HomeMy WebLinkAboutAgenda Report - April 4, 2007 E-05AGENDA ITEM E445
CITY OF LORI
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AGENDA TITLE: Approve Specifications and Authorize Advertisement for Request for Proposals for
various photocopiers in several City departments
MEETING DATE: April 4, 2007
PREPARED BY: Deputy City Manager
RECOMMENDED ACTION: Approve specifications and authorize advertisement for Request for
Proposals for various photocopiers in several City departments.
BACKOMOUND INFORMAIRON: There are nine photocopiers at five locations in City departments
including Public Works, Finance, Parks and Recreation, Hutchins
Street Square, Human Resources, City Clerk and Fire Departments
that need to replaced. These machines have various specifications (as contained in Exhibit C of the
Request for Proposals) and are manufactured by several different companies. In addition they are being
serviced by several different vendors. The machines identified for replacement require unusually frequent
repairs and maintenance, which is a source of work interruptions, inconvenience to customers and
inefficiencies.
Our objective is to obtain proposals that will meet the varying business needs of departments associated
with the copy speed, expected service demands of the photocopy machines and to eliminate the
problems identified above. In addition, we look to meet the overall needs of the City by accomplishing the
following objectives with the business machines we are looking to acquire through this proposal process:
(a) Reduce overal cost of document production.
(b) Have access to state-of-the-art digital technology with copy/print/scan capabilities.
(c) Improve quality and reliability of hardware.
(d) Improve service and support for all locations.
FISCAL EIIIRACT: it is anticipated that the purchase or lease of business machines on a comprehensive
basis wil result in savings or a better level of service to the public
FUNDINS: The budget for 2006-07 includes sufficient amounts to acquire the machines identified in the
request for proposals.
Budget
R. Krueger, Deputy City Manger
Attachments: Request for Proposals
APPROVED: !_-
BIa1rCing, City Manager
CITY OF LODI
REQUEST FOR PROPOSAL (RFP)
COPIER EQUIPMENT PURCHASE AND
MAINTENANCE SERVICES
City of Lodi
221 W. Pine Street
Lodi, CA 95240
THE CITY OF LODI RESERVES THE RIGHT TO REJECT
ANY OR ALL OFFERS OR PROPOSALS
COPIER EQUIPMENT PURCHASE AND MAINTENANCE SERVICES
REQUEST FOR PROPOSAL
TABLE OF CONTENTS
City of Lodi 2 RFP — Copier Equipment & Maintenance
PAGE
INTRODUCTION
3
1. General
3
2. Scope of this RFP
3
3. RFP Process
4
4. Product and Service Specifications
5
5. Service and Maintenance Provisions
6
6. General Contract Provisions
6
CURRENT BUSINESS ENVIRONMENT EXHIBITS
Exhibit A - Business Environment Summary
g
Exhibit B — Equipment Locations/Current Inventory/Estimated Usage
g
Exhibit C - Installed Equipment Base/Replacement Minimums/Configuration and Volumes
10
REQUIRED ATTACHMENTS
Attachment 1 — Supplier Information Form
13
Attachment 2 - Authenticity of Bid Proposal
14
Attachment 3 — Pricing Quotation
15
Attachment 4 — Implementation Strategy and Timeframes
16
Attachment 5 - Vendor Services Agreement
17
City of Lodi 2 RFP — Copier Equipment & Maintenance
INTRODUCTION
1. GENERAL
1.1 Your company is invited to submit a proposal in response to the enclosed specifications
for copier equipment and management services.
1.2 The City of Lodi is looking to replace copiers and maintenance service in approximately
5 locations.
1.3 The successful Vendor's bid and the terms and conditions stated in this RFP will be
made part of the contract between the City of Lodi and the Vendor. This RFP outlines
the specifications and requirements, but not necessarily all of the terms and conditions,
the City of Lodi will incorporate into the final agreement between the City of Lodi and the
successful Vendor.
1.4 The City of Lodi will evaluate all Vendors' proposals. Distribution of this RFP or receipt
of any proposal will not constitute a commitment by the City of Lodi to any or all of the
bid participants. At its sole discretion, the City of Lodi may negotiate a portion of the
contracted products/services to more than one Vendor, reject all proposals, or further
negotiate with Vendors if it is determined that the submitted proposals are not
economically beneficial to the City of Lodi or for other business reasons. This is a
Request for Proposal and not a binding offer to contract.
2. SCOPE OF THIS RFP
2.1 The purpose of this RFP process is to provide your company with the opportunity to
describe how it can meet specific business requirements of the City of Lodi.
2.2 The City of Lodi is seeking a provider of multi -functional equipment to achieve the
following goals:
(a) Reduce overall cost of document production.
(b) Have access to state of the art digital technology with copy/print/scan
capabilities.
(c) Improve quality and reliability of hardware.
(d) Improve service and support for all locations.
2.3 A description of "service" specifications for the City of Lodi is outlined in Attachment 2,
Product and Service Specifications.
City of Lodi 3 RFP — Copier Equipment & Maintenance
3. RFP PROCESS
3.1 Proposals, Content and Format. Your proposal must include an introduction. You may
determine the contents of the introduction. However, you must include a general
statement of understanding along with a statement of the purpose and scope of your
proposal. All proposals must conform to the instructions in this RFP. You are invited to
submit additional information or materials that you believe will help the City of Lodi
evaluate your proposal.
3.2 The following RFP Attachments must be included in your proposal:
Attachment 1 - Supplier Information Form (Describe your company in detail)
Attachment 2 - Authenticity of Bid Proposal
Attachment 3 - Price Quote
Attachment 4 - Implementation Strategy and Timeframes
Attachment 5 - Vendor Services Agreement
3.3 You must submit a total of two (2) copies of your proposal in a sealed envelope marked
"RFP — Copier Equipment and Maintenance" addressed to:
Rebecca Areida, Management Analyst II
City of Lodi
Public Works Department
221 W. Pine Street
Lodi, CA 95240
3.4 Proposals must be received prior to 4:00 p.m. on . ANY PROPOSAL
RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED. Electronic or faxed
proposals will not be considered.
3.5 The City of Lodi may award the project to any Vendor at any time without previously
notifying the other Vendors.
3.6 Vendors' Questions: Vendors will have the opportunity to ask questions regarding the
RFP. Any questions should be directed to Rebecca Areida at rareida(a)lodi.pov.
Any material information that is provided as a result of a Vendor's inquiry that could
provide an unfair advantage will be shared with all Vendors.
4. PRODUCT AND SERVICE SPECIFICATIONS
You may submit alternative contract terms if, in your opinion, they are more favorable to
the City of Lodi.
4.1 Product Specifications: Use Exhibit C, Installed Equipment Base/Replacement
Minimums/Configuration and Volumes, as a guideline for your company's proposal. All
equipment must be new (unused) and the latest model and release.
City of Lodi 4 RFP — Copier Equipment & Maintenance
4.2 Delivery, Installation and Training: You must include delivery, installation and training as
well as network connectivity in pricing. All manufacturers' manuals for all machines must
be provided to the City of Lodi.
4.3 Quality: All Vendors are expected to provide reliable and consistent goods and services
of the highest quality in compliance with laws and common practices in the United States
and with regard for the environment.
4.4 The City of Lodi reserves the right to eliminate any prospective vendor(s) that do not
adhere to all the laws and regulations necessary for doing business with a public
entity such as the City of Lodi.
4.5 Performance Standards: All products purchased and sold will conform to the
specifications set forth in Exhibit C. Specifications may be amended from time to time
upon mutual written agreement of both parties. All products will be in compliance with all
applicable federal, state and local laws, ordinances and regulations.
4.6 Invoicing: Unless equipment is added or deleted, bid prices are to remain firm. Bid
prices are to include the total cost of purchasing the equipment based on the proposed
price quote. Purchase cost will also include any and all taxes, including sales and
property taxes associated with the lease. Failure to include these costs in the bid will be
cause for rejection of the bid.
5. SERVICE/MAINTENANCE PROVISIONS
5.1 Vendor will provide full service and maintenance coverage, including all consumables,
with the exception of paper. Vendor will provide a blended service rate or per machine
service rate for all equipment purchased.
5.2 Vendor will provide a minimum response time of two (2) to four (4) hours for service calls
or maintenance requests, unless the call is logged in after 3:00 p.m. If logged in after
3:00 p.m., service or maintenance will be provided by 10:00 a.m. the following work day.
5.3 All responses to service calls will be made within four (4) hours by a qualified technician
with proper repair equipment on-site. Technicians must be available from 8:00 a.m.
through 5:00 p.m. Monday through Friday, with the exception of legal holidays.
5.4 There will be no additional charges or overtime for time spent repairing equipment
before or after the City's normal operation hours (8 a.m. to 5 p.m.).
5.5 All parts and labor maintenance charges will be covered in full and included in the
maintenance cost. No additional bills for extra charges will be submitted without prior
written agreement between both parties.
5.6 All maintenance, including preventative maintenance, will be in accordance with the
original equipment manufacturer's standards.
City of Lodi 5 RFP — Copier Equipment & Maintenance
5.8 Delivery Guarantee: Equipment will be delivered on or before the date as agreed upon
by the City of Lodi and Vendor.
6. GENERAL PROVISIONS
6.1 Contract: Vendor agrees to all terms as outlined in the City's Vendor Services
Agreement (Attachment 5). Both parties MUST agree to any requests by Vendor for
modification of terms in writing.
6.2 Alternative Contract Terms: You may submit alternative contract terms in your proposal
if, in your opinion, they are more favorable to the City of Lodi. You must describe in
sufficient detail how the alternatives may be advantageous to the City of Lodi.
City of Lodi 6 RFP — Copier Equipment & Maintenance
EXHIBIT A
Business and Technology Environment Summary
The network configuration and equipment currently used by the City of Lodi to which the
equipment will be connected is comprised of the following elements:
■ Computers: Intel PCs
■ System Software: Windows 2000/2003/XP
■ Servers: Win2000/Windows 2003
■ Ethernet: 10/100 baseT using CAT 5 wiring
■ Network Protocol: TCP/IP
City of Lodi 7 RFP — Copier Equipment & Maintenance
Unit 1
Unit 2
EXHIBIT B
Locations, Current Equipment Inventory
and Estimated Monthly Usage
Public Works Department 221 W. Pine Street, 1" Floor, Lodi, CA 95240
Minolta EP5000CS
20,000 copies/month
Public Works Department 12751 N. Thornton Road, Lodi, CA 95242
Minolta EP4000
2,300 copies/month
Units 3 & 4
Finance Department
300 W. Pine Street, Lodi, CA 95240
Minolta EP5000CS (2)
20,000 copies/month per unit
Unit 5
Parks & Recreation Department
125 N. Stockton Street, Lodi, CA 95240
Minolta Di250
25,000 copies/month
Unit 6
Hutchins Street Square
125 S. Hutchins Street, Lodi, CA 95240
Minolta CF2001
10,000 copies/month
Unit 7
Human Resources
221 W. Pine Street, 2nd Floor, Lodi, CA 95240
Minolta EP5000
20,000 copies/month
Unit 8
Administration 221 W. Pine Street,2nd Floor, Lodi, CA 95240
Xerox DC480
28,500 copies/month
Unit 9
Fire Administration 25 E. Pine Street, Lodi, CA 95240
Minolta 5000
10,000 copies/month
City of Lodi 8 RFP — Copier Equipment & Maintenance
EXHIBIT C
Installed Equipment Base/Replacement Minimums/Configuration and Volumes
Proposal MUST include equipment that meets the minimums as outlined in the minimum
requirement details below (options listed should be included as add-ons to the price quote on
Attachment 3, with cost of each option listed) :
Minimum Requirements (Units 1 & 3-5)
• Speed of at least 50 PPM
• Auto Document Feeder
• Stapler
• Duplex
• Digital Print/Copy/Scan to E-Mail/Fax
• Paper drawer capacity of at least 2,500 sheets
• Letter, legal and ledger paper handling
• Finisher with ability to fold and hole punch, with at least 50 -sheet stapling capacity
• Post inserter for ability to add pre-printed covers or insert pages post -process
Optional requirement:
• Full color printing w/minimum 35 PPM
Minimum Requirements (Unit 2)
• Speed of at least 25 PPM
• Auto Document Feeder
• Stapler
• Duplex
• Digital Print/Copy/Scan Ability
• Paper drawer capacity of at least 1,000 sheets
Minimum Requirements (Unit 6 & 7)
• Minimum speed (letter size):
45 PPM(Black) & 35PPM(Color)
• Minimum monthly paper handling rating of 10,000 sheets
• Fiery Print Controller
• Color copy
• Color network printing (full bleed)
• Color network facsimile with Auto Fax Finishing, PC-Fax/PC-Internet Fax,
Duplex Transmission & Reception
• Color network scanning with scan to e-mail/FTP
server/desktop/network folder/USB memory
• USB printing and scanning
• Built-in hard drive
• Letter, legal, ledger & 12x18 paper handling
City of Lodi 9 RFP — Copier Equipment & Maintenance
Minimum total paper drawer capacity of 5,000 sheets
Mixed size original copying/scanning
Duplex Single Pass Feeder
Stack -less duplex
Sheet bypass
3 -hole punch
Stapler
Sort & group with offset stacking
Saddle stitch finisher w/V-Fold & paper pass
Minimum Requirements (Unit 8)
Input speed up to 65ppm
Stapling, hole punching, V -folding and saddle -stitch finishing option
Upgradeable to print, fax and scan
Letter, legal and ledger paper handling
75 sheet duplexing automatic document feeder
Full duplex
Auto paper select
Auto tray switching
Covers
Job Build
Inserts and tab copying
Sample set and job storage
Paper capacity of 4,800 sheets
Multi -position stapling
3 -hole punch (2 -hole option)
Maximum duty cycle of 250,000 pages per month
Department ID Codes
Minimum Requirements (Unit 9)
• Speed of at least 50 PPM
• Digital Print/Copy/Scan to E -Mail
• Multi -position staple/finisher with 2 and 3 hold punching
• Fully automatic duplexing
• Paper capacity of at least 3000 sheets
• Print controller, network ready
• Hard drive for all copy, print and scan functions
City of Lodi 10 RFP — Copier Equipment & Maintenance
ATTENTION VENDORS
Attachments 1-8 must be included with your proposal.
City of Lodi 11 RFP — Copier Equipment & Maintenance
ATTACHMENT 1
Supplier Information Form
(This form must be included with your Proposal.)
VENDOR NAME
ADDRESS
CONTACT
TELEPHONE
STATEMENT OF VENDOR'S QUALIFICATIONS
1. Address of principal place of business:
2. Closest servicing location:
3. Number of local technicians:
4. Guaranteed minimum response time?
5. List five (5) current customers that are similar to the City of Lodi in type and volume of
products and/or services purchased. Include contact names and numbers.
Company Name Contact Name Phone
6. Additional Information: Include any additional information that you think will be helpful in
evaluating your proposal.
City of Lodi 12 RFP — Copier Equipment & Maintenance
ATTACHMENT 2
Authenticity of Bid Proposal
(This form must be included with submission of your Proposal.)
By signature of its authorized representative below, Vendor agrees that the attached proposal is
per the specifications set forth in the Copier Equipment and Management Services RFP dated
, for the City of Lodi, and Vendor accepts the terms and conditions of this RFP.
By:
Typed name:
Title:
Date:
City of Lodi 13 RFP — Copier Equipment & Maintenance
ATTACHMENT 3
Price Quote
Equipment
Price Price w/color option
Unit 1
Unit 2
Unit 3
Unit 4
Unit 5
Unit 6
Unit 7
Unit 8
Unit 9
Maintenance
Price per copy Overage Other
Charges
Black & White
Color
Per copy rate for service must include all parts and labor and all consumables, with the
exception of paper.
Maintenance will be bid at the approximate copies per month listed on Exhibit B. Price per copy
cost for maintenance will cover all units. Any overages will be billed as agreed upon by City.
Proposals MUST include all new (unused) equipment and the latest model and release.
See Exhibit A for the City's Business and Technology requirements.
After reviewing the current monthly copy information revealed in Exhibit B, Vendor may submit
recommendations for equipment and services that may be a better option for the City.
City of Lodi 14 RFP — Copier Equipment & Maintenance
ATTACHMENT 4
Implementation Strategy and Timeframes
(This form must be included with your proposal.)
Please describe in detail.
ATTACHMENT 5
City of Lodi 15 RFP — Copier Equipment & Maintenance
VENDOR SERVICES AGREEMENT
THIS AGREEMENT is made and entered into as of the day of
2007, by and between the CITY OF LODI (hereinafter "City") and
(hereinafter "Vendor").
RECITALS
This Agreement is entered into with reference to the following facts and
circumstances:
A. That the City desires to engage Vendor to render certain professional
services to the City;
B. That Vendor is qualified to provide such services to the City; and
C. That the City has elected to engage the services of Vendor upon the terms
and conditions as hereinafter set forth.
TERMS AND CONDITIONS
1. Services
The services to be performed by Vendor under this Agreement shall include
those services set forth in Exhibit A, which is by this reference incorporated herein and
made a part hereof as though it were fully set forth herein.
Performance of the work specified in said Exhibit A is hereby made an obligation
of Vendor under this Agreement, subject to any changes that may be made
subsequently hereto upon the mutual written agreement of said Parties.
Where in conflict, the terms of this Agreement supersede and prevail over any
terms set forth in Exhibit A.
City of Lodi 16 RFP — Copier Equipment & Maintenance
2. Term of Agreement
Said services shall commence on execution and shall continue until terminated
by ten (10) days written notice by either Party.
3. Compensation
Payment under this Agreement shall be as per Exhibit A.
4. Effective Date of Agreement
This Agreement becomes effective when endorsed by both Parties in the space
provided below.
5. Reliance of Professional Skill of Vendor
Vendor represents that it has the necessary professional skills to perform the
services required and the City shall rely on such skills of the Vendor to do and perform
the work.
6. Relationship of Parties
It is understood that the relationship of Vendor to the City is that of an
independent contractor, and all persons working for or under the direction of Vendor are
its agents or employees and not agents or employees of the City.
7. Non -Assignment
This Agreement is not assignable either in whole or in part.
8. Amendments
This Agreement may be amended or modified only by written agreement signed
by both Parties.
9. Validity
The invalidity, in whole or in part, of any provisions of this Agreement shall not
void or affect the validity of any other provisions of this Agreement.
City of Lodi 17 RFP — Copier Equipment & Maintenance
10. Governing Law/Litigation
This Agreement shall be governed by the laws of the State of California and any
suit or action initiated by either Party shall be brought in the County of San Joaquin,
California. In the event of litigation between the Parties hereto to enforce any provision
of the Agreement, the unsuccessful Party will pay the reasonable expenses of litigation
of the successful Party.
11. Mediation
Should any dispute arise out of this Agreement, the Parties shall meet in
mediation and attempt to reach a resolution with the assistance of a mutually
acceptable mediator. Neither Party shall be permitted to file legal action without first
meeting in mediation and making a good faith attempt to reach a mediated resolution.
The costs of the mediator, if any, shall be paid equally by the Parties. If a mediated
settlement is reached, neither Party shall be deemed the prevailing party for purposes
of the settlement and each Party shall bear its own legal costs.
12. Entire Agreement
This Agreement, including Exhibit A, comprises the entire Agreement.
13. Indemnity
Vendor shall defend, indemnify and hold the City and its officers and employees
harmless from any and all claims and liabilities related to or as a result of Vendor's
performance of this Agreement, to the extent they are caused by the Vendor's negligent
acts, or willful wrongful acts.
14. Insurance Requirements
Vendor shall maintain during the life of this Agreement insurance coverage in
accordance with City of Lodi insurance specifications, which include an endorsement
naming the City et. al., as additional insureds and a primary insurance endorsement.
City of Lodi 18 RFP — Copier Equipment & Maintenance
15. Notice
All notices required by this Agreement shall be given to the City and Vendor in
writing, by first class mail, postage prepaid, addressed as follows:
City: City of Lodi
Attention:
221 W. Pine Street
Lodi, CA 95240
Vendor:
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be
executed on the date first written by their respective officers duly authorized in that
behalf.
DATED: 12007 CITY OF LODI
By:
APPROVED AS TO FORM:
DATED: , 2007 By:
City Attorney
DATED: 2007 VENDOR:
IS
City of Lodi 19 RFP — Copier Equipment & Maintenance
EXHIBIT A
SCOPE OF SERVICE
This form is to be used when you don't have a proposal letter from the Vendor to use. If you
have a proposal (RFP and Bid) letter that you wish to use for Item A, simply type "Exhibit A" at
the top of the proposal letter.
City of Lodi 20 RFP — Copier Equipment & Maintenance