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HomeMy WebLinkAbout1993-01-26 - AGENDA REPORTS - PURCHASE OF COPIER (2)AGENDA REPORT YAM er Approv Item to be presented b Trff Knlin CONSENT CALENDAR DATE: January 26, 1993 SUBJECT: Purchase of Copier DEPARTMENT: Public Works A new copier was purchased for the Parks and Recreation department upon relocation to the fust floor of City Hall. Copier volume was based on the number of copies indicated on the previous unit. Since the new unit was installed, volume has increased considerably due to additional personnel and additional projects previously performed by the high speed Xerox on the third floor. This same problem is apparent in the Public Works department in the Field Services facility. Current volume is exceeding the manufacturer's recommended volume which requires increased maintenance resulting in increased downtime. Since Public Works volume has not reached that of Parks and Recreation, both departments have agreed to 1) move the copier currently in the Parks and Recreation department to the Public Works department and 2) split the cost of a new copier for Parks and Recreation between the two departments. A request for sealed bids was advertised with the following bid received on January 7, 1993: SUPPLIER CITY AMOUNT Minolta Tarzana $12,957.53 Only one supplier submitted a bid, although several suppliers had been sent specifications due to a re -bid situation. Staff recommends rejection of the bid received and requests that Council waive the bid requirement for the purchase of the copier specified in GS -92-93-12. Staff has determined that a third formal bid would not be cost effective for the City. Staff would like to contact all the suppliers involved in the original bid and request a written quote for the item specified in GS -92-93-12. �Ipp�O�]C�D Aida Item: — January 26, 1993 Purchase of Copier Page 2 RECOMMENDATION Reject the bid received, waive all bid requirements for the purchase of a copier as specified in GS -92-93-12, and direct staff to obtain written quotes from all suppliers involved in the original bid process and subsequent re -bid. Direct staff to issue a purchase order to the lowest, most -responsible supplier upon receipt and evaluation of quotes. Direct staff to transfer the necessary funds into General Services account number 01-6900- 402.