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1Volume 1 Technical ProposalRicoh USA Technical Proposal in Response to: Administrative Office of the U.S. Courts Procurement Management Division

Solicitation #USCA14R0102 Due Date October 31,2014Cage Code 31310 / DUNS #043964519

Ricoh USA, October 31, 2014, Administrative Office of the U.S. Courts Solicitation#USCA14R0102

Overview- RICOH USA, INC. (Ricoh) is pleased to respond to the Administrative Office of the U.S. Courts (AO) and Judiciary fleet copier purchase and maintenance solicitation #USCA14R0102 for Multi-Function Devices (black and white 35-40 ppm, color 35-40ppm, black and white 40-60 ppm, color 40-60 ppm, black and white 75+ ppm and color 60+ ppm) to be located at various locations across all fifty (50) of the United States, the District of Columbia, Northern Mariana islands, Guam, U.S. Virgin Islands and Puerto Rico. RICOH USA, INC. certifies that all equipment proposed on this RFQ is NEW and in current production. Ricoh acknowledges that during the contract term we will provide a substitute MFD of equal or superior features/capabilities if for any reason the original model is not available as outlined in the SOW.

The following technical narrative highlights Ricoh’s response that includes the contract performance capability requirements as outlined in the Statement of Work. Ricoh agrees to perform all tasks in the Statement of Work and agrees to all terms and conditions in the solicitation without exception. Per the SOW and the modifications created by the Government’s response to the question and answer period the following submission meets all the Administrative Office of the U.S. Courts minimum specifications and in many cases exceeds Governments specifications.

The Ricoh multifunctional devices (MFDs) proposed were carefully chosen to meet the specifications and volume requirements for your locations to provide the best overall user experience. They devices are currently deployed at U.S. Court locations around the United States. They provide robust features that meet or exceed all requirements, along with a consistent, easy-to-use look and feel designed to increase end user productivity. In addition, a comprehensive suite of security solutions to support these devices will ensure the integrity of the Administrative Office of the U.S. Courts sensitive and confidential PII information. Ricoh’s multifunctional devices are consistently recognized by consumer advocacy groups andindependent testing organizations for their outstanding reliability and quality.

All products offered in response to Solicitation # USCA14R0102 are being offered as part of our Federal Strategic Sourcing Initiative Blanket Purchase Agreement (FSSI BPA) for Print Management, Functional Area 2, CLIN 4 “Environmentally Sustainable Device Plus” # GS-03F-PM006 under our GSA Office Imaging and Document Solutions No. 36 Federal Supply Schedule (FSS No. 36) and are considered as exceeding the requirements of the governments Environmental Sustainability mandates. All Ricoh products proposed are EPEAT registered.

Ricoh has built a strong reputation as one of the most customer driven companies in the world and it all begins with a philosophy we call Customer Vision® – Ricoh’s commitment to “seeing our business through the eyes of our customer and responding as a team to exceed their expectations”. This is not a motto or mission; it is a simple philosophy of doing business that puts the customer first, period! While Ricoh’s Customer Vision program is described in this response to your RFP, it is our hope that the Administrative Office of the U.S. Courts will recognize our Customer Vision approach throughout every aspect of this proposal.

Ricoh will provide our multifunctional products while also providing guaranteed service response times, consistent pricing nationwide, and a comprehensive Maintenance Program that utilizes only Factory Trained and Certified Service Technicians and genuine OEM supplies. Through the utilization of the Ricoh Major Account Program, Ricoh is capable of delivering Complete Customer Satisfaction to all of the Administrative Office of the U.S. Courts end users.

Contract Management Plan-Ricoh USA Inc. has a Mission and that is to “deliver outstanding customer value through innovative document solutions, efficient processes and exceptional customer service”. Our mission is to understand the image and office technology requirements of the Administrative Office of the U.S. Courts; to provide the devices, solutions, products, software, system integration, equipment services and support that lead to total customer satisfaction. In doing so, we will build a long-term mutually beneficial partnership with the Administrative Office of the U.S. Courts.

Ricoh will provide sufficient personnel during the Phase In/Transition period to work with the Administrative Office of the U.S. Courts and the incumbent contractor in scheduling the removal/replacement of copiers in accordance with the contract requirements. This will ensure timely and seamless transitions with no or minimal interruption to operations during this period.

Value Added Features when partnering with Ricoh · Planned implementation schedule, timely installation and prompt service.· World-class Customer Service and Support provided by the Ricoh Major Account Team (Major

Account Sales Manager, Project Manager, Solutions Consultant, Customer Relationship Manager and dedicated Major Account Administration staff).

· Helps customers plan and implement their integrated office systems strategies.· Service Management System designed to provide service reporting via toll-free telephone

number.· Highly trained technical support team with "Hotline" access to Ricoh’s HQ technical experts· Connected Customer Technical Support - provides software & application help desk support.· A professional Sales and Service Provider network offering nationwide coverage and multiple points

of distribution to ensure a consistent and high standard of care nationwide.· “Best of the Breed” Technical Support.· Measurement procedure of overall customer satisfaction by end-user location.· Customized summary billing and reporting upon request Management reporting upon request· ISO 9000 & 14000 Certification· All units proposed are Energy Star Compliant And EPEAT registered

Requirements: Ricoh is setting the direction of the copier/MFD Industry by continuing to develop and refine new technology. QSU (quick start up) is a unique Ricoh technology developed to save energy that enables starting up quickly from Power Save mode. By greatly shortening the recovery time, energy costs can be reduced by about 50%. Taking full advantage of Ricoh's "green" technology can create an environmental metric that identifies savings for customers.

Ricoh meets all of the Administrative Office of the U.S. Courts MFD requirements and the terms of the FSSI Print Management BPA’s for all established maintenance and consumable pricing continent on established flat rate volume bands. All MFP’s proposed are energy consuming products and systems that are Energy Star registered products. All electronic information technology (EIT) products are compliant with Section 508 of the Rehabilitation Act of 1973. All devices shall be packaged with consumables (excluding paper) and maintenance agreements/extended warranties with preventative maintenance leased and purchased under this task order, as well as, key operator training.MFD Offering- Ricoh will be providing the following models that meet / exceed all specifications as stated in the statement of work. Specifications listed below. The RFQ outlines Smart Control Architecture which is only provided by Xerox ( it is their Trademark name) so this specific brand named architecture is restrictive and requiring that does not allow for competition. However, ALL proposed Ricoh devices offer the very same functionality and the units have true multifunction features that allows the unit to do tasks simultaneously.

Small Platform: Black and White (CLIN 1001 and 9001) - Ricoh MP 4002SPG Small Platform: Color (CLIN 2001 and 9002) - Ricoh MP C3503GMedium Platform: Black and White (CLIN 3001 and 9003) - Ricoh MP 4002SPGMedium Platform: Color (CLIN 4001 and 9004) - Ricoh MP C4503GLarge Platform: Black and White (CLIN 5001 and 9005) - Ricoh MP 7502SP Large Platform: Color (CLIN 6001 and 9006) - Ricoh MP C6502SP

Aficio MP 4002SPG SPEED(PPM) COPY PRINT SCAN FAXVOLUME BAND 40 BWCustomize workflow to maximize productivity

Greater workloads. Fewer resources. Less time. Your business challenges are constantly changing, so choose the Aficio MP 4002SP digital imaging system to stay ahead of the competition. The services led platform of the 40 ppm black-and-white multifunctional device offers a customizable control panel, access to cloud-based solutions and support for user mobility with secure mobile printing capabilities. The powerful Aficio MP 4002SP combines advanced copy, print, scan and fax capabilities in a sleek, intuitive design to streamline everyday document management tasks to enhance office productivity. Advanced Device Management, integration with Ricoh workflow solutions and customized interactivity support your unique business requirements. In addition, you can easily integrate the system into a Ricoh Managed Document Services (MDS) strategy for productive, cost-effective performance throughout your enterprise.

General Features· Print and copy up to 40 pages-per-minute for exceptional throughput to meet your

busiest demands· Mobile Printing - The device is configured with a mobile printing feature/solution that is enabled

ready to be used once connected to the LAN.· Auto paper select (standard feature)· Auto tray switching (standard feature)· Secure Print/ PIN Printing Standard· Job Interrupt / Cover Sheets standard· Wireless - The device should be able to connect wirelessly to the network.· Add the final touches to your documents with three finishing options, including a 2,000-Sheet

Booklet Finisher· Access functions quickly and easily with the full-color, tilt able operation panel· Set up an external keyboard via USB to expedite operating tasks for users who are more

comfortable with traditional keyboard input· C u s t o m i z e y o u r p e r s o n a l H o m e S c r e e n a n d d i s p l a y o n l y t h e i c o n s y o u u s e

m o s t f r e q u e n t l y f o r f a s t , o n e - s t e p o p e r a t i o n P r i n t e r F e a t u r e s· Print from most manufacturers’ smartphones by

downloading their application for convenient output when and where it’s needed most.

· Auto Job Promote ( Ricoh equivalent to Print Around)· Take advantage of 1 GB RAM and a 128 GB Hard Disk Drive

(HDD) to store and manage more documents· Generate output at the device using a USB memory or

SD card for incredible convenience and flexibility. Users can insert the card into a slot on the operation panel to begin printing in seconds—no computer is necessary

· Ensure efficient production of reports, presentations and training materials with standard support for PCL or optional Adobe® PostScript® 3TM

· Use Auto Job Promotion to minimize downtime and maximize efficiency. This feature moves print jobs higher in the queue to skip “error” print

jobs (Ricoh equivalent to Print around)· Assign functions and preferences with five, one-

touch function keys for more effective workflow

Scanner Features· Scan full-color or black-and-white originals and share them instantly with Scan-to-

Email/Folder/HDD· Preview files on the control panel before printing from USB/SD Card for quality assurance prior to

distribution· Access LDAP-registered directories and information, including Home Directory, quickly with one-

touch operation at the device for fast, convenient scanning and easier, cost-effective administration· C o m pr e ss f i l e s i ze s o f f u l l - c o l o r s ca n s w i t h t h e H i g h C om p r e ss i o n PD F

fu n c t i o n a nd p r o du ce qu a l i t y r e su l t s w i t h f a s t e r d i s t r i b u t i o n F a cs im i l e F e a t u re s ( o p t io n a l )· Take advantage of up to three analog lines with the Super G3 modem to improve total fax capacity

and minimize bottlenecks· Distribute documents directly to e-mail addresses and eliminate

long distance costs with Internet Fax capabilities. Forward inbound faxes to e-mail addresses, network folders or the system’s HDD for easy, fast and free paperless faxing

Security Features· ISO 15408 certified with assurance level EAL 3+ augmented with ALC_FLR.2 and Protection

Profile IEEE 2600.1-2009 for entire system including logical and physical separation of facsimile function Overwrite all stored data on the hard disk drive and encrypt the address book, authentication information and stored documents using HDD overwrite/encryption Secure and destroy latent images and data from the system’s internal HDD with the standard Data Overwrite Security System (DOSS).Prevent unauthorized access to certain functions with password-protected and user-specific authentication Store print jobs at the device until an authorized user swipes an ID card or enters ID information at the control panel to release the job. Stopunauthorized duplication of sensitive documents with Unauthorized Copy Control – a critical feature for workgroups that regularly handle sensitive data

Aficio MP C3503G SPEED(PPM) COPY PRINT SCAN FAX35 BW

VOLUME BAND 35 ColorRicoh MP C3503G Color Imaging System

· 35ppm Full Color & B&W· 51-ipm Full Color & B&M Scanning @ 200 dpi via ARDF· 7.3 sec. First Copy Out / 7.8 sec Sleep Recovery / 20 sec Warm-Up· 600Mhz Celeron-M / 1.5 GB RAM / 190GB HHD· Standard: 10BaseT/100Base-TXEthernet (RJ-45), Dual USB 2.0 Host

Interfaces (for external device connect ion), USB 2.0 Hi Speed (for direct PC/Mac connection)

· Copy / Print / Scan Standard· Auto paper select (standard feature)

· Auto tray switching (standard feature)· Secure Print/ PIN Printing Standard· Job Interrupt / Cover Sheets standard

· Scan-to-Email (with LDAP support) / Scan-to Folder (SMB/FTP) / Scan-to-URL / Scan-to-Media (USB/SD Card) / Network TWAIN Scanning· 50 sheet ARDF w/unlimited Batch Mode· Auto Job Promote ( Ricoh equivalent to Print Around)

· Automatic Stackless Duplexing

550 x 2 Paper Trays & 100 sheet Bypass (up to 11”x17”)· DataOverwriteSecurity System (DOSS) ,HDD Encryption,

User Code Account Limits, Network Protocol On/Off, IP Filtering, SNMP v3 Support, Encryption (Address Book, Authentication Password, Locked Print Password, PDF, SSL Communication, S/MIME, IPsec Communication), Locked (Secure) Print, User Authentication (Windows/LDAP with Kerberos- External; Basic and User Codes all Standard Utilities: Web SmartDeviceMonitor, SmartDeviceMonitor, Web Image Monitor, @Remote

· Energy Star / 508 Compliant· 8.5” adjustable Full Color Control Panel· Mobile Printing - The device is configured with a mobile printing feature/solution that is enabled

ready to be used once connected to the LAN.· Wireless - The device should be able to connect wirelessly to the network.· 120V 15amp (NEMA 5-15R) dedicated power requirement

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• The Auto Drawer feature completes the paper tray retraction automatically once the user begins to push the drawer closed

· Auto paper select (standard feature)· Auto tray switching (standard feature)· Secure Print/ PIN Printing Standard· Job Interrupt / Cover Sheets standard· Paper capacity is an astounding 4,700 sheets with optional

sources and the standard paper tray accepts a wide range of paper sizes, including envelopes.

· The MP C4503 can print from many mobile devices, including smartphones, tablets or laptops, without device-specific drivers for incredible on-the-go convenience.

· Wireless - The device should be able to connect wirelessly to the network.· For organizations seeking even more secure mobile printing, the optional Ricoh HotSpot® MFP, or

Ricoh HotSpot® Enterprise server software can be installed to help improve mobile productivity without compromising data, document or user security.

· U s e r s c a n p r i n t J P E G s , T I F F s a n d P D F s u s i n g a U S B d r i v e o r S D c a r d r i g h t a t t h e d e v i c e w i t h o u t L A N a c c e s s o r n a t i v e a p p l i c a t i o n s . P r i n t F e a t u r e s

· The MFP recalibrates as documents are processed for more stability with minimal color deterioration. Every page is delivered with crisp, vibrant, affordable color using patented PxP® toner at up to 1200 dpi — even on thicker paper stocks up to 300 gsm/110 lb. cover.

· Optional SRA3/12.6" x 17.7" support gives in-house graphic designers the ability to print crop marks for full-bleed printing.

· Auto Job Promote ( Ricoh equivalent to Print Around)· Use a Web browser to access system settings and address books or configure and monitor an entire

fleet of Ricoh devices — right from your desktop.· With a powerful processor and ample RAM, the MP C4503 enables your entire workgroup to produce

impressive, fast-paced output.· Streamline workflow and simplify execution with the one-click, preset interface driver or optional Adobe

PostScript 3 driver.· With advanced administrative controls, quotas can be set to limit outputs for specific users or

workgroups.· Get alerts and up-to-the-minute data when the device is low on supplies, experiences an error or needs

firmware updates. Plus with @Remote®, you can even automate meter reads to maximize administrative efficiency.

Fiery Features

· Ideal for graphics-intensive environments, the controller offers exceptional enhanced spot-color reproduction with RGB, CMYK and PANTONE® colors.

· It’s easy-to-use Command WorkStation utility. It simplifies even the most complex print tasks, so documents can be created, reprinted or combined with ease. Scanner Features


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· The optional built-in Web browser connects to Ricoh’s Integrated Cloud Environment (ICE) so users can scan documents, share files, print on the move and more without expensive, onsite software solutions.

· With optional embedded OCR, users can retrieve documents quickly by searching for specific words in PDF text in up to 14 languages.

· Take advantage of centralized Distributed Scan Management (DSM) while following specific preferences and rules to automate document tasks and improve productivity.

· Monochrome and color scanned documents can be sent to multiple recipients with Scan-toEmail/Folder/URL/FTP.

· Compress file sizes for full-color scans and send them easily without compromising image quality.· Take advantage of a wide range of optional software, including GlobalScan® NX and eCopy® to

integrate advanced capabilities into personalized workflows and simplify the most complex tasks.

Smart Operational Panel Features

· Optional 10.1" Wide Super VGA Smart Operation Panel offers the functionality and performance of today’s smartphones and tablets. Featuring drag-and-drop, pinch-and-flick functionality and swipe scrolling, it allows users to quickly move from one task to the next with unprecedented ease.

· It includes convenient widgets for quick updates on the date, time and toner levels. The new panel also offers advanced Web Browser functionality on par with today’s personal computers.

· The new Quick User Interface feature simplifies the choices for the most frequently used functions for Copy, Scanner and Fax. They can be used with intuitive touch gestures, such as flicking to select addresses, and pinching to zoom in or pan out on a preview.

· For workgroups requiring enhanced feature functionality, it is easy to switch between the Quick User Interface functions and the traditional user interface.

Security Features

· The MP C4503 includes user authentication to help prevent unauthorized access.· It enables users to store documents at the MFP until an ID card is swiped or password is entered to

release them. A watermark can be added to confidential documents that will appear when unauthorized users attempt to copy them.

· Encrypted PDF transmission scrambles data on confidential PDFs to help prevent unauthorized access. In addition, the MFP includes the standard Data Overwrite Security System (DOSS) that automatically overwrites any files on the hard drive to render them unreadable.

· HDD encryption adds another layer of protection against hackers.


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Aficio MP 7502SP SPEED(PPM) COPY PRINT SCAN FAXRicoh MP 7502SP B&W Imaging System 75 ppm X X X X

· 75 ppm B&W Output Copy and Print· 3.2 sec. First Copy Out / 30 sec. Warm Up· 1.0GHz Intel Celeron M CPU / 1.5GHz RAM / 250GB HHD· Copy / Print / Scan Standard

·Auto paper select (standard feature)· Auto tray switching (standard feature)

· Standard Interface: 10Base-T / 100Base-TX Ethernet, USB 2.0, SD Card

· Secure Print / PIN Print standard· Job Interrupt / Cover Sheets standard

· Network Protocol: TCP/IP (IPv4/IPv6). IPX/SPX· Scan-to-Email (w/LDAP support) / Scan-to-Folder

(SMB/FTP) Scan-to-Media (USB/SD Card) / TWAIN Scanning· 4,300 sheet paper capacity (Tray 1: 1,550 x 2 (tandem 8.5” x 11”

only)· Tray 2 & 3: 550 sheets each (user adjustable up to

11”x17”) and 100 sheet BypassEncryption Level AES256bit, SHA-2), S/MIME, IPsec Communication, Locked Print Password Encryption, Encrypt Address Book, SSL, User Authentication, SNMP v3 and PDF encryption (Standard)· Utilities: SmartDeviceMonitor, Web SmartDeviceMonitor,· Web Image Monitor

· Mobile Printing - The device is configured with a mobile printing feature/solution that is enabled ready to be used once connected to the LAN.

· Wireless - The device should be able to connect wirelessly to the network.· 508 Compliant / EnergyStar Compliant / TEC 6.83 kWh· 8.5” Full Color W-VGA control panel· 120V / 20 Amp (NEMA 5-20R) dedicated outlet

Ricoh MP C6502G Color Imaging System 65color

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Aficio MP C6502G SPEED(PPM) COPY PRINT SCAN FAX65 B/W

Color Copier With Fast Print Speed

The Ricoh MP C6502 color digital MFP uses cutting-edge laser technology to produce fast, exceptional color output. Designed to save power, paper and operating costs, this innovative MFP offers intuitive end-to-end control to improve workflow for everyday tasks. Take advantage of outstanding image quality, enhanced paper handling and robust finishing capabilities. Use it as your standalone, primary system—or as an integral part of a Ricoh Managed Document Services (MDS) strategy and improve productivity throughout your organization.

General Features· Complete copying, printing, scanning, and document server functionality· New VCSEL technology delivers impressive color with image resolution up to 1200 x 4800dpi· Manage documents in sizes up to 13” x 19.2” (SRA3+)· Simple to use operation to maximum productivity while minimizing operator training

· Comprehensive in-line finishing solutions that include stapling, booklet finishing, hole punching, and multiple folding capability

· Auto paper select (standard feature)· Auto tray switching (standard feature)· Secure Print/ PIN Printing Standard· Job Interrupt / Cover Sheets standard· Advanced security features, like Windows Authentication and User Code programming prevent

unauthorized access as well as providing cost control.

· Scan Once, Print Many for maximum productivity and reliability· Walk-up users can access all attached finishing functions for copying· Contain color usage with user codes to manage operation cost· Standard 220-sheet SPDF for single pass color duplex scanning @ 220-spm (FC/BW)

· Key programming and access to copier functionality is all kept on two levels of navigation to simplify operation

· First-copy-out time of 6.2 seconds for full-color, and 4.6 seconds for black & white Print Features (Standard)

· Optional true Adobe® PostScript® 3· 2.5GB RAM (std./max) and 640GB (320GB x 2) of Hard Disk Drive capacity provide ample resources to

handle large color files· Mobile Printing - The device is configured with a mobile printing feature/solution that is enabled ready

to

be used once connected to the LAN.· Wireless - The device should be able to connect wirelessly to the network.· Auto Job Promote ( Ricoh equivalent to Print Around· Print from the network or from a single workstation with standard Ethernet and USB 2.0· PCL5c and PCL6(XL) are standard and fully compatible with all major PC applications

Scanner Features

· Scan resolution up to 600 dpi when scanning to e-mail or folder· Create TIFF/JPEG/PDF files from hard-copy and electronically store and/or share· Scan-to-Email with LDAP support (no additional software or delivery server needed)· Scan-to-Folder via SMB and FTP (no additional software or delivery server needed)· Network TWAIN scanning up to 1,200 dpi (monochrome only)· Scanning speed of 120-spm (simplex); 220-spm (duplex) Black & White or Full Color

Supplies/Consumables -Ricoh will provide all consumable supplies (excluding paper and transparencies) necessary for the operation of the equipment at no additional cost to the Government. Supplies will be delivered to the Administrative Office of the U.S. Courts team based on monthly production levels and established need and/or the designated locations listed on the implementation schedule. All supplies, excluding paper and transparencies, will be provided by Ricoh upon request within the 24-hour-requirements. Supplies will be delivered between 8:00 a.m. and 5:00 p.m., Monday through Friday (excluding Federal holidays) directly to the Administrative Office of the U.S. Courts Copy Management Team and/or copier install location.

As part of Ricoh’s commitment to Total Green Office Solutions, we offer a program to recycle toner cartridges. It’s an important strategy, because toner is second only to paper as our industry’s highest-volume consumable. This program is simple, easy and free. To participate, our customers simply drop their used toner cartridge back in the box, apply the pre-paid shipping label and send it back to Ricoh. We do the rest. Returned cartridges (along with packaging and shipping materials) are disassembled, and then sorted for reuse and material recovery. Typically, between 95% and 100% of the total weight is recovered. This keeps used cartridges out of our landfills and conserves the energy and resources required to manufacture new ones. Detailed information about our commitment to the environment can be found in the Executive Summary. Please refer to our website for details on which cartridges are available for return. http://www.ricoh-usa.com/about/environment/manage recycle toner.asp

Service and Repairs -Uptime Guarantee -Ricoh subscribes to the 95% Uptime Industry Standard. The main objective of Ricoh’s Service Operation is to keep your Ricoh office equipment at maximum performance with minimum disruption. To meet this objective, Ricoh closely monitors the performance of all installed Ricoh units to identify potential equipment problems. The primary indicator of a problem machine is consistent failure to achieve our minimum required 95% Equipment Uptime. Should the uptime of a specific machine fall below the ninety-five percent (95%) target, Ricoh will perform an in-depth evaluation and repair


the problem unit to remedy the situation. The unit will then be closely monitored by Ricoh and if, the ninety-five percent (95%) target is not achieved ( after 2 consecutive months or 4 x year) and the Administrative Office of the

U.S. Courts is not satisfied, Ricoh will replace the unit in a “Like for Like” manner at no additional charge.

Dispatching the Service Request - In the event of equipment failure, the Administrative Office of the U.S. Courts will place a service request using either a toll-free telephone number or Web-based service request portal. We use Oracle as our standardized dispatching system. This interactive voice response system connects directly with our computer network to facilitate service-call placement and closure. Our customer service technicians (CSTs) are also equipped with our Ricoh EdgeSM wireless handheld devices, which not only receive service requests but are also used for barcode scanning of parts and equipment, tracking parts inventory and managing other service-call activity to drive efficiency. Edge provides fast, convenient access to parts and inventory databases, service histories, equipment schematics and more. It enables our team to resolve equipment service and connectivity support requests more quickly, efficiently, consistently and effectively.

Using Edge, our CSTs can rapidly retrieve and update:· Data about available parts and inventory· Equipment schematics and operating manuals· Complete SA service history

Oracle automatically passes each service request to the assigned CST, including the agency contact name, address, telephone number and problem description. The service request is assigned a unique identification number to ensure total tracking and full reporting status at all times. Our CST will contact the U.S. Court within one hour, both to gain a full understanding of the problem and to provide an estimated time of arrival.

Responding to a Service Request- After determining the part(s) required to complete the repair, the CST first checks the car stock. Each CST maintains a car stock of the most commonly required equipment parts, which is based on historical usage and replenished twice weekly. If the part is in the car stock, the CST completes the repair and closes the call via their handheld device. If the part is not in the car stock, the CST has the ability to check parts availability within his or her team of technicians. If the part is not in the team’s inventory, the CST initiates an Incomplete Order Process through the handheld device. Oracle responds to the CST and initiates a Pick Ticket, noting part(s) availability at one of our Shared Distribution Centers (SDCs). If the part is available at the SDC, warehouse staff pulls the part and stages it for delivery to the CST. If the part is unavailable, the SDC orders it directly from the vendor, based on the priority defined by the CST (i.e., overnight for urgent orders; second-day or regular ground transportation for less-urgent orders). The vendor ships the order to the defined ship-to location. A CST may also request that our car stock analyst (CSA) query other SDCs for parts availability. On request, the CSA can also check for local machines no longer in use that has been reserved for parts availability. When the part arrives, the CST installs it and ensures proper operation of the machine. If the repairs are then complete, the CST closes out the service call in Oracle.

Total Quality Call Procedure -CSTs apply the following national Total Quality Call (TQC) procedure, which requires them to service the entire machine during all customer-initiated service calls—not just the part requiring repair. TQC is an extremely effective method of increasing equipment performance, by ensuring full functionality on every service request.

Providing Backup Service and Support -Our CSTs typically complete the repair on the first visit. If necessary, however, a CST may engage additional resources to complete the repair and to ensure continuity of customer service. First, the CST may contact the field supervisor for assistance. If that individual is unable to complete repairs, the CST may contact the service manager and arrange for immediate intervention, which may include one or more of the following remedies:· Manufacturer support for repairs· Equipment removal for extended repair· Loaner equipment

Technician Training and CertificationOur customer service technicians (CSTs) are fully trained and factory-certified to repair equipment we deploy. CSTs are assigned by model to accounts in specific territories, so that they become fully knowledgeable of customer needs and equipment performance. CSTs work closely with our local support teams (e.g., system engineers, sales territory managers, technical specialists) to meet customer service support needs. Our CSTs

must attain standards in areas such as response time, service quality, reschedule percentages and repeat emergency calls.

They are trained to effectively manage their territories in a number of performance areas, including the following:· Communication with the customer· Response t ime and travel· Call pr ior i t izat ion· Parts forecasting/efficient stock levels· Serv i ce h i s t o r y

Our CSTs uphold all standards and must successfully complete a formal training and certification program. Before they go on any customer calls, our CSTs typically go through the following three-phase training process:· Phase I -One week in the field with a senior technician or team leader· Phase II -One to two weeks of classroom training with a certified instructor· Phase III-One week in the field for qualification

In addition, each CST must complete continuing education, which includes model-specific instruction, customer relations coaching, total call training and troubleshooting classes. Equipment seminars are held to discuss both existing and developing technologies within the reprographics industry. Certified representatives from our preferred business partners conduct these seminars. Online technical forums, sponsored by both our business partners and our support specialists, allow the posting of new technical knowledge and the exchange of ideas. In addition, our Technical Support Center conducts monthly conference calls with lead technical personnel to discuss the most critical known issues and solutions at that time. Our field service management teams meet monthly with their CSTs to review equipment concerns, technical bulletins and customer concerns. In total, our CSTs average approximately 100 hours of technical training per year.

Preventive Maintenance- Our local authorized partners perform routine Preventive Maintenance (PM) for all Ricoh placed equipment with a PM being defined as routine replacement of normal wear parts as recommended by the equipment manufacturer. Equipment manufacturers determine periodic maintenance on a model-by-model basis, and the authorized dealer provides PM schedules in advance of the work.

Manufacturers also determine model-specific PM activities. Two (2) PM’s will be performed per machine per year.

Response Time -Copier Service - A Commitment to Service Support Excellence, Standard Level Agreement Response to Service Calls- Ricoh will ensure required response times are met. Units are measured according to when a service called is placed unless a telephone call resolves the matter. Ricoh will have a service technician arrive at customer location within 4 business hours of issue notification (for non-critical MFD Devices) if a remote attempt to resolve the issue has failed. Ricoh will provide a toll-free number, 24 x 7, Monday through Friday, except for legal holidays, which are observed by the Customer.

In the event of equipment failure, the customer places a service request to our dedicated toll-free telephone number designated for the U.S. Courts. All authorized Ricoh trained service technicians will be capable of ensuring equipment serviced by them is maintained at full operational performance at no additional cost to the end user for travel, parts, labor or supplies. A toll free service call in number, affixed to the side of every machine, will be provided as needed to the Administrative Office of the U.S. Courts. Stickers will be placed on every unit during the set up or installation process. All service calls will be placed by via authorized key operators. In the event of equipment failure, the client places a service request to our toll-free dedicated telephone number for the U.S. Courts.

Equipment Loaners- As required we may implement a Loaner Unit Plan. Under this provision, if we are unable to return a non-functioning unit to operational condition, as defined in the agreement, loaner equipment with comparable features and capacity will be provided on request. This equipment will remain on site at no charge until the original unit is returned to operational condition or until we determine that the affected unit cannot be repaired to operational condition and advises the agency as such. Arrangements for replacement equipment will be made at that time.

\ Management Software/Tools -Ricoh has a host of management tools available to support the Administrative Office of the U.S. Courts unique device & asset management requirements. Through these tools meter readings can be gathered. Some of the capabilities include usage data collection, real time device status monitoring, remote management, batch device configurations, notifications (low paper, low toner ...). Advanced tools will offer additional capabilities such as rules based printing by (user and/or group) and toner reduction. Ricoh devices have built-in logs that can be accessed by administrators to track activity. In addition, we offer optional software solutions that can help with MFD tracking (e.g., DMNX, Web Image Monitor, Web SmartDeviceMonitor, @remote Enterprise Pro).

Below is an outline of some of the tools available

Ricoh devices have built-in logs that can be accessed by administrators to track activity. In addition, we offer optional software solutions that can help with MFD tracking (e.g., DMNX, Web Image Monitor, Web SmartDeviceMonitor, @remote Enterprise Pro).

Device Manager NX is a client based device management utility designed with advanced productivity in mind. Built on an all new user interface, it provides a great deal of print fleet information, including device status information for a mixed fleet in a simple three pane view. Advanced device management features simplify the process of batch configuring Ricoh models. In addition, it permits 'cloning' of select features Ricoh's new 'services-led platform' devices.

Who Should Use Device Manager NX Lite?

IT Managers seeking to simplify the monitoring and management of their device fleet


Service Providers who manage a f leet of pr int devices Benef i ts

· Optimize the support of printing at your company and reduce printer related support calls

· Automated device management plus advanced productivity features for services-led platform devices

· Administrators can export select settings from one services-led platform device, create a template, then distribute that template to easily ‘Clone’ multiple devices of the same model in a single scheduled task

· Batch Configuration saves you time and lets you work with multiple Ricoh devices at once, which is especially convenient when performing a fleet refresh

· Gain visibility to installed Ricoh applications on Ricoh services-led platform devices

Using Device Manager NX Lite

· Supports up to 250 devices from a single client based instance

· Collects a standard set of data ie Manufacturer, Model name, serial number / MAC Address, IP address, for most manufacturers’ devices, along with the total print meter

· Monitor toner, paper levels, and other basic device status

· Collects additional detailed meter data for Ricoh devices, including copy, scan, print and fax usage – even distinguish between color and black & white and measure output by settings like duplex or 11" x 17"

· When used with Ricoh’s services-led platform devices, Device Cloning lets you export select settings from 1 MFP to create a template, then “Clone” that template to configure the model devices with minimal effort

· Display list lets you quickly navigate to a specific device and display its detailed properties

· Custom filters can be set-up to quickly identify devices based on user-defined criteria

Implementing this Solution

· Insta l ls on a PC

· Network devices can be automatically discovered and grouped by basic criteria

· Printing devices can be grouped logically for example by department or workgroup

· Device conditions are detected using a highly optimized method of polling

Web Image MonitorWeb Image Monitor firmware is built into the controller of every Ricoh device. It enables all settings to be managed via a typical web browser (e.g., Internet Explorer), by simply inputting the machine’s IP address as the URL. Users and administrators can browse the current machine status, job queues and error histories, and monitor status (e.g., paper and supply levels, on/offline status). Web Image Monitor controls one device at a time. Security-related features of Web Image Monitor include:

· Set IP Address Range (IP Filtering)System administrators can restrict authorized connections to the print controller from those hosts whose IP addresses fall into a particular IP range. In this way the administrator can block departments from using a specific device, or restrict users from sending scanned files to competitors, for example. Commands or jobs sent from nonauthorized IP addresses are simply ignored by the print controller.

· Network Protocol SecurityThe system administrator can enable or disable IP protocols, thus controlling the different network services provided by the print controller to an individual user (e.g., TCP/IP, FTP).

SmartDeviceMonitor and its web-based companion utility, Web SmartDeviceMonitor, are more advanced utilities for managing multiple devices simultaneously on a network. SmartDeviceMonitor allows administrators the ability to change and download driver default settings and more. SmartDeviceMonitor can also provide limited information about other vendors’ devices so that IT managers can use a single utility to monitor all printing devices on the network. A “light” version intended for end-users, SmartDeviceMonitor for Client, is installed on client desktops and allows users to view the status and availability of networked Ricoh peripherals. Security-related features of SmartDeviceMonitor include:

· Change Community NameTo address Simple Network Management Protocol (SNMP) vulnerability, the system administrator can change the Community Name of networked hardware devices from “Public” to another more secure name. If this security measure is activated, the Community Name (for the software) must have the same name as the connected Ricoh output device.

· Restrict User AccessSystem administrators can control user privileges through the User Management Tool. This activates a menu for review of the peripherals authorized for use by User Code and User Name. All Ricoh-supported peripherals on the network are listed, and a simple click on the device accesses a menu that restricts or enables access to the device for individual users. For example, administrators can block Marketing users from accessing the Human Resources MFD hard drive.

Web SmartDeviceMonitor requires no special software and allows remote administration and configuration of devices from anywhere using a web browser. By clicking on a listed device, the administrator can view current

device conditions (e.g., paper depletion, toner level, memory levels, counter/configuration information). It also displays early warnings (e.g., low toner, almost out of paper) and conditions that indicate a halted device (e.g., paper jam, no toner, cover open). These alerts can be automatically emailed or sent by text message to support personnel.

Implementation of Web SmartDeviceMonitor is easy:· It installs on a Windows server (supports IIS and Apache).· Network printers or MFDs are automatically discovered by the software, and a device

database is built.· After discovery, devices can be grouped for easier administration (up to 1,000 devices

per group).· It can operate across multiple IP segments or subnets, so devices can be centrally

supported regardless of location.· The scalable enterprise-capable solution allows support of devices located on multiple

floors, between buildings or between cities across the agency wide-area network.

The key advantages of Web SmartDeviceMonitor (and the included Device Management Module) follow:· Allows support personnel to remotely monitor, configure and centrally manage network

printing devices· Assists IT managers, help desk and printer support personnel in providing

proactive management of network printing workflow· Automates administrative tasks (e.g., device discovery, group management, remote

firmware updating, batch configuration)

The benefits of Web SmartDeviceMonitor include:· Ability to view all devices in error with one click.· Reduced printer-related support calls· Improved service response time· Streamlined print support· Lower device administration burden· Increased peripheral reliability and performance

@ remote-is a new remote service for networked output devices connected in a LAN/Broadband environment, letting customers use them with greater convenience and peace of mind. The @Remote management system facilitates remote device management for a networked fleet of multifunctional products and printers. The tool auto-discovers connected MFPs and laser printers, and sends intelligent alerts to automatically

notify agencies of devices needing service and toner. The system also enables remote firmware upgrading and device adjustment, and provides remote access to device utilization reporting.

· The @Remote solution collects print, copy and fax output usage data for Ricoh devices. Other benefits are that toner and service alerts are sent in real time and device firmware may be upgraded on a scheduled basis.

· A new feature of @Remote is the capability to provide Green Reports that make it easy to see whether a print fleet meets environmental and cost-saving expectations. Agencies can track a variety of environmental metrics related to the amount of energy and paper consumed by each managed Ricoh device. We can also estimate how much electricity managed Ricoh devices consume monthly and identify how much time each device spends in the operation, print-ready, sleep and other energy-saving modes. @Remote allows administrators to set priorities for improving current environmental performance, raising existing benchmarks or complying with their sustainability policies. Agencies can receive a variety of reports showing these metrics.

Main Tasks of @Remote

1. Minimize manual tasksFor example, meters/counters of network-connected MFP and printers are read automatically. Previously, tasks associated with collecting and reporting meters/counters such as the customer checking the meter/counter, then filling out a postcard or making a call, are no longer necessary.

2. Monitor Fleet Activity Besides the total pages printed by each printer, the service reports detailed device usage information, such as usage of each page size, double-sided printing rate, color/monochrome breakdown, and usage in each mode (copier, printer etc.).

Periodic monitoring of each device on the network keeps track of the connection status and usage of each device.That information can be employed in the user's device management, and we can also provide the user with proposals on how to use the devices, based on the environment in which they operate.

3. Automating Service Call notification to minimize downtime

A device's self-diagnostic data is automatically forwarded to the Data Center in the event of a breakdown or other problem.The service provider receiving the information can take immediate and appropriate action, making rapid CE or Service Technician arrangements to simplify the process of requesting a repair, and minimizing device downtime.

Transition/Phase-In, Installation and Support- Ricoh is unique in the sense that we believe a successful implementation starts and ends with the customer’s expectations fully understood and fully delivered. To that end, we customize this phase of our relationship based on completion of document audits, approved recommendations, logistics, and network compliance.

Our standard time for delivery is within a 30 day maximum, from the date of the receipt of a valid and accurate PO. The standard delivery will take place Monday through Friday between the hours of 7:00am and 5:00pm. Ricoh agrees to deliver (1) additional toner supply for each device installed. Upon receipt of the ordered equipment, a Ricoh Customer Service Representative will contact the customer to verify the installation date and to confirm the address. Ricoh will provide 3 days notice for all installs. Once the actual installation has been made; satisfactory completion of said delivery. This establishes the active installation within the Ricoh system and the billing commences. Ricoh can also customize delivery for "off hours" with a 30-day notification in writing; however, additional charge may be assessed based on the "off hours" time of the day, weekends or holidays.

Ricoh strives to make the transition period as flawless as possible. Our Account Management Team will meet with key personnel upon award to draft an implementation plan and timeline. A sample is outlined below:

Installation Plan -

Task #Sample Rollout

ResponsibilityTask NamePlanning Phase

1Provide agenda for post award meeting which will be held within 5 days of award Ricoh

2

Hold Post Award meeting with CUSTOMER Project Manager and/or CUSTOMERCorporate ( within 5 days of award) All

3 Provide & review list of equipment with current configuration CUSTOMER4 Provide & review list of key operators/end users for each location CUSTOMER

Provide specs and guidelines for installing equipment Ricoh5 Prepare and deliver “test” unit within 5 days of award

6Develop communication plan, identify milestones- including roles and duties, required network support, etc All

7 Finalize and approve plan- including estimated timing. All8 Provide meeting notes to all participants Ricoh

Survey/Analyze Phase9 Determine equipment/document management needs with on-site evaluation Ricoh10 Meet with department or key operators, as necessary Ricoh11 Provide recommendation on equipment needs and costs Ricoh12 Go/no go decision CUSTOMER

Implementation Phase13 PO issued CUSTOMER14 Order Equipment Ricoh15 Estimate timing based upon Ricoh equipment availability/order status Ricoh16 Approval on any changes from initial estimated timing CUSTOMER17 Equipment shipped by Ricoh Ricoh

18Equipment set-up/model and serial number identified on front of unit w/ service and supply number Ricoh

19 Communication to end user(s)/key operator and/or network team Ricoh20 Install equipment - including any network support and Security required Ricoh20 Training with end user(s) and/ or key operators Ricoh

Post Implementation Review21 Provide agenda for Post Implementation meeting Ricoh

Ricoh’s delivery, installation, and training strategy for implementation illustrates the ability to provide specified equipment, manage successful transitions, and provide necessary training to ensure that end users understand proper equipment functionality. Ricoh’s strategy covers three distinct elements:· Installation preparation and logistics· Staging/del ivery· T r a i n i n g

Staging and Setup Guidelines -Staging and setup takes place at one of Ricoh’s Authorized Servicing locations in order to minimize disruptions to the end user customer’s operations. Organization of the equipment by models and accessories allows a quick visual inspection. Equipment will be set-up with model and serial number identified on front of unit as well as the 1-800 service and supply number once the equipment passes the thorough quality check, it is it is then staged for delivery according to the project plan.

Installation Planning/Preparation -Within the predetermined time frame for installation, Ricoh will meet with the Administrative Office of the U.S. Courts to coordinate pre-installation activities. They include:· A meeting will occur with the appropriate IT staff and project leaders· Availability of proper electrical configuration· Adequate space

Determinations will need to be made on the following itemsa.) IP addresses to be used by department locations need to be assigned, along

with subnet, gateway, DNS, and any other pertinent network information. Email

server information will need to be determined,b.) Drivers to be selected for standardizationc.) Print server/print directly to printer to be usedd.) All preliminary responsibility to be determinede.) Determine use of scan to email and integration with LDAPf.) Determination of scan to file by department shared folder or individualg.) Determination of a timetable for all

· Designate a key operator.· Estimate supply requirements.· Establish contacts and procedures for inquiries regarding billing and administrative questions.

Pre-Delivery -Prior to deliveries, Ricoh will arrange a walk-through inspection pertaining to the equipment delivery and the Administrative Office of the U.S. Courts key end users. At this time, during the walk-through, Ricoh will confirm the following, which will eliminate any problems on the actual delivery date:

· Electrical requirements have been met and there is adequate space for the unit.· Ensure network drops for connected units are installed and analog phone lines are in place for the

fax option.· Meet the key operators to set appointments for operator training and discuss any special training

requirements.

Key Operator Training and Support -Ricoh training personnel will be on site at each location immediately after installation to provide complete key operator training. Ricoh Customer Service Representatives (CSRs) will also be notified of any units that are pending network connection (if required) and schedule a training session to provide instruction on using the additional print, fax or scan capabilities of the newly installed unit. Retraining sessions will be provided to the Administrative Office of the U.S. Courts contract users anytime during the contract period at no additional charge.

The Ricoh Customer support representative will schedule and conduct training of the designated key operator(s) and the casual operators. With the Administrative Office of the U.S. Courts contract user’s approval, training will be conducted in the following manner: All departments will be notified in advance of the change in equipment. Designated groups of department heads and key- operators will meet in a seminar where instruction booklets will be distributed and discussed.

Compliance with 508 -All units proposed is Section 508 compliant. To meet the requirements under Section 508, we have established product compliance evaluation protocol. Our evaluation is based upon the following methods:

Checklist Evaluation: over 250 checklist items derived from Section 508, Access Board Standards, and other human factors standards and guidelines

Usability Evaluation: simulating a variety of common tasks performed by users with various impairments

Voluntary Product Accessibility Templates (VPAT) are available for compliance on each of our units. Full details of compliance can be found at: http://www.ricoh usa.com/about/accessibility/accessibility.aspx? alnv=access

Security and Privacy- Ricoh USA, Inc., a leading provider of high-performance office technology, is dedicated to helping you address unique and varied security challenges as they emerge. Ricoh has developed a comprehensive suite of security solutions and options for its multifunctional products (MFPs) and printers that are designed to help protect printed and electronic data content against opportunistic or targeted threats, both internal and external. Since 2002, Ricoh has offered enhanced multifunctional product (MFP) and Printer security options and features.

Ordering- Any trade-in allowances offered will be done on an open market basis as needed.

A dedicated Judiciary website will be made available for ordering, order processing, order tracking, supplies and maintenance calls. The portal will be available within 30 days of contract award.

Reporting Requirements- Ricoh agrees to provide reports as outlined in this RFQ. The report requirements can be organized by the Administrative Office of the U.S. Courts locations to include, at minimum, information such as: Location, MFD serial number, Contract number, Make, Model, Band Level, Contracted Monthly Usage Level, Actual Number of Copies Produced, Install date, anticipated Pick-up/End of Lease Date, Term of Lease, Uptime/Availability percentage, and the total award value. The Administrative Office of the U.S. Courts personnel will have the ability to select required fields for their individual reporting needs.

References-

(1) U.S. Department of Energy 1000 Independence

Avenue SW Washington DC

20585

Contact: Anthony B. Nellums,

Management Analyst

[email protected]

ov Phone: 202-586-6064

Total Annual Contract Value: $1,500,000

Agency Contract Work Description: Ricoh USA has a 10 plus year relationship with the U.S. Department of Energy for both hardware and professional services under a multimillion dollar enterprise wide BPA. The hardware component consists of 500 plus units both at headquarters and around the country to fulfill program office imaging requirements. The units are predominately digital multi-functional devices supporting DOE departments with some production devices in their reproduction shop. The devices are networked connected with integration for capture and workflow. Additional units are added on an ad hoc basis throughout the year. This past spring, a 101 unit refresh occurred equaling $600,000. An additional refresh equaling $700,000 is occurring in August and September.

Additionally DOE has two copier/print centers with high volume color and black & white production units. These centers are totally equipped with Ricoh products.

Throughout the 10 year business relationship, the U.S. Department of Energy has consistently vetted Ricoh for ongoing performance. Part of the process is quarterly business reviews to assess overall performance, monitoring, uptime, consumables and service deliverables for maximum optimization as advised by the Department of Energy. With the ongoing consultative partnership and open dialogue of transparency, Ricoh has become a trusted advisor to the U.S. Department of Energy.

(2) Administrative Office of the U.S. Courts, Washington, D.C.

Contract: GS-35F-0085U

Point of Contact: Doug Trent

Phone- 202-502-2420

Email- [email protected]

Agency Contract Work Description: Ricoh USA has multiple placements of Ricoh digital MFD’s within the US Courts throughout all of the 50 Unites States. One of those locations is with the Administrative Office of the U.S. Courts in Washington, D.C. in which Ricoh has a four year plus relationship with. We have placed (29) Ricoh digital MFD’s totaling $375,000 in value. The units are 60 pages per minute units providing the AO with walk up copying and network printing capabilities.

(3) U.S. District Court Los Angeles, California

Point of Contact: Joseph James- 213-894-4782, Gerard McLiam- 213-894-4782, Shelly Root-213-894-0576

Contract Value: $550,000

Agency Contract Work Description: Once again, Ricoh USA has multiple placements of Ricoh digital MFD’s within the U.S. Courts throughout all of the 50 Unites States. Another one of those locations is with the U.S. District Court of Los Angeles, California. They have approximately 33 Ricoh MFD’s along with InfoPrint Check Devices - QDirect Software. In the near future, they are looking to purchase a Ricoh mail solution along with 30 - 60 Ricoh print devices.

(4) Public Defenders San Francisco, California Point of Contact: Don Watts-415-436-7700 Contract

Value: $88,000

Agency Contract Work Description: Once again, Ricoh USA has multiple placements of Ricoh digital MFD’s within the U.S. Courts throughout all of the 50 Unites States. Another one of those locations is with the Public Defender’s Office in San Francisco, California. They’ve purchased (3) three Ricoh MPC 8002 MFD’s for San Jose, San Francisco and Oakland. They are soon to be placing an additional device for Oakland. Also acquired through Ricoh, is the NSI Autostore software solution for scanning and OCR on all MFD devices

.

(5) Agency Name: Fort Bragg, NC (One of multiple Army posts throughout the US with Ricoh placements)Agency Contact: Carol Harrington

Agency Contact Phone Number and Email: 910-396-9527, [email protected]

Contract Number: W91247-09-F-1N02

Dates of Performance: Base plus 4 option years

Total Annual Contract Value: $8,175,229.00

Agency Contract Work Description: Actively manage fleet of 1,761 Ricoh MFD’s across multiple commands and tenant organizations at Ft. Bragg. To manage the contract effectively, Ricoh has a team of six onsite technicians and network analysts, as well as, a full time contract manager.

(6) Agency Name: Transportation Security AdministrationAgency Contact: Dave Masiero

Agency Contact Phone Number and Email: 571-227-3924, [email protected]

Contract Number: HSTS03-12-JCIO300

Total Annual Contract Value: $6,000,000.000

Agency Contract Work Description: Ricoh has been awarded a single source award for the Transportation Security Administration (TSA) MFD contract. We were awarded the device replacement for the entire TSA fleet—based on our technology, nationwide service footprint, environmentally sustainable product line and cost. We have over 950 b/w and color MFD’s within TSA HQ and at every TSA location nationwide.

Ricoh has over 900 units installed at every TSA location nationwide and at the headquarters. We won the award for the entire fleet in 2006 for over 800 units and won the subsequent refresh in Jan 2012 which was for over 900 MFD’s. We continue to add units as the current fleet expires. We are the sole provider of MFD’s for TSA. The total value of their contract is over $6,000,000.00 including equipment, service and supplies. Volume bands range from 1 to 4 and include both b/w and color MFD’s. Our service performance on average meets or exceeds the 4-6 hour standard. The best measure of our performance is evidenced by the fact that the TSA continues to acquire equipment and services from Ricoh.

(7) U.S. Department of Labor Contract: GS=35F—0085UPoint of Contact: Charlie DeCeasar Phone- 972-850-4411

Email- [email protected]

Agency Contract Work Description: Ricoh has a long standing relationship with the U.S. Department of Labor. Multiple procurement officers have procured Ricoh MFD’s throughout the United States. One of those procurement officials is Charlie DeCeasar. He is a Supervisory Contracting Officer at the U.S. Department of Labor in Dallas, Texas. His responsibility is procurement coverage for DOL for multiple states within the southwest region. In that region he has procured over 60 Ricoh MFD’s totaling $300,000.

Additional reporting options that can be added to your contract TRAC SolutionTM for MDS (Open

Market Only)

Our Trend Reporting, Analysis and Communication Solution (TRAC SolutionTM) provides unique value in the deployment of our Managed Document Services strategy. An enterprise management tool that integrates multi-vendor data and Ricoh @RemoteTM technology, it features state-of-the-art technology and robust functionality to help drive efficient fleet management and effective device rationalization.

TRAC is a true enterprise management tool that gives tremendous command over multiple disparate systems and service environments. It will help federal agencies effectively manage its document management program, including service requests, authorizations, data validation, scheduling, task coordination, inventory levels, asset and item tracking, space planning, data sharing and reporting. The enhanced automation capabilities of TRAC will also help streamline specific business processes.

TRAC is an Internet-based “software as a service” (SaaS) application for facilities and services that contains a robust reporting system available real-time and fully accessible to users with appropriate rights. No software needs to be loaded or supported, significantly minimizing IT involvement and capital investment. Internet access ensures that the data is always available, and multiple locations can be managed via a single system. TRAC maintains a robust hierarchy based on user log-in names that allow users to view only job-appropriate data.

The TRAC system is a modular hosted solution that can be configured to work with the specific needs of each agency. TRAC is one of the only comprehensive solutions that can address asset management, help desk support and reporting. This end-to-end tool is a hosted solution and can be modified as the requirements of agencies change over time.

Utilizing TRAC, we will manage all Ricoh copier-based assets and any printer-based asset under contract regardless of manufacturer or vendor, per the RFQ. TRAC will provide our team with proactive notifications

on many networked devices.

TRAC uses online controls to help reduce costs and improve return-on-investment (ROI), efficiency and productivity through the following modules:

• Asset ManagementThis module provides a single point of access for information about the entire agency fleet. It allows us to monitor multiple devices from multiple manufacturers— easily viewing a range of pertinent details. GSA may choose from standard options (e.g., location, IP address, contract terms, device-specific data) or customize fields to the organization’s unique structure and needs (e.g., cost center codes).

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· Service Request ManagementTRAC provides a turnkey solution for managing service requests related to printers, copiers and multifunctional devices (MFDs). It integrates seamlessly with help desk technology, so that the County’s IT personnel can generate a trouble ticket and automatically route it to TRAC. It also integrates with our service management system, so our technicians can quickly identify and address issues as they arise.

· Intelligent Device MonitoringTRAC communicates directly with the agency’s output devices to monitor and provide real-time device usage, consumable usage and service information and to facilitate centralized reporting and analysis. Using this data, our experts can help the agency achieve a balanced deployment that maximizes utilization and productivity.

· Inventory ManagementThis module gives us a clear view of each agency’s inventory and use of consumables (e.g., paper, toner). Because of its multivendor engine, TRAC provides visibility into the current inventory by device, department and manufacturer. With that insight, an agency can be more efficient and cost-effective


in using the equipment it has. We can also use that data to help each agency secure more favorable supply pricing.

TRAC allows each agency unprecedented visibility and control over its enterprise fleet:

· Accurate Total Cost of Ownership (TCO) DataTRAC will make planning and budgeting for the fleet easier, with cost reports based on actual use and not just industry averages.

· Proactive NoticesTRAC will keep each agency up-to-date on equipment warranty expirations, toner levels and other important milestones.

· Remote MonitoringTRAC will provide both the agency and our team with hourly and daily reports on urgent issues (e.g., paper jams, low supply levels).

· Business IntelligenceTRAC will allow more powerful analysis, using reports that help rationalize equipment and consumables choices, and optimize business processes.

Ricoh will maintain a database related to fleet inventory including third-party devices under management. This includes but is not limited to the brand, model, category, volume, cost, configuration, serial #, asset tag # (if applicable), IP address, location, installation date, contact name and billing information.

NSI AutoStore utilizes your existing infrastructure and captures information from your multifunction peripheral, smartphones, emails, fax servers, shared/public folders, FTP sites, Microsoft Office applications, PC desktops, XML data streams, and other sources. The captured information is then processed based on your organization’s predetermined workflow. Scanned images are enhanced for improved readability, text can be converted into editable electronic information, barcodes can be read, resulting in rich information to be used for later retrieval. Once processing is complete, the

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documents and the keywords describing them are distributed to any number of locations. Destinations can be fax, email, stored in a document management system (DMS), sent to FTP sites, secure network folders, or even multiple destinations simultaneously. And all of this is effortlessly performed by your staff by just pushing a button on the front panel of the device. That’s it. The workflow happens immediately, ensuring your information goes where you want it to go quickly and accurately every time.

This is all possible due to AutoStore’s customizable workflows and personalized MFP menu panels. With the help of the AutoStore Process Designer, workflows can be pre-configured and saved, to reduce the amount of manual steps required by the end user. This simple and easy-to-use capability eliminates manual processes, which reduces user errors and results in accurate and efficient document processing.

NSi Output Manager (Enterprise)

Distributed print and data stream management

This market is defined as documents or data streams generated by centralized platforms such as mainframes, AS/400s, UNIX servers, ERP systems (e.g. SAP, Oracle, PeopleSoft) or even EHR systems (e.g. EPIC, McKesson, etc.) destined for secure output to network printers or even maintained as electronic files requiring transformation to knowledge worker usable documents bound for line of business applications. It is important to recognize that the success of the operation is incumbent upon the guaranteed output of information to printers in this category. As in the office printing use case previously provided, NSi Output Manager once again is positioned between the line of business application and the output devices, ensuring the secure and accurate output of business critical information to the distributed printers. Key capabilities include the following:

· Receiving documents from a broad variety of platforms.· Dynamic routing of documents based on metadata.· Automatic discovery of all print devices on the network.· Monitoring of print devices.· Manual and automated failover.· Transforming formats of print jobs (PDF, PostScript, PCL) to match capabilities of the printer.· Tracking and auditing of all documents.· M o d i f y i ng j o b s b a se d o n ru l e s : o

Se a r ch a n dreplaceo Bursting, merging documents

o Inserting overlays, bar codes, etc.

· Generally simplifying the management of the document delivery process.


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