HomeMy WebLinkAbout1995-12-12 - AGENDA REPORTS - COPIER IN PUBLIC WORKS (2)AGENDA REPORT
City Manager Approval°/
Item to be presented by:
Lynn M. Harris
CONSENT CALENDAR
DATE: December 12, 1995
SUBJECT: AWARD BID FOR COPIER IN THE PUBLIC WORKS DEPARTMENT
DEPARTMENT: Public Works
BACKGROUND
With existing funds, the Public Works Department desires to purchase a new copier. The existing
copier frequently breaks down and has surpassed its designed life of one million copies. Over the past.
I 1 months, the copier has had 13 breakdowns, requiring copier representatives to be called in to
make the necessary repairs. The Department's current copying volume is approximately 35,000
copies per month, which exceeds the current copier's design recommendation of 25,000 per month.
Finally, the current copier does not effectively duplex. Because of this Department's environmental
leadership role, duplexing efficiently is of high importance. Duplexing saves paper and ultimately
creates less waste.
In October 1995, a request for sealed bids for a medium volume copier and service was advertised
and 20 bid packets were mailed out. Additionally, staff mailed bid packages to the Valencia Industrial
Association, the Chamber of Commerce, and a firm named BIDNET. The City received 16
responses. Despite staff's effort to solicit local bids, none of the companies bidding have local
addresses. The sealed bids below were opened on November 22, 1995 (BID #PW 95-96-12).
NAME PRICE TYPE MODEL
Advanced $12,607.46 Minolta EP6000
Image IV 15,156.08 Konica 4065
Canon USA 16,300.00 Canon 6050
More 16,459.00 Canon 6050
Ameritech 16,909.73 Ricoh 6665
PROM Agenda Rent 7
Monroe
16,984.00
Monroe
1260DS
EdgemontI
17,115.00
Sharp
SP2060
MWB
17,304.84
Sharp
SD2060
Minolta
17,531.09
Minolta
EP6000
Mercury
18,208.15
Royal Copy Star
RC2260
Edgemont II
18,938.00
Sharp
3062
MWB
19,127.00
Sharp
3062
Eastman Kodak
19,300.00
Kodak Ekaprint
9555
Data Team
20,138.00
Savin
9650
Image IV
21,217.00
Sharp
3062
Xerox
23,515.00
Xerox
5365
Two companies did bid two separate proposals on two different machines. Staff has checked with
the City Attorney who finds this practice within the City's purchasing ordinance.
Based on the prices submitted on staff specifications, staff recommends the purchase of the copier
be awarded to the low bidder, Advanced Business Systems. The significant difference between the
low bid and the remaining bids is that Advanced Business Systems used a pricing schedule made
available to them through Minolta.
RECOMMENDATION
Award the bid for a medium volume copier to Advanced Business Systems and authorize staff to
purchase the copier from funds appropriated to Account Number 01-6000-402 in the amount of
$12,607.46.
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