Item C13BOARD OF COUNTY COMEVUSSIONERS
AGENDA ITEM SUN1MARY
Meeting Date: , March 20, 2013 Division-. FWD/Engm' eer n,g.
P ulk Item: Yes X No � Department: En ' eern
Staff Contact Person/Phone #: 'Tina LoSacco 14426
AGENDA ITEM WORDING: Approval to execute Addendum to lease Agreement # 200-5031993-0001
between Monroe County and Canon Financial Services, Inc. (successor in interest to Oce Financial
Services, Inc.), in order to change cffective date from 11112013 to 2'112013 and in order to change
expiration date from 111 /2018 to 21112018.
ITEM BACKGROUND. On October 31, 2012, the County entered into an agreement with Ocd North
America, Inc., in order to lease a Colorwave 300 plotter. The machine was to be delivered on
December 2012 with charges starting January 1, 2013. Although, the machine was delivered by a third
party, it was placed in a conference room untU the sales representative and his team could deliver it
with training to our office. This didn't actually take ,place until late in the day on January 25, 2013.
In light of the delivery date, Canon Financial Services has agreed to mend the dates of our contract to start
February 1, 2013 with First payment due on March 1, 2013. The addendum also extends the expiration date
by one month.
PREVIOUS RELEVANT BOCC ACTION: Done
CO T'I'1?►ACT//AGREEI N'I'CHANGES: Charges contract effective date from January 1, 2013 to
February 1, 2013 and changes expiration date from January 1, 2018 to February 1, 2018
STAFF RECOMN[ENDATIIINS: approve addendum
TOTAL COST: $30,720 MIRECT COST: N/A,_BUDGETED: Yes No
(no change In contract cost by vine of this addendum)
DIFFERENTIAL OF FOCAL PREFERENCE NIA
COST TO COUNTY:� 30.720 (no thane SOURCE OF S:..�
REVENUE PRODUCING: Yes � No X AMOUNT PER MONTH Year
AIPPROYED BY: Count Fitt OMB/Purchasing Risk Management
.,.
y y �� �
DOCUMENTATION: Included. X Not Required
DISPOSITION. AGENDA ITEM #
Revised 7/09
MO ROE COUNTY BOARD OF COUNTY COMMISSIONERS
SIONERS
Contract with:
corrrRaCT SUMMARY
Canon Financial Services Contract # 00 5031993-000
Effective ]date: February 1, 2013
Expiration Date: February 1, 2018
Contract Purpose/Description:
Change effective date on lease for Colorwave 300 plotter to February 1, 2013 from
January 1, 2013 and change expiration date of lease to February 11, 2018 from January
1, 2018
Contract Manager:
Tina LoSacco
(Name)
for EOCC meeting on 03-20-13
4426 amine enng/ 1
(Ext.) (Department/Stop # )
.e enda Deadline: 03--05-13
CONTRACT COSTS
Total Dollar Value of Contract: $ 30,720 Current Year Portion: $
Budgeted? Peso No [I Account Codes: l� � )z- o 5 Ljo
Grant: $ -- -. -
County Match: $ 0
ADDITIONAL COSTS
Estimated Ongoing Costs: $ yr For:
(Not included inI-MMIN dollar value above) ( . janitorial,
maintenance, utilities, salaries, etc.)
CONTRACT REVIEW
Changes
Date Out
Date In
Needed Reviewer
Division Director
�
Yes ❑ NoD
Risk Management
Yes.❑ No
:R, 3 �
O.M.B./Purchasing
Yesa Noo y
3-5—.
County Attorney
lot
3,4 -oe
�
YesQ o
@7
Comments:
OMB Form Revised 2/27101 MCP #2
Canon
Canon Financial Serv16
ices, Inc.
Addendum to Lease Agreement
Lease Number: 200-5031993-000
WHEREAS, Canon Financial Services, Inc. ("CFS") as successor in interest to Oce Financial Services, Inc.,
("OFSI"), and County of Monroe ("Customer") have determined that it is for their mutual benefit to enter into this
Addendum ("Addendum") to the Lease Agreement entered into between OFSI and Customer, (whether
designated a Lease, Rental Agreement, Master Lease, Term Lease, or otherwise) ("Agreement") for the lease or
rental of certain equipment ("Equipment").
NOW, THEREFORE, for good and valuable consideration, intending to be legally bound, the parties hereto
hereby agree as follows:
It is expressly agreed by the parties that this Addendum is supplemental to the Agreement and that the
provisions thereof, unless specifically modified herein, shall remain in full force and effect and shall apply to this
Addendum as though they were expressly set forth herein.
In the event of any conflict or inconsistency between the provisions of this Addendum and any provisions of the
Agreement, the provisions of this Addendum shall in all respect govern and control.
The terms and conditions paragraph(s) in the Agreement (whether designated a Lease, Rental Agreement,
Master Lease, Term Lease, or otherwise) are changed as follows;
1, All references to Oce Financial Services, Inc. or "OFSI" are hereby changed to read Canon Financial
Services, Inc. or "CFS", as the context requires.
2. The contract referenced above originally commenced on 0110112013. Due to equipment/service
issues with the equipment, CFS hereby agrees to make the following changes to this contract:
Updated/New Commencement Date: 02/01/2013
Updated/New Expiration Date: 02/01/2018
Updated/New First Payment Due Date: 03/01/2013 (payments are in arrears)
Customer agrees that CFS may accept a facsimile copy of this Addendum as an original, and that such
facsimile copy will be treated as an original for all purposes. THIS ADDENDUM SHALL BE EFFECTIVE WHEN
IT HAS BEEN SIGNED BY CUSTOMER AND ACCEPTED BY CFS.
CANON FINANCIAL SERVICES, INC. I COUNTY OF MONROE
By,
Printed name;
Title:
By:
Printed Name:
Title:
Date: f Date:
SHotstein (02212013)
Page I of 1 M 0 N R 0 E C u \1 Y ATTORNEY
APPOOVEP A& T F M
C NTHIA L. ALL
ASSISTAN' COUNTY ATTORNEY
Date r
IN CASE OF NEED CONTACT NOT NEGOTIABLE
P.O. Box 80520 AREA CODE (260) 429-3801 1 CONTRACT
delivers Fort Wayne, IN 46898-0520 BILL OF LADING & FREIGHT BILL
www.st,idelivers.com US DOT 1278850 MC 497943 NUMBER
BOOKER CODE/ TOTAL ESTIMATED* AGREED SERV. DATES
TARIFF/SECTION ASSIST CODE ESTIMATOR CHARGES FOR SHIPMENT VEHICLE NO. OR PERIOD OF TIME
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SPECIAL INSTRUCTIONS BILLING INSTRUCTIONS: Charges payable by certified check or cashier's check
WEIGHT 9-RIGINAL REWEIGH
PC C-N.!'_ (per tariff) made payable
to STI at
0 Origin
El Before delivery El Carrier shall bill above party.
GROSS
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Shipment consists sowy of containers or machinery,and shipper certifies the total
344913400
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weight of the shipment to be, Pounds,
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Shipper Signatute X
SHIPPER'S SIGNATURE FOR SPECIAL SERVICES
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DATE
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LOCATION
TIME
VALUATION STATEMENT
This shipment is released to Carrier upon the terms and conditions and limitation
of liability contained in the applicable tariff, unless otherwise noted hereon by an
authorized Carrier representative. It the shipper desires to increase'Carrier's liability,
the shipper -must 000tact the Carrier representative that registered the shipment
with Carrier and obtain Carrier's approval for such increased liability. CARRIER'S
DRIVER IS NOT AUTHORIZED TO CHANGE THE TERMS AND CONDITIONS,
-INCLUDING WITHOUT LIMITATION CARRIER'S LIABILITY, APPLICABLE TO THE
DING: Arrive: Depart Van Crew(#). Initials
DEST:. Arrive: Depart.
Van Crew(#): Initials
SHIPMENT. Carrier shall have no liability I above the released value contained in the
tariff it Carrier has not agreed in advance to such increased liability and the'shipper
has not paid the increased rate applicable thereto.
ORIG. NAME PHONE# DATE
DESK'. NAME
PHONE# DATE
BKKR- PHONE# DATE
TOTAL PIECE COUNT PER ATTACHED MUST BE COMPLETED BY FIRST PICKUP
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DESCRIPTIVE INVENTORY IS:
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DELIVER Y ACKNOWLEDGEMENT: All listed services were rendered and the
property described has been received in apparew good condition except as noted
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TOTAL CHARD i-:
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BAR CODE DESCRIPTIVE INVENTORY
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PAGE No. NO. OF PAGES
COLOR NOS. THRU
FIRST HAULER
CODE #
CARRIER'S REFERENCE NO -
SHIPPER'S NAME
GON;2TR CT OR
ORIGIN LOADING ADDRESS
STATV
GOVT. SERVICE ORDER NO.
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DESTINATION
TRAILER NUMBER
DESCRIPTIVE SYMBOLS
EXCEPTION SYMBOLS
LOCATION SYMBOLS
CP - Paoked By DBS -
Disassembled By
BE - Bent D - Dented M - Marred SO - Soiled
1. Arm 5. Left 9. Side
Carrier
Shipper
BR - Broken F - Faded R - Rubbed T - Torn
2. Bottom 6. Leg 10. Top
PBS - Packed By MCU -
Mechanical
BU BurnGd G - Gouged RU - Rusted W - Badly Warn
S. Corner 7. Rear 11. Veneer
Shipper
Condition
Unknown
CH Chipped L - Loose SC - Scratched Z - Cracked
4. Front 8. Right 12. Edge
CD - Carrier Dis- CU -
Contents and
NOTE- The omission of these symbols indicates good condition for normal wear.
13. Center
assembled
Condition Unknown
FREIGHT CLASSIFICATIONS,
A) LOOSE OR CARTONED ITEMS UNDER 80 LBS. B) ITEMS SKIDDED SECURED
C) ITEMS ON WHEELS D) ITEMS NOT ON WHEELS OVER 80 LBS.
ITEM INVENTORY TRACKING NUMBERS
CLASS. ITEM DESCRIPTION AND CONDITION A-T ORIGIN
EXCEPTIONS (IF ANY)
AT DESTINATION
NO.
112
tz
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"WE HA VE CHECKED ALL THE ITEMS LISTED AND NUMBERED ON THIS PAGE IN SI VE D ACKNOWLEDGE THAT THIS IS A TRUE
AND COMPLETE LIST OF THE ITEMS TENDEREDAND OF THE STATE OF THE ITEMS RECEIVED. 11 BEFORE SIGNING - CHECK SHIPME14TI
COUNT ITEMS OSS AND DESCRIBE LOR
IMPORTANT NOTICE DAMAGE IN SPACE ON THE RIGHT ABOVE.
CUSTOMER COPY
FORM STI-382 (Rev. 7/10)
IN CASE OF NEED CONTACT LN70T NEGOTIABLE
P.O. Box 80520 AREA CODE (260) 429-3801
CONTRACT
delivers Fort Wayne, IN 46898-0520 BILL OF LADING & FREIGHT BILL
www.stidelivers.com NUMBER
US DOT 1278850 IVIC 497943
BOOKER CODE/ TOTAL ESTIMATED* AGREED SERV. DATES
TARIFF/SECTION ASSIST SWE ESTIMAT6R CHARGES FOR SHIPMENT VEHICLE NO. OR PERIOD OF TIME
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SPECIAL INSTRUCTIONS BILLING INSTRUCTIONS: Charges payable by certified check or cashier's check
(per tariff) made payabie tc, STI at
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0 Origin 0 Before delivery El Carrier shall bill above party
DATE
PTS VINITIALS
LOCATION
TIME
RIG: Arrive:
Depart.
Van Crew(#):
Initials
DEST: Arrive:
Depart:
Van Crew(#)-
Initials
ORIG. NAME
PHONE#
DATE
DEBT. NAME
PHONE#
DATE
BKKR-
PHONE#
DATE
TOTAL PIECE COUNT PER ATTACHED
MUST BE COMPLETED j
IRST PICKUP
DESCRIPTIVE INVENTORY IS:
AGENT OR HAULEFRr—'�.
AUTHORIZED
F I ECE COUNT
PICK UP CODE
CONTRACT
NO.
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APU DATE
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DATE
PAYMENT RECEIVED
P-O-/
NO.
WEIGHT RI DIAL REWEIGH
GROSS
TARE
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Shipper: The tare weight of the vehicle (including the shipments on board) must
be entered on the line prior to loading your shipment on the vehicle.
Shipment consists solely of containers or machinery and shipper certifies the total
weight of the shipment to be: pounds.
Shipper Signature X
SHIPPER'S SIGNATURE FOR SPECIAL SERVICES
Expedited service ordered
X by shipper. Deliver on o- before
Selected delivery date service ordered by shipper
XDeliver on or before
DATE AGREED WOGHT
XShipment completely occupied a
cu. ft. vehicle
XExclusive LiSe Of a cu. ft. vehicle
ordered
XSpace occupied CLJ. fL
(@ 7lbs./cu- ft-)
VALUATION STATEMENT
This shipment is released to Carrier upon the terms and conditons and limitation
of liability contained in the applicable tariff, unless otherw[se noted hereon by an
authorized Carrier representative. If the shipper desires to increase Carriers liability,
the shipper must contact the Carrier representative that registered the shipment
with Cater and obtain Carrier's approval for such increased liability. CARRIER'S
DRIVER IS NOT AUTHORIZED TO CHANGE THE TERMS AND CONDITIONS,
INCLUDING WITHOUT LIMITATION CARRIERT S LIABILITY, APPLICABLE TO THE
SHIPMENT. Carrier shall have no liability above the released value contained in the
tariff it Carrier has not agreed in advance to such increased liability and the shipper
has not paid the increased rate applicable thareto.
. .. ... .. .. .....
JX
CONSIGNEE
DELIVERY ACKNOWLEDGEMENT: All listed services were tendered and the
-property described has been received in apparent good condition except as noted
on other shipping documents.
T k-
EE PRINTED NAME ACTUAL DELIVERY DATE
., - . - .
HAULED BY 2nd jQIDDE' k.j CONSIGN 14.4
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location & code DAtE 54AOUNT
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viv or set off IJANK OTHER ACCESSORIALS-LIST TYPE QTY.
lomflon & cade DATE LADDRESS
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delivery by C 0 1) E
TOTAL CHARGES (n 4
CHARGES PAYABLE IN Li-S- CURRENCY �E
OR ITS EQUIVALENT 0
LL
SHIPPER'S COPY - (Give to shipper at origin after.. loadi ng)
44 IN CASE OF NEED CONTACT NOT NEGOTIABLE
Plivers P.O.- Box 80520 AREA CODE (260) 429-3,801
WWWs 0
Fort Wayn - IN 46898-0520 CONTRACT
�i livels.com BILL OF LADING & FREIGHT BILL NUMBER
US DOT 1278850 MC 497943
BOOKER CODE! s TOTAL ESTIMATED* AGREED ERV. DATES
TARIFF/SECTION ASSIST CODE ESTIMATOR CHARGES FOR SHIPMENT VEKICLE NO. OR PERIOD OF TIME ACTUAL PICKUP DAT
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L A-rrN: NOS,
BILLING INSTRUCTIONS- Charges payable by certified check or cashie�s check SPECIAL INSTRUCTIONS WEIGHT ORIGINAL ICE W UIH
(per tariff) made payable to STI at
0 Origin I-] Before delivery P- Carrier shall bill above party GROSS
TARE
NET
9bipper- The tare we h of trio vehicle (including the s q hipmen miss ig t Is on
"TURN ALAL r,1(41.' 1 .1"" ARDWARE
C' R; -'r R MUC T RL L -6- t -.Z*
be entered on the line prior to loading your shipment on the vehicle.
R M (3 �--'T' F- 0. fR F"if'J" IFZT!
B
..Shipment consists solely of containers or machinery and shipper cerfifie, e total
E t R . F" fe) i-J-1 T E 1) E L F6 f 'z `
Weight of the shipment to be: pounds.
T
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Shipper Signaturo X
E E D 1 F P", E& SHIPPER'S SIGNATURE FOR SPECIAL SERVICES
Ir-9 0 P, AV- I f C - 9 `9 7
T F
1 1-) t V Expedited service ardered
by shipper_ Deliver on or before
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Eli 22 11 - Soled delivery date servioe ordered by shipper0 D 7.ND W
[diver on or before
t M Ll I - 7 "�;O
DATE AGREED WEIGHT
A
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X
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:,L T1. F.IN (0hff Oki ordered
DATE I PT S ID/INITIALS
ORIG: Arrive: Depart:.
DEBT: Arrive: Depart.
ORIG. NAME
DEST. NAME
BKKR-
TOTAL PIECE COUNT PER ATTACHED
DESCRIPTIVE INVENTORY IS:
. 41
LOCAT ION
Van Crew(40-
Van Crew(#).
PHONE#
PHONE#
X- Space occapied cu. tt
TIME Abs./Cu. ft.)
VALUATION STATEMENT
This shipment is released to Carrier upon the terms and conditions and limitation
of liability contained in the applicable tariff, unless otherwise noted hereon by an
authorized Carrier representative..If the shipper desires to increase Carrier's liability,
the shipper must contact the Carrier representative that registered the shipment
with Carder and obtain Carrier's approval for such increased liability. CARRIER'S
DRIVER iS NOT AUTHORIZED TO CHANGE THE TERMS AND CONDITIONS..
Initials INCLUDING WITHOUT LIMITATION CARRIER'S LIABILITY, APPLICABLE TO THE
Initials SHIPMENT. Carr -ter shall have no liability above the released value contained in the
tariff it Carrier has not agreed in advance to such increased liability and the shipper
hnez rnt nqici thp inrrPnqPrj rntp- monficable thereto.
DATE
DATE
PHONE # DATE
MUST BE COMPLETED BY FIRST PICKUP
AGENT OR HAULER
AUTHORIZED E 1 6-1. t 1.4 4'.
PIECE COUNT F11 OK UP CODE.
CONTRACT NO.
RAU LED 5Y 1st
CODE
APLJ DATE
v/v or setoff
X
PAYMENT RECEIVED
locatiori & code
DATE -T—
HAULI=q Y, 2nd
CODE
By
v/v or sef 0
location & (Ode
DATE
AMOUNIT
HAULED UY 5rd
CODE
DATE
V& or set off 'T
lo4zafioo & code
DATE
CIS N
HAULED BY 4th
CODE
BANK
NAME
V/V or set off
BANK
100ation & COCH3
DATE
AI)DRE SS
carrier cu riv-
delivery by
CODE
r
00,
CONSIGNEE.
DELIVERY ACKNOWLEDGEMENT- All listed services were rendered and the
opert y described has been ived in apparent good condition except as noted
her sh' pi%.Avcui�6
CONSIGNEE PRINTED NAME ACTUAL DELIVERY DATL
NET WEIGHT MILES RATE CHARGE'S. CODE
OTHER ACCESSORIALS-LISTrFYPE1 QTY.
TOTAL CHARGES,
CHARGES PAYABLE IN U.S. CVRRENCY E
OR ITS EQUIVALEW 0
u—
CONSIGNEE COPY - (Give to Consignee after delivea
and signatu.
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From: Guzman, Ken [maiIto: ken.auzman(&oce.com]
Sent: Friday, November 09, 2012 11: 52 AM
To: LoSacco-Tina
Cc: Bracke, Steve
Subject: Delivery
Tina,
Please send the contact for the IT person for delivery on Dec 12th
Ken Guzman
Senior Account Manager
Oce North America a Canon Group Company
Wide Format Printing Systems
8529 South Park Circle Ste.100 • Orlando, FI 32819 USA
Telephone 407 355 0215 Mobile 321 287 0616 407 363 0896
Email ken. guzmann,oce.com
Web site.www.oceusa.com
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From:
Guzman, Ken
To:
LoSacco-Tina
Cc:
Swaby-Jorge; Bracke, Steve
Subject:
RE: Delivery
Date:
Friday, December 14, 2012 7:43:45 AM
Tina,
When the tech arrives on Tuesday, he will have the machine up and running to a minimum standard.
Steve can assist with your IT department before hand to have the drives, scan functions and software
load before and/or after the installation. This will have you printing and scanning. We are working on
his schedule to come down for the training and any further installation that needs to be done.
Please have your IT department email Steve Bracke (Oce System Consultant) with a contact number
so they can connect to discuss setup and what's needed by both parties.
Prep Steps for Colorowave 300 working with Oce System Consultant:
• Send and/or direct where to downdload the correct windows driver for colorwave 300
• Ask question regarding permission need for server
o Drviers load on each machine or on the network
o SMB scanning to Network or scanning to the controller
• How does County of Monroe want to set scan destination?
• How are they printing?
o Do they want to download the job submittle utliite.
These are some of the questions that the SC will go over and work with your IT department to make
sure that things are setup and run smoothly. Please do not hesitate to contact for any further
questions.
INSTALLATION DATE:
TUESDAY 18 at Noon.
Ken Guzman
Senior Account Manager
Oce North America * a Canon Group Company
Wide Format Printing Systems
8529 South Park Circle Ste.100 • Orlando, FI 32819# USA
Telephone 407 355 0215 Mobile 321 287 0616 Fax 407 363 0896
Email ken.guzman(4 oce.com
Web site www.oceusa.com
From: LoSacco-Tina [maiIto: LoSacco-Tina@MonroeCounty-FL.Gov]
Sent: Thursday, December 13, 2012 4: 06 PM
To: Guzman, Ken
Cc: Swaby-Jorge
Subject: RE: Delivery
I<en,
Per your request I am sending our IT departments contact information to you again.
Jorge Swaby — swaby-jorgePmonroecounty-fl. oovv
Please email him for telephone number as I'm not sitting at my I<W desk.
As I stated earlier when we spoke, I was heading into a meeting and I would like to confirm what
believe I heard.
The technician scheduled to be at the delivery on December 12, 2012 will not be able to make it to
our office until Tuesday, December 18th, (do we have an ETA?) This technician is an installation
technician and not your Network or technology or Information Services technician, correct? Which,
in turn, means that although the machine will be moved to the correct office on Tuesday the 18th
the machine still will not be up and running until you or your counter -part becomes available which
is after the New Year, correct?
Tina LoSa cco
305-292-4426
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Please note: Your e-mail communication may be subject to public disclosure.
Florida has a very broad public records law. Most written communications to or from the County are
public record, available to the public and media upon request
From: LoSacco-Tina
Sent: Friday, November 09, 2012 11: 55 AM
To: 'Guzman, Ken'
Cc: Swaby-Jorge
Subject: RE: Delivery
I<en,
Our IT person is Jorge Swaby, I have cc'd him on this email.
have confirmed the delivery date of Dec. 12th with OCE delivery, MC Public Works and MC IT
department.
Engineering is looking forward to our new Wide Format Plotter!
305- 292 - 4426
Before printing this e-mail message, ask yourself whether you really
need a hard copy.
From: kguzman(a)csa.canon. corn
To: LoSacco-Tina
Subject: [BULK] Re: training ...
Date: Friday, January 25, 2013 1:52:27 PM
Importance: Low
Tina,
Just called him he will be there around 2:30.
Sincerely,
Ken Guzman
Senior Account Executive/Large Format Solutions
Canon Solutions America
8529 SouthPark Circle Ste 100 Orlando, Fl 321-287-0616
Phone: 407-355-0215 Cell: 321-287-0616 Fax: 407-363-0896
Email: kguzmann,csa.canon. com Web: www.csa.canon.com
-----LoSacco-Tina <LoSacco-Tina@MonroeCounty-FL.Gov> wrote: -----
To: "Guzman, Ken (ken.guzman@oce.com)" <ken.guzman@oce.com>
From: LoSacco-Tina <LoSacco-Tina@MonroeCounty-FL.Gov>
Date: 01/25/2013 01: 41 PM
Subject: training ...
F.Y.I.
Santo called yesterday and set the appt. for his 2nd appointment today, his 1st was at
9:00/9:30 with expectation that it would take an +/- hour. I still haven't heard
anything from him. I hope he's ok.
Senior Technician - Engineering
.Monroe County BOCC
iioo Simonton St., Suite 2-216
Xey 'West, F.L. 33040
305-292-4426