HomeMy WebLinkAboutAgenda Report - March 15, 1995 (58)r OF
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Purchase of Photocopiers (2) for Community Development and Parks
Departments ($11,718.89)
MEETING DATE: March 15, 1995
SUBMITTED BY: Community Development Director
Parks and Recreation Director
RECOMMENDED ACTION: That the City Council adopt the attached resolution awarding the bid for the
purchase of two photocopiers to the company whose equipment meets all
specifications and is projected to be the least expensive to own over a five-
year life span, Standard Office Systems of Stockton, in the amount of
$11,718.89. The City Council is also requested to authorize the expenditure of $5,859.44 in unbudgeted funds to pur-
chase the copier to be used by the Community Development Department.
BACKGROUND INFORMATION: On February 15, 1995, the City Council approved the specifications and author-
ized the advertisement for bids for one budgeted replacement copier for the
Parks Department, and one non -budgeted copier needed by the Community
Development Department upon their move to the temporary offices in the trailers.
The following bids were received, and opened on March 6, 1995. Bids were evaluated on capacity/capability of equipment
vs. specifications, and total estimated cost of ownership (purchase price + estimated cost of maintenance + estimated cost
of supplies) over a five-year life span. Although Pitney Bowes submitted the apparent low bid for the purchase price of
the equipment, Pitney Bowes' total estimated five-year cost of ownership exceeded that of Standard Office Systems' equip-
ment by over $2,900. Further, the Pitney Bowes machine had a paper capacity below that set forth in the specifications.
(Details of the bid evaluation are attached as Exhibit A).
Estimated 5 -Year
Supplier
Purchase Price
Cost of Ownership
Standard Office Systems, Stockton (Sharp SF -2022)
$ 11,718.89
$20,221.89
Business Office Systems, Stockton (Minolta EP2050)
$ 14,643.23
$21,543.23
Xerox Corporation, Stockton (Xerox 5034ZTAST)
$ 15,505.22
$21,745.22
Lucas Business Systems, Stockton (Konica 2020)
$ 14,647.54
$22,752.87
Pitney Bowes Copier Division, Sacramento (9326 Alt. 41)
$ 11,143.51
$23,143.51
Pitney Bowes Copier Division, Sacramento (9326 Alt #2)
$ 12,059.38
$24,059.38
Taylor Made Office Systems, Stockton (Canon NP6025)
$ 18,304.57
$25,441.57
Xerox Corporation, Stockton (Xerox 5322ZTAHS)
$ 17,520.15
$28,198.15
Xerox Corporation, Stockton (Xerox 5334ZTAST)
$ 22,401.22
$37,851.00
Xerox Corporation, Stockton (Xerox 5343CAS)
$ 31,495.33
$53,760.33
FUNDING: Community Development: Contingency Fund: $5,859.44
Parks Dept.: 1994/95 Budget - 12.0-013.06: $5,859.45
(Amount budgeted: $8,500.00)
APPROVED: %J
THOMAS A. PETERSON recycled paper
City Manager
CC -1
Agenda Title: Purchase of Photocopiers (2) for
Community Development and
Parks Departments
Meeting Date: March 15, 1995
Page 2
Jrnes/13. Schroeder,
LVn
jrhunity Development Director
Prepared by Joel Harris, Purchasing Officer
cc: City Attorney
Community Development Director
Parks and Recreation Director
Ronald Williamson,
Parks and Recreation Director
Copier Evaluation
Bids Opened March 6,1995
Mfr./Model
Work
Copy
Paper
# of
Sorter
Warranty
Purchase
Cost of
Cost of
Total
Notes
Minolta EP2050
Category
Speed
Capacity
Sorter
Bin
(Months)
Price
Maintenance
Supplies
Estimated
Xerox
5034ZT.4ST
(see Note 1)
28/minute
2,600 sheets
Bins
Capacity
3
$15,505.22
$ 6,240.00
0
Cost of
3,4
Konica 2020
3
20/minute
1,550 sheets
20
50
12
$14,647.54
$7,321.00
$784.33
Ownership
2,6
Pitney Bowes
9326 Alt. #1
4
Spec = 20+
Spec = 2000+
Spec = 20
SW = 50
3
Incl. tax
5 -year estimate
5 -year estimate
$23,143.51
2
Sharp SF -2022
3
22/minute
2,000 sheets
20
50
3
$11,718.89
$ 8,470.00
$33.00
$20,221.89
6
Minolta EP2050
4
25/minute
3,000 sheets
20
50
12
$14,643.23
$ 6,900.00
0
$21,543.23
Xerox
5034ZT.4ST
4
28/minute
2,600 sheets
10
40
3
$15,505.22
$ 6,240.00
0
$21,745.22
3,4
Konica 2020
3
20/minute
1,550 sheets
20
50
12
$14,647.54
$7,321.00
$784.33
$22,752.87
2,6
Pitney Bowes
9326 Alt. #1
4
26/minute
1,500 sheets
20
50
3
$11.143.51
$12,000.00
0
$23,143.51
2
Pitney Bowes
9326 At. 12
4
26/minute
2,500 sheets
20
50
3
$12,059.38
$12,000.00
0
$24,059.38
Canon NP6025
NL
25/minute
2,500 sheets
20
50
12
$18,304.57
$ 6,477.00
$ 660.00
$25,441.57
6
Xerox
5322ZTAHS
3
20/minute
1,550 sheets
10
30
36
$17,520.15
$2,316.00
$8,362.00
$28,198.15
2, 3, 4, 5
Xerox
5334ZTAST
5
32/minute
1,200 sheets
20
40
3
$22,401.22
$15,540.00
0
$37,851.00
2,4
Xerox 5343CAS
6
43/minute
2,050 sheets
20
50
3
$31,495.33
$22,265.00
0
$53,760.33
Notes:
(1) Work Category identifies volume capacity ratings of equipment, according to State of California Office Copiers Acceptable Brands List;
Category 3 includes machines rated between 4,000 and 12,000 copies per month;
Category 4 includes machines rated between 12,000 and 25,000 copies per month; m
Category 5 includes machines rated between 25,000 and 35,000 copies per month; _
Category 6 includes machines rated between 35,000 and 45,000 copies per month; W
(2) Paper capacity is below specified minimum of 2,000 sheets.
(3) Number of Sorter Bins is below specified minimum of 20. n
(4) Capacity of Sorter Bins is below specified minimum of 50 sheets.
(5) Cost of supplies is not included in cost of maintenance on Xerox 5322ZTAHS. (All other machines include supplies under the cost of the Maintenance
Agreement).
(6) "Cost of Supplies" amount reflects the estimated cost of supplies during the warranty period.
RESOLUTION NO. 95-34
A RESOLUTION OF THE LODI CITY COUNCIL
AWARDING THE BID FOR TWO PHOTOCOPIERS, ONE EACH TO THE
COMMUNITY DEVELOPMENT DEPARTMENT AND PARKS DEPARTMENT
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WHEREAS, in answer to the notice duly published in accordance with law
and the order of this City Council, sealed bids were received and publicly
opened on March 6, 1995 for the bid for the Purchase of Two Photocopiers for
one each to the Community Development Department and Parks Department,
described in the specifications therefore approved by the City Council on
February 15, 1995; and
WHEREAS, said bids have been compared, checked, and tabulated and a
report thereof filed with the City Manager as follows:
Eslimaled 5 -Year
Supplier
Purchase Price
Cos[ of Ownership
Standard Office Syslems, Slock(on (Sharp SF -2022)
$ 11,718.89
520,221.89
Business Office S),sleins, Slocklon (hiinolta E112050)
$ 14,643.23
$21,543.23
Xerox Corporation, Slocklon (Xerox 5034ZTAST)
$ 15,505.22
$21,745,22
Lucas Business Syslems. Slocktou (Konica 2020)
$ 14,647.54
$22,752.87
Pilney Bowes Copier Division, Sacramento (9326 Al(. Hl)
"I 143.51
$23,143.51
Pitney Bowes Copier Division, Sacramento (9326 Ali #2)
$ 12,059.38
$24,059.38
Taylor Made Office Syslems, Stockton (Canon NP6025)
$ 18,304.57
$25,441.57
Xerox Corporation, Slocklon (Xerox 5322ZTAIIS)
$ 17,520.15
$28,198.15
Xerox Corporalion, Slocktou (Xerox 5334ZTAS'T)
$ 22,401.22
$37,851.00
Xerox Corporation, Stocklon (Xerox 5343CAS)
$ 31,495.33
$53,760.33
WHEREAS, the City Manager recommends that award of the bid for the
Purchase of Two Photocopiers of One Each to the Community Development
Department and Parks Department, be made to the lowest bidder, Standard
Office Systems of Stockton, CA; and
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that award of
bid for the Purchase of One Each to the Community Development Department and
Parks Department, be and the same is hereby awarded to Standard Office
Systems of Stockton, CA, the lowest bidder, in the amount of $11,718.89.
Dated: March 15, 1995
I hereby certify that Resolution No. 95-34 was passed and adopted by
the City Council of the City of Lodi in a regular meeting held March 15,
1995, by the following vote:
Ayes:
Noes:
Absent
Council Members - Davenport, Pennino,
Mann (Mayor)
Council Members - None
Council Members - None
95-34
Sieglock, Warner,
cqu line L. T
for
A tin City Cler