The URL can be used to link to this page

Home My WebLink About1990-05-08 - AGENDA REPORTS - HIGH SPEED COPIER PURCHASE (2)AGENDA REPORT City Manager Approval ail Item to be presented b : CONSENT CALENDAR Andrea Daroca DATE: May 8, 1990 SUBJECT: Purchase of One High Speed Copier DEPARTMENT: Finance BACKGROUND Due to the need of replacing an overworked and constantly failing IBM 60 copier machine, the City advertised and solicited sealed bids from potential suppliers of high speed copiers. The sealed bids were opened and read by the Deputy City Clerk at 11:00 a.m., Thursday, April 19, 1990. The bid results were as follows: Xerox Corporation $54,721.13 Eastman Kodak Company $38,865.01 After receiving the bids, staff completed a comparison of the two machines' capabilities. Attached for your review is information which identifies the differences. Please note that enlargement was one of the requirements of the machine by staff which the lower bid, Eastman Kodak Company, could not meet. Staff also went to both suppliers' locations and tested the bid machines. Staff found that the Xerox machine was more productive, had more features, and was more easy to use than the Kodak EK235 bid by Eastman Kodak Company. Staff also contacted both the cities of Lancaster and Palmdale who have purchased the Xerox 1090 machine after testing both machines in-house for a short period of time. Attached for your review is a copy of the field test comments from the City of Lancaster. RECOMMENDATION Award the bid to Xerox Corporation. Even though it is not low bid, it meets all the needed requirements identified in the specifications and provides a more productive, more cost effective, more usable features and more easy to use machine than the Kodak. Our City Clerk, Donna Grindey, and Geri Davis, the two primary operators of this high speed copier, both recommend the purchase of the Xerox machine. A P' iVED' Agenda Item:. c EK 235 FACE OFF WITH XEROX 1090 EK235 Simplicity/User Friendliness 40 character display for problem assistance Status codes for complex problems, refer to key op manual Nographic. display No information system. Casual operators need to read manual Two -Sided Copying 1-1,1-2, 2-2 Adjustment required in the duplex tray, stapling head positions and catch tray for letter/legal copying (the "S" only requires changes in the duplex tray) Odd Size Originals Any originals that are not 8-1/2 x 11 or 8-1/2 x 14, 13-32 lb. and all the same weight must be copied from the glass Features Face Off Variable reduction Rated speed of 85 cpm XEROX 1090 80 character display .for problem assistance No status codes are needed, no key operator manual required .Graphic display to show you where to fix interruptions Information system (works like help button in PC) The 1090 offers completely automatic 2 -sided copying in all modes No adjustments are necessary The 1090 automatically feeds 16-110 lb. originals of inter- mixed stock Variable reduction and enlargement Rated speed of 92 cpm - XEROX 1090 ADVANTAGES OVER KODAK EK 235 • Speed - 8% faster • Superior job interruptprocedure • Dry ink reclaim - greater -supply yield • Two-sided to single -sided copies • Combined automaticfeeder and semi automatic feeder • Built-in computer forms feeder • Variable enlargement • Automatic reduction ratioshrsizing of.originals • 80 vs. 40 character display • 500 + vs. 200 user messages • Color graphic display • Electronic auditron.has.625 vs. 175 control numbers for accounting/billing purposes • Greater contrast control • Customized programs • Space - Xerox requires 40% less space • Kodak 235 is 3017o larger than the Xerox 1090 • Second side image shift for two-sided copies THE XEROX 1090 IS FASTER, MORE PRODUCTIVE, FEATURES RICH, AND COST EFFECTIVE ... AND IS EASIER TO USE THAN THE KODAK EK 235 i .-4# a • XEROX 1090/KODAK_235AF COMPARISON CHART CRITERIA XEROX 1090 KODAK 23SAF iVletfmrical Speed �92zpm 85 cpm Single copy and multiple pg. documents with no degradation Yes Yes No quality of copy degradation on subsequent generations of copies Yes Yes Warm-up 6 mins. 6 mins. Margin erase Yes Yes Reduction 64%-100% .64%-100% Enlargement 100%-155% No (comes w/reduction) Paper Weights and Drawers Drawer Holds Tray 1 - 1,000 1,000 each Tray 2 - 500 Throughput Weight Both Drawers: Lower Drawer: Each Drawer 16 - 110 Ib. 16 - 32 Ib. Upper drawer: 20- 110 Ib. Odd -sized paper 13 Ib. - 110 Ib. Only on platen originals and RDH: 8 -1/2x10 -8-1/2x14 damaged originals 9 Ib. -1101b. SADH: 5 -1/2x8 -1/2-11x17 Drawer capacity LED indicators No indication for each 125 shts. Open drawer to Yes - not limited Yes - only on Load Paper (Load -While -Run) to any types of simplex job jobs Covers Program Front, back, Front, back, both pull from both pull from 2nd tray only upper drawer only N i CRITERIA XEROX 1090 KODAK 23SAF Sheet Insertions Yes Yes Chapertization Yes Yes Throughput Document Feeder 75 specifications, 60 Holds 100-20 Ib (no adjust- (adjustment ments for mixed required for weights) light, normal, heavy; mixed weights not recommended) Original Weights RDH: 13-1101b. RDH: 16-32 Ib. SADH: 9-1101b. No SADH Output Tray Holds 100 skits., unload, 500 skits. then runs continuous Offset Catch Tray 500 unstapled 2000 shts. shts. orstapled equiv., unload, then erns continuous Continuous run Yes - including Yes, but not capability during loading during loading Technical Margin Erase Yes Yes Reduction 64% to 100% 64% to 100% Enlargement to 155% No Warm-up 6 mins. 6 mins. Pre-program Jobs 9 9 Job Interrupt Yes Yes Staples Staple 50 pages each. 25 pages each (2355) 32,000 staples 50 pages each (235AF) cuts staples One-size staples to fit size Adjustment of copy needed for Letter or legal letter or w/o adjustment legal i CRITERIA XEROX 1090 KODAK 235AF Special Features Computer Forms Feeder Character Display User Messages Copy in Color Self -diagnostics Training Warranty Removal Charge Lease Breakdown Property Tax Insurance Electrical Built-in automatic 10-24 hole forms Any size up to 11x17 3" stack/46-min. Semi-automatic-- unburst, non -sprocket fed :c 500+ No Built-in self - diagnostics -plus Remote Interactive Communication as self -diagnostics No charge; No operator involvement Accessory - semi-automatic assembly requires attachment to sprockets 200 Yes Built-in self diagnostics (optional technical assistance available operator involvement required -chargeable item) General and tailored General and tailored to user applications to user applications No charge -- on-going Financial 90 days parts & 90 days parts & labor labor None Charge To location of Kodak's choice included included Sole use of 30 Ampere, 120/ 208 Volt source separate separate Sole use of 120/240 or 120/108V + 10% i CRITERIA XEROX 1090 KODAK 235AF 30A max., or 60 Hz single source phase Special Wiring 220V/30 AMP 220V/30AMP Size and Weight W/Finisher/CFF: 61 "Wx31 "Dx47"H ,90"Wx35"Dx51 "H + Cff & finisher 1325 Ib dimensions =w/offset tray. 1495 Ib. w/CFF 1150 Ib. 1310 w/o CFF and -finisher Heat Output —9,000.Stu/hr. 14,100 Btu/hr. in Operation; in Operation; -900-8,000 Btu/hr. 2,400 Btu/hr. Standby Standby High Speed Copier Bid Field test comments APS 2 5 1990 Xerox: GENERAL SERVICES + new machine delivered and set-up when promised CITY OF SANTA CLARITA + when Kodak was delayed, Xerox voluntarily extended + no service required during six-week test + produced more copies faster + universal feeder will accept all -types of odd -sized and weighted originals + reliable and easy to use + users liked the stapling and collating feature + no paper supply hassles + easy to load + offered single (side) feed feature + very good camera + user friendly keypad and instructions + camera-ready print quality + service office located in Lancaster Kodak + serviceman responded within timeframe stated in bid + users like special features + quality and print good for the most pan + continuous paper feature nice for large jobs - service office located out of area, (but serviceman wears a beeper) - althouQh new machine was promised, City received used machine (approximately 9 mos. old) - machine delivery was delayed by 10 days - set-up and training were delayed two days due to an incomplete delivery (machine was delivered day after supplemental parts arrived) - three service visits required to repair machine *- paper drawer doesn't pull out far enough to assure paper is straightened - odd -sized originals must be manually placed on glass platten - paper jams in feeding — scrunched up originals; paper supply problems _— jms aand ruffleii'paper`:= - keypad not sensitive enough -have to push buttons at least twiceloY - no outside/single feed - no enlargement feature *- uneven copy quality slower and noisier than Xerox -'I - spillover light irritated users *- smeared backs of prints - training not very thorough — discovered many things hadn't been shown which affected performance of the machine and operator - too many trays to change to do two -side copy of legal paper - too many drawers to open to take out or put in paper - if copying something small, the machine belt appears on copy - the computer forms feed takes too long to set-up and use * It should be noted the serviceman worked on these comments and corrected them after he saw the comment sheet. Several of these complaints had been made previously to the trainer with no correction at the time. The comment sheet was located next to the machine for the users to mark while using the machines.