON Office Solutions, Inc for an additional one (1) year period. The renewal extends the contract term from April 30, 2012 to April 29, 2013. This shall be the final renewal of the three (3) offered under this contract. The Commonwealth of PA-Office of Administration and IKON Office Solutions, Inc.have negotiated a new Monthly Lease Cost by machine model which becomes effective May 01, 2012. The New Monthly Lease cost includes a 3 to 8 percent savings per month based on the Ricoh model leased and does not include the available options. Please reference the attached price list. ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY WRITTEN.

New Monthly Lease Cost Effective May 01, 2012

Contract 4600013235

MODEL CURRENT MONTLY LEASE COST NEW MONTHLY LEASE COST

MP2852SP $ 127.94 $ 124.10

MP4001SP $ 150.02 $ 142.52

MP5001SP $ 233.90 $ 215.19

MP6001SP $ 319.04 $ 306.28

MP7001SP $ 379.44 $ 364.26

CN Number: CN0002657




HARRISBURG For: All Using Agencies Subject: IT Hardware- Large MFD’s Contract Period: Beginning April 30, 2012 and Ending April 29, 2013 Commodity Specialist: Raymond A Jaime CHANGE SUMMARY: Please note these changes effective immediately:

• IKON OFFICE SOLUTIONS has become a RICOH company and the name has been changed to Ricoh USA, Inc. Please reference the attached notification letter attached. The Vendor number, Tax ID number and Remit to Address shall remain the same.

• Please reference the attached updated Contractors Ordering Guide which list two new product upgrades. 1. The MP4001SP has been upgraded to the MP4002- Line item # 2150 in SAP 2. The MP5001SP has been upgraded to the MP5002- Line item # 2160 in SAP


For Correspondence Only: Ricoh USA, Inc. P.O. Box 9115 Macon GA 31208 Customer Service: Telephone 1-800-595-1011

Dear Valued Customer:

As you may know, IKON Office Solutions, Inc. became a Ricoh company in 2008. Since that time, we have strategically worked to align both IKON and Ricoh under a single brand. Effective April 1, 2012 IKON Office Solutions changed its name to Ricoh USA, Inc.

As a part of this transition, the “IKON Office Solutions, Inc.” business name you see on your invoices will be retired. The name change does not affect any existing contracts or account information that you have with IKON Office Solutions, Inc., all of which remain the same with Ricoh USA, Inc.

Within the next 60 days your invoices will change:

Your invoices will appear with the Ricoh logo and reference our new name, Ricoh USA, Inc.

Your payments will continue to be remitted to the same address, but should now be made payable to Ricoh USA, Inc.

The customer service representatives supporting your account will remain the same, ensuring the same high level of service that you have come to know and expect through the years.

As always, we appreciate your business and thank you for the opportunity to provide your account service needs. We expect this transition to go smoothly, and please know that we are here to answer any questions you may have about the change. You can reach us by calling Customer Service at 1-800-595-1011. Our customer service representatives are available 8:00 AM to 8:00 PM EST, Monday through Friday, to assist you.

Sincerely,

Customer Service Ricoh USA, Inc.

Did you know we now offer online account management? View your account history, make payments online, and Go Green with our invoice E-Delivery program. Call Customer Service or visit www.getmyaccounts.com to get started today!

http://www.getmyaccounts.com/


Parent Contract Number: N/A

SAP/SRM Contract Number: 4600013235

Change Number: 17

Change Effective Date: 02/21/2013 Using Agency: All Using Agencies Contract Title: IT Hardware- Large MFD’s Contract Period: Beginning April 30, 2012 and Ending April 29, 2013 Commodity Specialist: Raymond A. Jaime Telephone: 717-346-3827 Email: [email protected] CHANGE SUMMARY: The Ricoh Contractors Ordering Guide has been updated to reflect the following changes effective immediately. SAP contract 4600013235 has been updated to reflect these changes

• The MP6001 has been replaced by the MP6002- Segment 4 Line Item # 2190 in SAP • The MP7001 has been replaced by the MP7502- Segment 5 Line Item # 2200 in SAP

The Ricoh Contractors Ordering Guide can be found under the change notice portion of contract 4600013235 on emarketplace.

Commonwealth of Pennsylvania Digital MFD Contract # 4600013235

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©2013 Ricoh USA, Inc.

Title Page #Why the State choose Ricoh 2About the Contract (#4600013235) 3The Order Process 4Implementation 5Training 6Ricoh Service 7Requesting Service 8Requesting Supplies 9

About eCopy (Advanced Scanning) 10About Ricoh 22

Segment 1 (28ppm) 26Segment 2 (40ppm) 27Segment 3 (50ppm) 28Segment 4 (60ppm) 29Segment 5 (70ppm) 30

-NEW - Segment 6 (21ppm) DESKTOP 31 -NEW - Segment 7 (32ppm) COLOR 32 -NEW - Segment 8 (42ppm) COLOR 33IKON Contacts by Department 34

TABLEOFCONTENTS

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WHYTHECOMMONWEALTHCHOOSERICOH

H eCopy Advanced Scanning/Workflow Solution

H Comprehensive coverage across the Commonwealth. (Service in every County in Pennsylvania)

H Certified Technicians (RICOH Service technicians are required to complete more than 100 hours of

education per year)

H RICOH Service Technicians average 15 years of experience

H Six-hour average response time on service calls.

(technician performance is measured in terms of response time and first-call effectiveness)

H Single point of contact for Service/Supplies (toll free phone number or Secure RICOH website)

H Implementation/Transition from experienced & trained professionals

H End-user training (RICOH Representatives are fully trained and knowledgeable of the workings and

settings of the proposed products)

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ABOUTTHECONTRACT

i SAP Contract# CN00026571

i 48-month Agreement (Lease only)

i One-Fixed Monthly Payment

i Maintenance and Supplies are included

(except paper)

i No Overages (all images are included)

i No need for meter reads

i Ricoh products are available thru RICOH

i (8) Five Speed Segments

(20/28/40/50/60/75ppm Black and white with 30 and 40 ppm Color)

i Advanced Workflow and Scanning Software from eCopy i Dedicated Website (www.Ricoh-pastatecontract.com)

i Dedicated account managers by agency

(refer to www.Ricoh-pastatecontract.com for your RICOH contact)

i Vendor# 116604

www.Ricoh

www.Ricoh

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ORDERINGPROCESS

1. Meet with your RICOH Representative to determine the correct solution

based on your needs

i Monthly Volume i # of users i Room for Growth i Advanced Scanning/Workflow i Printer Migration

2. Receive and Review RICOH Quote

3. Create P.O. in Commonwealth System based on RICOH Quote

Information needed on Purchase Order

i Agency Name i Bill to Address i Delivery Address i Delivery Contact & Phone # i Requested Delivery date i A listing of all POs i Standard Equipment Being Ordered

(i.e. Ricoh Model# mp6000) i Options Being Ordered

(i.e. hole-punch/paper trays/ eCopy)

i Total Monthly Price i RICOH Sales Representative Name i Contract # 4600013235 i Vendor # 116604

4. Delivery Contact will receive notice 24hrs prior to delivery

5. Equipment will be delivered and installed.

6. Equipment will be networked. (if applicable)

7. RICOH will contact the Delivery Contact to schedule the appropriate Training

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IMPLEMENTATION

Implementation process:

RICOH has developed a process that has consistently proven to be effective in delivering quality projects successfully - the RICOH Methodology. This methodology will be the basis for providing the products and services that the Commonwealth of Pennsylvania needs to meet the evolving challenges of sharing and communicating information. We will work with each agency to determine the appropriate process for phasing in the right RICOH solution.

A successful implementation is a critical element in delivering consistently superior service and support. RICOH is well suited to provide a smooth transition and a consistent ongoing support process to ensure continuous cost savings and an exceptional service level.

A successful partnership depends on an open exchange of information. Our professionals will work in conjunction with the Commonwealth of Pennsylvania to gather appropriate information and provide insights and observations.

The depth of RICOH’s experience and partnerships ensures that the Commonwealth of Pennsylvania has access to the most recent technology that will allow us to recommend a customized strategy that optimizes current investments and capitalizes on new technologies to manage document output costs.

Based on a well-defined plan, the solution is implemented.

RICOH has the experience, methodology and the infrastructure to provide the high

level of support that Commonwealth of Pennsvannia requires.

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CUSTOMERTRAININGPLAN

RICOH will analyze the number of units per location, number of end-users and unit functionality to schedule an efficient mutually agreed upon training path. When the equipment configurations and installation locations are finalized, RICOH will work with each location to schedule the appropriate training.

RICOH encourages customers to bring samples of their own work to use during training sessions and stresses group participation and questions.

The RICOH training program typically includes:

i User needs analysis i Equipment overview i Equipment demonstration i Operator panel usage i User creation i Error code identification i Hands-on operating experience i Supply/toner replenishing instructions and jam removal i Administrative issues (placing a service call, ordering supplies) i Questions and answers

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RICOHSERVICE

RICOH Service Technician Training and Certification

RICOH dedicates a service team of certified service technicians to each customer account, assigning both a primary and a back-up to each machine placed. The service team assumes total accountability for servicing the account, with each service technician taking a proactive role in maintaining and repairing equipment. RICOH service technicians effectively function independently, using all resources available to provide maximum equipment uptime with a minimum number of service calls.

RICOH service technicians must attain certain goals in areas such as response time, reschedule percentages and repeat emergency calls. We teach our service technicians to effectively manage their territories in a number of performance areas, including:

i Communication with the customer i Response time and travel i Call prioritization i Parts forecasting/efficient stock levels i Service history

Training and Certification

Our vendor-partners require that RICOH service technicians be certified by the equipment manufacturer. As a result, RICOH service technicians uphold the high standards set by the equipment manufacturers themselves. RICOH service technicians must successfully complete formal training and on-line course completion; the manufacturer validates the training by testing the technicians and awarding certificates.

RICOH service technicians are required to complete more than 100-hours of education each year, including model-specific instruction, customer relations coaching, total call training and troubleshooting classes. RICOH equipment seminars are held regularly to present and discuss both existing and developing technologies within the industry. Certified equipment representatives from each of our preferred business partners

RICOH field service management teams meet regularly with service technicians to review customer and/or machine concerns and to review new technical bulletins.

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REQUESTINGSERVICE

RICOH Service Call Process

Your agreement with RICOH includes Maintenance

1. Call 888.456.6457 (option #2) or log onto www.Ricoh-pastatecontract.com

Please have your RICOH Equipment ID# available

(Your RICOH ID# is located on the front of your machine)

2. RICOH central service department notifies your RICOH service technician and assigns a unique identification number to for tracking.

3. RICOH service technician will call to gain a full understanding of the problem and to provide an estimated time of arrival.

4. RICOH service technician arrives on site to perform needed service & obtains customer signature to assure accurate call completion.

If you have any questions please contact your RICOH representative.

To locate your RICOH representative please log onto

www.Ricoh-pastatecontract.com

www.Ricoh

www.Ricoh

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REQUESTINGSUPPLIES

RICOH Supply Ordering Process

Your agreement with RICOH includes toner, staples and other supplies.

1. Call 888.456.6457 (option #3) or log onto www.Ricoh-pastatecontract.com

Please have your RICOH Equipment ID# available

(Your RICOH ID# is located on the front of your machine)

2. RICOH central supply department will fulfill your supply order and assign a unique identification number to ensure tracking.

3. Your order will typically arrive in 5-businees days via UPS

www.Ricoh

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ABOUTECOPY

Since 1992, eCopy has been on the forefront of the document imaging industry through its efforts to make the digitization of paper easier and more effective. Through its pioneering efforts, the ability to scan and capture information can be easily undertaken by office copiers, MFPs and other common office devices.

The company was built on the vision of CEO Ed Schmid, who saw an opportunity to develop a technology that would be easy enough for any office worker to incorporate paper documents quickly, easily and securely into electronic workflows. As the office equipment technology industry progressed, so did eCopy and its products.

Today, eCopy has grown to become the leader in solving the business' need to capture, store, and distribute paper-based information among co-workers, suppliers and customers. Companies across the globe use eCopy ShareScan and eCopy Desktop to convert paper-based information into secure digital documents so that organizations can keep up the pace of e-business processes.

eCopy is headquartered in Nashua, NH and has offices across the globe. More information on the company can be found at www.ecopy.com

Bring paper documents into the digital world eCopy document imaging solutions easily and securely transform paper into business value using RICOH placed MFDs or network-attached scanners.

www.ecopy.com

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With eCopy operational efficiency and business productivity improve dramatically. Energy expended in finding, copying, sorting, routing, filing, and securing hardcopy documents can be put to better use. Time wasted chasing paper becomes time invested in meaningful work that contributes to bottom-line profitability.

Increased productivity is only part of the story A consistent, easy-to-use document imaging process based on a single software platform improves operational efficiency by letting you...

i Unlock paper-based information so it can be included in business software systems

i Consolidate paper and electronic processes into a single workflow i Stop spending time and money delivering hardcopy information i Ensure security, business continuity, and compliance i Enable workgroup collaboration without the paper-bound constraints of time or

distance

eCopy’s open architecture and intuitive interface encourages user adoption and functionality as familiar as desktop e-mail,

Turn your RICOH MFD into a shared document capture device

eCopy is an easy-to-use interface that is embedded within the MFD and makes secure document imaging available to any office worker.

i Convert paper documents into electronic files for immediate distribution or storage

i Scan to network file folders, fax, and eCopy Desktop i Connect to Microsoft Exchange/Outlook and IBM Lotus Notes e-mail i Integrate with many software, network repository, content management, or

document accounting systems i Centralize IT administration

eCopy brings paper and information technology together.

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When Businesses need to: eCopy delivers:Native integration with Active Directory and eDirectory

Audit trails and document trackingScan to PDF/A and encryption for document imaging

Scan to e-mail directly from user email accounts from the MFP

E-mail address book / global address list access at MFPScan to fax, network folders and FTP

Scan to Desktop, including the ability to scan to multiple users’ inboxes

eCopy Desktop to annotate, highlight and stamp documents with signatures and other graphic elements

eCopy Desktop to combine document imaging scans with other electronic documents into a single PDF

Optical character recognition to create Microsoft Word or searchable PDF files from scanned documents

Intuitive graphical user interfaceConsistent user experience across all MFPs

Central administrationUser account-based security and access are dynamically

updated from back end systems

Hundreds of integrations available for popular applications

An easy-to-use software development kit (SDK) is available.

Effectively manage risks associated with paper documents

Enable employees to easily share paper documents and collaborate as

they would with electronic documents

Enable employees to easily and securely scan and send paper

documents to themselves to work with the information contained in

those documents

Implement solutions that require little training and are easy to support

Expand systems to meet customized or evolving needs

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User-friendly graphical interface - Executable

i Makes scanning accessible to all office workers i Reinforces scanning behavior for successful document management initiatives. i Consistent user experience across all devices i Virtually no end-user training required

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Ease of Use - Executable

i Intuitive screen design aids user adoption i Large preview screen assures i Image quality Enhancements i Job build at the scanning device Add/Delete/Rotate

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Add Security where necessary - Executable

i Restricted network access via password i Add access control with ID services i Dynamic directory integration i Emails sent from personal account i Document encryption i Secure deletion of temporary files i Activity logging

Administer across multiple locations - Sustainable

i Centralized Deployment & Management - i Create multiple connector i Push profiles to groups of devices i Native Integration with MS Exchange i Automated maintenance of address books i Integration Connections to back end systems i Xpert Compression Technology i Scan to Desktop - bypass email for interoffice

communication Automated Inbox Management

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Easy to administer eMail - Sustainable

i Native integration to MS Exchange as well as LDAP/SMTP i Highly secure user authentication at device i Address book dynamically updated i Set read and delivery receipt, importance and sensitivity options i Sent items appear in personal sent folder

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Scan to Desktop - Flexible

i Bypass email for interoffice communication i eCopy Desktop i User home directories i Inbox Management i Folder File share folders i FTP folders i Individual and group inboxes i Navigate folders from device i Audit trail with document copies

Customized Worflow - Flexible

i Create easy "scan to" destinations such as departments or document types

i Streamline workflows i Securely distribute scanned documents i Enable easy search and retrieval i Custom file naming and indexing options i Add Metadata at the device i Navigate network folder structure from

device i Fully text searchable" i Pre-built Connectors

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eCopy PDF-Pro Capture, combine, secure, and edit scanned documents

eCopy PDF Pro turns everyday tasks into routine processes that take less time, involve fewer steps, and enable office workers to accomplish more.

i Transform paper documents into secure electronic PDF files i that can be manipulated at the user’s desktop i Combine with other paper and electronic documents i Share or store over the network or on the user’s PC

eCopy PDF Pro enables office workers to work faster and more efficiently with scanned documents as PDF files. It makes it easy to capture, combine, edit, and secure document scanning through an intuitive, user-friendly interface.

As a result, users can retrieve, edit, and distribute original-quality document imaging just as they would any other electronic files, improving personal productivity. eCopy PDF Pro includes a comprehensive set of tools, including annotation, stamps, and optical character recognition (OCR), to enable business users to work with and distribute scanned documents as part of their existing electronic workflows.

Using eCopy PDF Pro, users utilize document imaging processing and can turn paper documents into scanned image files, combine them with documents from other applications, protect private information with permanent redactions, search for text within documents and network folders, insert bookmarks for easy navigation, sign documents electronically, and integrate documents with their e-mail, fax, and document management systems.

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When Businesses need to: eCopy Desktop delivers:A convenient scan inbox that makes it effortless to scan documents from an MFP or networked scanner directly to eCopy DesktopEditing and markup tools that allow for signatures, highlighting, notes, and text annotations and other document imaging revisionsBookmark capabilities to make documents easier to navigateSearch pane for automated retrieval of PDFs, including full-text searchConversion of scanned documents to editable text with optical character recognition (OCR)

Document scanning services which consolidate different document formats – paper or electronic -- into a single PDF documentPrint to eCopy Desktop toolbar addin for Microsoft Office enables creation of high-quality PDFs with a single clickSimple drag and drop Microsoft Office files to eCopy DesktopThumbnail view lets users browse a multi-page document and re-arrange selected pages faster and easier than on paper

Document security to prevent unauthorized viewing, printing or editing of PDFsRedaction capabilities to secure confidential document imaging

Distribution via integration with e-mail and fax systemsStorage to popular document management systems

Available third-party integration to distribute PDFs to other software applicationsAn easy-to-use software development kit (SDK) for customization to meet specific business workflow requirements

Enable users to be more productive in how they work with information from paper documents

Combine paper and electronic files into a single PDF document

Secure documents to meet information policy requirements

Enable users to share scanned documents from their desktop

Expand the system to meet expanding document management requirements

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ABOUTRICOH

Why Ricoh Products are getting Recognition

Gartner Dataquest ranked the Ricoh Family Group (RFG) # 1 in overall copier placements in the United States for both analog and digital copiers with a 23.1 percent market share. This is the first time Ricoh has attained this overall ranking. The RFG also maintained its number one market share position in the digital copier category.

Gartner Dataquest ranked Ricoh Americas Corporation and its subsidiary brands number one in overall color copier shipments in the United States with a 33.2 percent market share.

Computing Technology Industry Association (CompTIA) awarded Ricoh Americas Corporation the "Certification Achievement Award". This award

recognizes companies that are committed to advancing the application of document imaging by demonstrating dedication to the best practices and industry standards.

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BusinessWeek Magazine ranked Ricoh Company Ltd. among the 100 best-performing technology companies in its "Info Tech 100" list.

IndustryWeek Magazine recognized Ricoh Company Ltd. as one of the world's largest manufacturers

Environmental Awards

International Energy Agency World’s First “Copier of the Future

Highest Honors for Collective Environment Achievement

Gold Medal—World Environmental Center

For International Achievement in Sustainable Development

Climate is Business Award

For efforts in protecting the global climate. The U.S. and European Business

Councils for Sustainable Energy

Environmental Stewardship Award

Awarded by the Council on Economic Priorities at 14th Corporate Conscience Awards (2001)

Top Ranked Among all Global Companies for Sustainability

One of the Global 100 Most Sustainable Corporations in the World

As named by the World Economic Forum for three consecutive years (2005-07)

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#4 in top Green Technology Innovators Battling Climate Changes

Named by the Climate Group as a leader in reducing carbon emissions

Recognized for innovation in energy conservation

Office Equipment Partner of the Year—ENERGY STAR, for five consecutive years

Labeling Partner of the Year—ENERGY STAR

Excellence in Consumer Education—ENERGY STAR

Features Advantages Benefits

Easy Control Panel

Easy access to finishing/editing options.

Requiring no ‘drill down’ to get the finishing options

desired.

Users do not have to drill down multiple times for complex jobs.

Simplified Display

LCD Display can be customized to include the

most used icons to enlarge the icon display for even

easier access.

Most commonly used functions will be right at the end user finger tip. Further simplifying an already

easy to use control panel.

PDF Encryption

128 Bit Encryption ensures that documents and

information passing through the network as a PDF file is

protected from theft or change. By encrypting the file, it makes it impossible for sensitive information to

be stolen.

End User can be assured that their network and information will

not fall into the wrong hands.

Notification of Machine Status

MFP will automatically email end user with the desired results and status of the

MFP

Allows the end user to be alerted via email of low toner, low paper,

machine status, etc.

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Automatic Job Promotion

Prevents print jobs from being held up in a que due

to paper mistmatches

Increases overall printing productivity for users.

User Authentication

System can be locked down to provide only the

necessary utilities to specific end users.

Reduce cost for specific utilities.

Secure Printing

With Locked Print/ Stored Print / Hold Print documents are password protected to

be printed on demand at the time it is convenience for the

end user to print and retrieve documents.

End User can password protect for the confidence of it not ending

up in the wrong hands.

Print On Demand

Printing utilizing files on document server are easy to

get to and easy to view

Most competitors have to drill down to find the correct document in multiple folders before locating

the correct one.

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SEGMENT#1(28PPM)PRODUCTSPECIFICATIONS

Ricoh MP2852 Standard Configuration

i 28 pages-per-minute i Network Printing/Basic COLOR Scanning i Store documents on the device i 2 x 550 sheet paper trays & 100 sheet bypass tray i 50-sheet Duplexing document feeder i Reduction/Enlargement – from 25-400% i Large COLOR Touch Panel Display i 1,000 sheet Multi-position Stapling Finisher i Cabinet i All Service & Supplies (except Paper) i No overages, No meter readings

Options:

i 2 x 550 sheet paper drawers i 1,200 Sheet Side Paper Tray i PostScript Printing i Faxing

i eCopy Advance Scanning i eCopy Essentials Imbedded Scanning i eCopy PDF Pro (5 seat License)

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i 40 pages-per-minute i Network Printing/Basic COLOR Scanning i 100 Sheet Reversing Automatic Document Feeder i Store up to 3000 files/10,000 pages on the device i 2 x 550 sheet paper trays & 100 sheet bypass tray i 100-sheet Duplexing document feeder i Reduction/Enlargement – from 25-400% i Large COLOR Touch Panel Display i 1,000 sheet Multi-position Stapling Finisher i Cabinet i All Service & Supplies (except Paper) i No overages, No meter readings

Options:

i 2 x 550 sheet paper drawers i 2/3 Hole punching unit i 2-tray 2,000 sheet booklet finisher i 1,200 Sheet Side Paper Tray i PostScript Printing i Faxing


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i 50 pages-per-minute i Network Printing/Basic COLOR Scanning i 100 Sheet Reversing Automatic Document Feeder i Store up to 3000 files/10,000 pages on the device i 2 x 550 sheet paper trays & 100 sheet bypass tray i 100-sheet Duplexing document feeder i Reduction/Enlargement – from 25-400% i Large COLOR Touch Panel Display i 1,000 sheet Multi-position Stapling Finisher i Cabinet i All Service & Supplies (except Paper) i No overages, No meter readings

Options

i 2 x 550 sheet paper drawers i 2/3 Hole punching unit i 2-tray 2,000 sheet booklet finisher i 1,200 Sheet Side Paper Tray i PostScript Printing i Faxing


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i 60 pages-per-minute i Network Printing/Basic COLOR Scanning i 150-sheet color single pass duplex document feeder i Store documents on the device i 2 x 1,500 & 2 x 500 sheet paper trays w/100 sheet bypass tray i Reduction/Enlargement – from 25-400% in 1% increments i Large Color Touch Panel Display i 3,000 sheet Stapler/Finisher i All Service & Supplies (except Paper) i No overages, No meter readings

Options:

i 2/3 Hole punching unit i 2-tray 2,000 sheet booklet finisher i 4,000 Sheet Side Paper Deck i PostScript Printing i Faxing i eCopy Advance Scanning i eCopy Essentials Imbedded Scanning i eCopy PDF Pro (5 seat License)

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i 75 pages-per-minute i Network Printing/Basic COLOR Scanning i 150-sheet color single pass duplex document feeder i Store documents on the device i 2 x 1,500 & 2 x 500 sheet paper trays w/100 sheet bypass tray i Reduction/Enlargement – from 25-400% in 1% increments i Large Color Touch Panel Display i 3,000 sheet Stapler/Finisher i All Service & Supplies (except Paper) i No overages, No meter readings

Options

i 2/3 Hole punching unit i 2-tray 2,000 sheet booklet finisher i 4,000 Sheet Side Paper Deck i PostScript Printing i Faxing i eCopy Advance Scanning i eCopy Essentials Imbedded Scanning i eCopy PDF Pro (5 seat License)

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Ricoh MP201sfp - Desktop Standard Desktop Configuration

i 21 pages-per-minute i Network Printing/Faxing/Basic Scanning i 50-sheet duplexing document feeder i Store documents on the device i 1 x 500 sheet paper trays w/100 sheet bypass tray i Reduction/Enlargement – from 25-400% in 1% increments i Small Touch Panel Display i All Service & Supplies (except Paper) i No overages, No meter readings

Options

i 1 x 500 sheet Paper Drawer i Cabinet i eCopy PDF Pro (5 seat License)

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SEGMENT#7(32PPM)COLORPRODUCTSPECIFICATIONS


i 32 pages-per-minute Black& White and Color i Network Printing/Basic COLOR Scanning i 50-sheet color duplex document feeder i Store documents on the device i 1 x 500 sheet paper trays w/100 sheet bypass tray i Reduction/Enlargement – from 25-400% in 1% increments i Up to 8.5” x 14” paper output i Large Color Touch Panel Display i Internal Stapler/Finisher i All Service & Supplies (except Paper) i No overages, No meter readings

Options

i Faxing i 1 x 500 Sheet Paper Tray i 2 x 500 Sheet Paper Tray i Cabinet i eCopy Advance Scanning i eCopy Essentials Imbedded Scanning i eCopy PDF Pro (5 seat License)

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SEGMENT#8(42PPM)COLORPRODUCTSPECIFICATIONS

Ricoh MP 400 Standard Configuration

i 42 pages-per-minute Black& White and Color i Network Printing/Basic COLOR Scanning i 50-sheet color duplex document feeder i Store documents on the device i 1 x 500 sheet paper trays w/100 sheet bypass tray i Reduction/Enlargement – from 25-400% in 1% increments i Up to 8.5” x 14” paper output i Large Color Touch Panel Display i Internal Stapler/Finisher i All Service & Supplies (except Paper) i No overages, No meter readings

Options

i Faxing i 1 x 500 Sheet Paper Tray i 2 x 500 Sheet Paper Tray i Cabinet i eCopy Advance Scanning i eCopy Essentials Imbedded Scanning i eCopy PDF Pro (5 seat License)

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RICOHCONTACTSBYDEPARTMENT

DepartmentName Phone Email

AAging Robert Moncak 717.526.2309 [email protected] Scott Cook 717.526.2316 [email protected] General Scott Cook 717.526.2316 [email protected] General Craig Baughman 717.526.2324 [email protected] Micheal Getz 717.526.2332 [email protected] of Claims Scott Cook 717.526.2316 [email protected] of Probation and Parole Micheal Getz 717.526.2332 [email protected] Service Commission Scott Cook 717.526.2316 [email protected] on Crime and Delinquency Scott Cook 717.526.2316 [email protected] Court Scott Cook 717.526.2316 [email protected] & Economic Dev. Craig Baughman 717.526.2324 [email protected] & Natural Res. Craig Baughman 717.526.2324 [email protected] Robert Moncak 717.526.2309 [email protected] Management Agency Scott Cook 717.526.2316 [email protected] Retirement System Craig Baughman 717.526.2324 [email protected] Hearing Board Scott Cook 717.526.2316 [email protected] Protection Craig Baughman 717.526.2324 [email protected] Commission Scott Cook 717.526.2316 [email protected] and Boat Commission Craig Baughman 717.526.2324 [email protected] Commission Craig Baughman 717.526.2324 [email protected] Control Board Micheal Getz 717.526.2332 [email protected] Services Craig Baughman 717.526.2324 [email protected]'s Office Craig Baughman 717.526.2324 [email protected]'s Office - Office of Admin Craig Baughman 717.526.2324 [email protected]

Contact

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HHealth Robert Moncak 717.526.2309 [email protected] Care Cost Containment Council Robert Moncak 717.526.2309 [email protected] Education Assistance Agency Craig Baughman 717.526.2324 [email protected] Education Facilities Authority Robert Moncak 717.526.2309 [email protected] and Museum Commission Robert Moncak 717.526.2309 [email protected] Finance Agency Micheal Getz 717.526.2332 [email protected] Investment Authority Micheal Getz 717.526.2332 [email protected] General Scott Cook 717.526.2316 [email protected] Robert Moncak 717.526.2309 [email protected] Cooperation AuthorityMicheal Getz 717.526.2332 [email protected] Conduct Board Craig Baughman 717.526.2324 [email protected] and Industry Micheal Getz 717.526.2332 [email protected] Services Agencies Craig Baughman 717.526.2324 [email protected] Control Board Micheal Getz 717.526.2332 [email protected] and Veterans Affairs Scott Cook 717.526.2316 [email protected] Marketing Board Robert Moncak 717.526.2309 [email protected] Retirement System Scott Cook 717.526.2316 [email protected] Media Correspondents Micheal Getz 717.526.2332 [email protected] TV Craig Baughman 717.526.2324 [email protected] Safety Authority Micheal Getz 717.526.2332 [email protected] Employee Retirement Commission Robert Moncak 717.526.2309 [email protected] School Building Authority Robert Moncak 717.526.2309 [email protected] Television Network Commission Micheal Getz 717.526.2332 [email protected] Utilities Commission Micheal Getz 717.526.2332 [email protected] Welfare Craig Baughman 717.526.2324 [email protected]

Contact

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RRevenue Robert Moncak 717.526.2309 [email protected] Commision Scott Cook 717.526.2316 [email protected] Scott Cook 717.526.2316 [email protected] Data Center Craig Baughman 717.526.2324 [email protected] Employees Credit Union Robert Moncak 717.526.2309 [email protected] Employee's Retirement System Scott Cook 717.526.2316 [email protected] Police Robert Moncak 717.526.2309 [email protected] System of Higher Education Scott Cook 717.526.2316 [email protected] Court Craig Baughman 717.526.2324 [email protected] Court Craig Baughman 717.526.2324 [email protected] Equalization Board Scott Cook 717.526.2316 [email protected] Robert Moncak 717.526.2309 [email protected] Department Craig Baughman 717.526.2324 [email protected] Commission Robert Moncak 717.526.2309 [email protected]

Contact

RMoncak

RMoncak


Parent Contract Number: N/A

SAP/SRM Contract Number: 4600013235

Change Number: 18

Change Effective Date: 04/04/2013 Using Agency: All Using Agencies Contract Title: IT Hardware- Large MFD’s Contract Period: Beginning April 29, 2013 and Ending July 29, 2013 Commodity Specialist: Raymond A. Jaime Telephone: 717-346-3827 Email: [email protected] CHANGE SUMMARY: The above-referenced Statewide Contract expires on April 29, 2013. The Commonwealth of Pennsylvania is exercising its right to extend the agreement upon the same terms and conditions for three (3) months as defined in Exhibit B Standard Contract Terms and Conditions for Statewide Contracts. The Commonwealth reserves the right, upon notice to the Contractor, to extend the Contract, or any part of the Contract, for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months to enter into a new contract.