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General Hospital Proposal Toledo Distribution Company.

Samantha Ackerman Chief Financial Officer Toledo Distribution Company [email protected]

16/2020 Samantha Ackerman Chief Financial Officer One Service Lane Toledo, OH 43600 Aadesh Mahadik Vice President of Purchasing General Hospital Toledo, OH 43666 Dear Mr. Mahadik, Thank you for meeting with me this past Monday to explain your hospital document management needs. At this initial meeting I hoped to gain a better understanding of General Hospital’s existing document situation and discover potential needs. With our years of experience and leading edge technologies, I feel like TDC would be able to provide a superior solution in addressing the needs and goals we uncovered. I believe this document will outline just how we will accomplish that. During our meeting, we discussed your existing situation and expectations. After our meeting, you provided a Request for Proposal. Below is an overview of your requirements based on both our meeting and your RFP:         

General Hospital is not satisfied with its current aging copier situation The copiers breakdown multiple times throughout the week You are concerned with slow repair time and high repair costs General Hospital is looking to replace 7 different copiers and add aspects to your marketing efforts Solutions must be HIPPA compliant, be green friendly and have high quality General Hospital is open to software to reduce copying and storing paper copies General Hospital is looking for security measures for patient documents Project Budget of $150,000 In house training to help train General Hospital employees on basic copier issues

After assessing the current document situation at General Hospital, Toledo Distribution Company is able to provide practical solutions that are unique to General Hospital’s needs. TDC is committed to offering the most cost-effective means to reduce downtime and maximize productivity and security for all. At Toledo Distribution Company, we recognize that as a reputable hospital, General Hospital should be focused on providing quality, reliable care to patients instead of having copier problems. Toledo Distribution Company hopes to restore the focus on improving General Hospital’s relationships with its patients and improve the overall productivity of General Hospital. Given TDC’s proven success and

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experience, along with a genuine desire to improve the current situation, TDC is confident that we can exceed the expectations of General Hospital. This proposal contains two solutions. The first solution offers General Hospital the option to purchase the proposed copiers and directly corresponds to the requirements outlined in your RFP. In the second solution option, I show the leasing costs of same solution as the first solution (for a summary of each option and comparison, please see Appendix A). Option A provides the key requirements you have outlined. We are able to provide seven copiers with the basic capabilities you requested, volume in accordance with current needs, ways to reduce paper usage, and features directly addressing HIPPA compliance. I have included electronic image editing, scan to email and automatic duplexing on all machines, which will help in both HIPPA and reduced paper usage. I believe you will find that we do so in a way which will also reduce labor cost as we have the fastest machines on the market place, with the best technology. For example, as I recommend PIC machines, you will have state-of-the art technologies which allow for better electronic organization and administration of documents and technologies that speed copier production while providing the easiest use available. The second solution B offers General Hospital the option to lease all equipment. We will be showing you options for 5-year leases but they can be made shorter time limits if needed. All seven copiers needed will be allowed to be leased. These copiers will fill the basic capabilities you requested, volume in accordance with current needs, ways to reduce paper usage, and features directly addressing HIPPA compliance. I have included electronic image editing, scan to email and automatic duplexing on all machines, which will help in both HIPPA and reduced paper usage. I believe you will find that we do so in a way which will also reduce labor cost as we have the fastest machines on the marketplace, with the best technology. For example, as I recommend PIC machines, you will have state-of-the art technologies which allow for better electronic organization and administration of documents and technologies that speed copier production while providing the easiest use available. All options include the following unique competitive advantages, not available from any other distributor:      

Sells Taejon Sells PIC Privately held employee owned company Sell only new equipment Train the trainer Values user opinion in future technology decisions

We are able to meet your key criteria as follows: In Appendix B, you will find a pricing comparison for each of the two options. Option A costs $113,222.68 and option B costs $145,018.04 respectively. These prices include toner, paper, electronic image editors, scan to email, finishers, automatic duplexing and many other features. At the end of Appendix B, I give my personal recommendation to what might be best for General Hospital.

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When implementing this new copier solution at General Hospital, Toledo Distribution Company Is dedicated to providing a comprehensive 5-10-day training program to ensure a smooth transition. A proposed plan for this training is included in Appendix C. This training is included at no additional cost to you and will allow us to meet your desired goal in terms of training every individual on basics and one administrative person in each department as a key operator. You will also find an Appendix D that delineates delivery and implementation timelines, and provides a summary of all other business and legal issues. Per your request, I have also included a letter of recommendation in Appendix E. In order to accept this contract and proceed in selecting a Toledo Distribution Company Solution that will improve the copier situation at General Hospital, please sign the Purchase Agreement Acceptance found in Appendix F. Finally, specification sheets for each copier included in any option have been included in Appendix G. Toledo Distribution Company is pleased to provide you and your staff with our response for the General Hospital Request for Proposal to provide copier systems that best meet General Hospital’s current and future needs. Our team at TDC has taken your request to provide reliable, cost, and quality copier systems for General Hospital very seriously. Through our proposal, TDC has demonstrated we are committed to General Hospital patients, staff, and administration. We have developed customized solutions based on your needs, situation, and goals. I hope that you will agree that our team has extensive hospital experience, and our proven approach and results solidify a trust that we will deliver and performance you can count on. Sincerely,

Samantha Ackerman Vice President of Sales Toledo Distribution Company

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Toledo Distribution Company Mission and Values Mission To provide products and services which help organizations to process information and improve workflow.

TDC Vision To be a world leader of technology products and services.

TDC Values            

Accountability: We accept responsibility for our business decisions. Balance: We strive for balance in our business decisions, customer relations and work life for employees. Challenge: We challenge status quo with innovation. Collaboration: We work together with mutual respect. Community and environment: We support our community and engage in environmentally friendly business practices. Compassion: We engage in commerce with concern and understanding for others. Diversity: We are dedicated to diversity and inclusion within our own organization and as a principle by which we do business. Excellence: Superior performance and outcomes in all that we do. Integrity: Honesty and sincerity in our business practices Fun: We work hard to be a company that promotes doing business in a manner that inspires and creates. We make time for fun. Philanthropy: We believe in being a company that contributes to society and our community. People First: Our employees and customers come first; they are the basis of our success.

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Appendix A: Overview of Options Option 1: Buy 7 Copiers as outlined in RFP

10% Quantity Discount (2 PILV 200, 1 PILV 300)  12% Quantity Discount ( 1 PILV 400, 3 PILV 500)  3 year warranty  Electronic Image Editing,  Scan to Email  Automatic Duplexing  Security Systems  Purchase 24/7 service for 3 years  Diagnostic System  2 hour response time Key Benefits:  One-time easy payment  Stability of pricing  Cheaper when looking forward 

Option 2: Lease 7 Copiers over 50 Months

         

10% Quantity Discount (2 PILV 200, 1 PILV 300) 12% Quantity Discount ( 1 PILV 400, 3 PILV 500) 3 year warranty Electronic Image Editing Scan to Email Automatic Duplexing Security Systems Purchase 24/7 service for 3 years Diagnostic System 2 hour response time

Key Benefits:  Monthly payment options  Different lengths of leases available

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Appendix B: Pricing for Options A, B Charitable Contributions Office: (Discounts are computed as follows: purchase price times discount percentage) Copier Type

PI MV400

Features/Supplies/Warranty Monthly Volume: 65,000 copies Automatic Duplexing Network Interface Card Shredder + Automatic Document Feeder + Electronic Image Editor + Finisher + Scan to Email Black Toner Cartridge Staples 8.5 x 11 Recycled Paper 11 x 17 Recycled Paper Quantity Discount

Total

Buy Price

Lease Price

$13,923

$301/month

------$1,428 $816 $2,499 $1,000

-------

$204 $17 $51 $77 $1,670.76 $13,855.6 4

$31/month $17/month $54/month $17/month $204 $17 $51 $77 $1,670.76 $6576.15/month or $14,543 over 5 years

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Dr. Pullin’s office in Administration:

Copier Type

PI LMV300

Features/Supplies/Warranty

Lease Price

Monthly Volume: 50,000

$7,956

$172/month

Automatic Duplexing Network Interface Card Shredder + Automatic Document Feeder + Electronic Image Editor + Finisher + Scan to Email Color Toner Cartridge Staples Brochure Paper (5000 sheets)

------$1,428 $816 $2,499 $1,000 $179 $17 $102

------$31/month $17/month $54/month $17/month $179 $17

8.5 x 11 Recycled Paper 11 x 17 Recycled Paper Quantity Discount Total

Buy Price

$51 $77 $795.60 $13,329.40

$102 $51 $77 $795.60 $703.74/mont h or $17,090.40 over 5 years

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Human Resource and Legal Department:

Copier Type

PI HV500

Total

Features/Supplies/Warranty

Buy Price

Lease Price

Monthly Volume: 90,000

$20,196

$438/month

Automatic Duplexing Network Interface Card Shredder + Automatic Document Feeder + Electronic Image Editor + Finisher

------$1,428 $816 $2,499

------$31/month $17/month $54/month

+Scan to Email Color Toner Cartridge Staples 8.5 x 11 Recycled Paper 11 x 17 Recycled Paper Quantity Discount

$1,000 $204 $17 $51 $77 $2,423.52

$17/month $204 $17 $51 $77 $2,423.52

$23,864.4 8

$865.61/mont h or $31,345.48

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Doctors without Borders Office:

Copier Type

PI LV200 x2

Total

Features/Supplies/Warranty

Buy Price (x2)

Lease Price (x2)

Monthly Volume: 50,000

$11,658

$252/month

Automatic Duplexing Network Interface Card Shredder + Automatic Document Feeder + Electronic Image Editor + Finisher Color Toner Cartridge Staples 8.5 x 11 Recycled Paper 11 x 17 Recycled Paper Quantity Discount

------$2,856 $1,632 $4,998 $358 $34 $102 $154 $1,165.80

------$62/month $34/month $108/month $358 $34 $102 $154 $1,165.80

$20,626.20

$1084.57/month or $26,842.20

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Main Campus Medical Records:

Copier Type

PI HV500 x2

Total

Features/Supplies/Warranty

Buy Price (x2)

Lease Price (x2)

Monthly Volume: 90,000

$40,392

$876/month

Automatic Duplexing Color Copying Network Interface Card Recirculation Single Sheet Bypass Automatic Document Feeder Electronic Image Editor Shredder Finisher Black Toner Cartridge Color Toner Cartridge Staples 8.5 x 11 Recycled Paper 11 x 17 Recycled Paper Quantity Discount

----------------$4,998 $306 $408 $ 34 $102 $154 $4,847.04

----------------$108/month $306 $408 $34 $102 $154 $4,847.04

$41,546.96

$1907.22/mont h or $55,196.96

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Content Management Software (Optional): Product

Add-ons

Price

Content Management Software

Software (unlimited users and software)

$50,000

Pre-installation

$2,500

Design (10 hours)

$2,500

Testing and Installation (20 hours)

$3,500

Total

$58,500

TOTAL:

Option #1: Buy 7 Copiers Outright    

(3) HV500 (2) LV200 (1) MV400 (1) LMV300

TOTAL PRICE: $113,222.68

Option #2: Lease 7 Copiers (60 Months)    

(3) HV500 (2) LV200 (1) MV400 (1) LMV300

TOTAL PRICE: $145,018.04

Based on these price points, I would recommend option A because of stability and it is cheaper in the long run. It makes service easier and it also makes for ease when sharing documents. Service updates can be implemented, so there is no worry regarding outdated systems.

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Appendix C: Training Schedule Training is set up for 10 days, this usually runs Monday-Friday at the times listed below. We recommend employees being trained go to at least 5 different sessions throughout the 10 day period. Days and times can be negotiated, sessions can be conducted on weekends as well. This schedule can always be altered to fit General Hospital’s needs. Training Day 1 10 AM12 PM

Training Day 2 2 PM4 PM

Training Day 3 6 PM8 PM

Training Day 4 10 AM12 PM

Training Day 5 10 AM12 PM

Training Day 6 2 PM4 PM

Training Day 7 6 PM8 PM

Training Day 8 2 PM4 PM

Training Day 9 10 AM12 PM

Training Day 10 2PM4 PM

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Appendix D: Implementation, Business and Legal Issues Delivery/Installation: “We will allow a maximum of three days for installation for the units.” Sendai complies. Units will be installed within 3 days of delivery by our expert technicians. Service/Warranty Every product and software carries 24-hour service for 90 days after the installation is completed. After the 90-day period the manufactures policies or purchased service agreements are in effect. 24 Hour Service: 5% of the initial sales price. Can be purchased at any time. Three-year term for the same machines if purchased after the first year of ownership. Five-year term if purchased at the time of the sale. The fee (.05%) is a one-time fee; there are no recurring fees during the 3 and 5-year terms.

PIC guarantees the copy quality and reliability received from each copier when first installed will remain the same for the entire 3-year period. Should it fail and cannot be repaired, PIC will replace it free of charge with a new copier of equal or greater capability. PIC also guarantees a 2-hour response time during normal business hours for all emergency repairs.

Warranty: Toledo Distribution Company follows the service and warranty policies of the manufacturers at no additional cost to the customer. Additional Year of Warranties: Parts, service charges and travel are included. The yearly fee is 3% of the initial purchase price. One-year terms only. No credit if warrantee is not “used.” Terms can be renewed at the same price. Perfect Image Corporation (PIC) will keep all purchased machines in good working order and will make all necessary adjustments, repairs and parts replacements free of charge during normal business hours on an exchange basis for a three-year period from the date the copier is shipped by PIC provided that said adjustments, repairs or parts replacement is not needed because of misuse of equipment, negligence, or equipment alteration by non-PIC personnel. This warranty is transferable as long as it is valid. In addition, PIC guarantees the copy quality and reliability received from each copier when first installed will remain the same for the entire 3-year period. Should it fail and cannot be repaired, 14

PIC will replace it free of charge with a new copier of equal or greater capability. PIC also guarantees a 2-hour response time during normal business hours for all emergency repairs.

Prompt Payment Terms Payments for leases will be every month on the 15th day. Leases PIC offers two operating leases. The standard lease is for a 5-year period. Prices listed in the standard price sheets are for five-year leases. The rate for anything less than five years is calculated by simply adding 10% to the rate charged for the five-year lease. PIC covers all standard maintenance and repair on leases for up to three years. Four and five-year leases are required to place a down payment equivalent to the cost of a service agreement for each additional year beyond the third year. Returns TDC will accept returned equipment for up to four (4) weeks after delivery.

Trade-Ins To ensure you are getting the best deal for your money and time, TDC accepts only trade-ins for machines it does/has carried. The value of the trade-in is based on straight-line depreciated value (based on an average five-year life). However, TDC is able to buy-back at current market value (generally copiers depreciate at 20% per year for four years. After four years, the value is considered salvage and is set at 8% of the original list price of the machine. These trade-ins are rehabilitated and sold in the used machine show room. Software Upgrades Transfer of data at no charge if current software is 5 years old or less. If the software is greater than 5 years old, data transfer fee applies. Charitable Donations TDC has a charitable Donation Program. The amounts below represent the value of the donation to the charity. The donation value will NOT be used to reduce any current sales quotation. The amounts below represent what the charities report to the IRS.

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Low Volume Machines $800 per machine Medium Value Machines $1,500 per machine High Volume Machines (3 Color and black and white) $3,000 High Volume Machines (Brochure copiers; full color) $3,500

Legal Terms Contracts are subject to State of Ohio Laws Indemnification Each Party shall defend indemnify and hold harmless the other Party, including Affiliates and each of their respective officers, directors, shareholders, employees, representatives, agents, successors and assigns from and against all Claims of Third Parties, and all associated Losses, to the extent arising out of (a) a Party’s gross negligence or willful misconduct in performing any of its obligations under this Agreement, or (b) a material breach by a Party of...