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HomeMy WebLinkAboutAgenda Report - April 3, 2002 E-05CITY OF LORI COUNCIL COMMUNICATION AGENDA TITLE: Adopt a resolution authorizing Library staff to utilize terms of Contract #TMCC01 between Contra Costa County and Taylor Made Digital Systems of Livermore to purchase a Ricoh 1027 digital copier ($9,161) MEETING DATE: April 3, 2002 PREPARED BY: Library Services Director RECOMMENDED ACTION: That the City Council adopt a resolution authorizing Library staff to utilize terms of Contract #TMCC01 between Contra Costa County and Taylor Made Digital Systems of Livermore to purchase a Ricoh 1027 digital copier ($9,161) BACKGROUND INFORMATION: In the FY 2001-2003 budget request packet, the library requested funding in the amount of $9,800 for a digital copier for library staff use and a year's maintenance. At the July 16, 2001 Library Board of Trustees meeting, the board gave library administration the directive to proceed with developing specifications for the copier. A committee of staff members was appointed to research and develop specifications for the staff copier. At the recommendation of the committee, the Ricoh Aficio 1027 digital copier was chosen for its flexibility to perform both network printing and digital copying. The committee then searched for a suitable negotiated contract to obtain the best pricing for the copier. At their March 11, 2002 meeting the Library Board of Trustees authorize library administration to participate in the contract agreement arranged by Contra Costa County with Taylor Made Digital Systems, Inc. for the purchase of a Ricoh Aficio 1027 digital copier. After negotiating approximately 7% better pricing than the CMAS Contract for Ricoh digital copy machines, Contra Costa County signed Contract #TMCCC01 with Taylor Made Digital Systems, Inc. to supply the county and its various agencies with a range of Ricoh products over a 36 -month period. Contra Costa County agreed "to extend its Taylor Made Contract #TMCCC01 for use by any California public agency that desires to participate in this agreement." Similar to the WAS program that the city uses for purchasing personal computers, Contract #TMCCC01 provides established prices for all Ricoh models and accessories. Using the Taylor Made/Contra Costa County contract allows the library staff the flexibility to select product options and services according to the staffs needs. The current negotiations stipulate a two year maintenance period (or 120,000 copies) for the $1,500 charge. Funding: $9,161 Private Sector Trust &4Z4016,4—� Nancy Martin Library Services Director APPROVED: 10 H. 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Iln-1_3n une: rrt=rll»Ifio C'u1ji� cin r f ffa r �f?f tai n f i �:l::v� ..it �JiAv�4v.iJr (.L u.. t. d : cu_ _ �. :suoil!Au03 pue swaal Ielauas; •swalsAg Irp6ia apeW Joll(el pue /4uno7 elsoo eiluo3 usemlaq swalsAs ellwisoel pue 6ugupd `sjaldoo lellBip jol luawaaj6e 6uppd a salnlrlsuoo luawnooa s14JL elsoo eJluo310 A40noo a41 jol 105M5551:3V waud wags S Iel! !(3 apeyy Jo eI I•Qi90/8 pales 1aej}uoo IeuiBpo of wnpuappV saa!:was �[.to.ti�tl�`S:7UR[J1:��[ XU')l `5.Iapl .tf( 7[.tu.t+.lax `�.t:7ltltya .1011ya •stila;ts.Cc4 11n1."YBill [ Int!'!(l ._Y uu�•[ul►y![xtpuut.to[,Ctq•.��a.+.► - 00p(i-S t7, NSG) :`u.I "Jill IslllJls,cs r IY.�I,iit;Q i oos;(;-st,z; cs�h} :fla T QUI r. 11) Product Substitutions I Discontinuations: Products can be substituted with county approval and initialed by Contra Costa County. Automatic substitutions are not allowed. Taylor "�-Ic Digital Sys'erns can withdraw its offering of discontinued systems at any time. In the event it becomes necessary to amend this agreement in order to add or delete products 1 services, a complete new price list will be provided by ftp Taylor Made Digital Systems. 12) Upgrades I Downgrades: the County (Division of Purchasing) has the ability to upgrade or downgrade to their needs with Taylor Made Digital Systems. Downgrades are limited to 15% of the total original monthly base payment for all machines under this contract with the county. 13) Reports: Usage reports will be furnished along with a spreadsheet of all products for each of the County's locations. 14) Public Agencies Clause: All public agencies in the State of California who desire to participate in this agreement are hereby given permission by the County of Contra Costa and Taylor Made Digital Systems. Invoicing shall be provided In a fashion mutually agreed upon by TMyrcr m2de Dinita! Systems and the participating public agency. The County of Onntm rticta assumes no liability or payment guarantee for any units provided to the participating agencies. 15) Equipment Performance Guarantee: The equipment in this agreement shall perform to the manufacturer's specifications for a minimum of 95% of the available work time. Any equipment that does not meet this standard for any 30 consecutive workdays during the agreement period ,shall be replaced with an equal or better model. Such replacement shall be at no additional cost .o the customer, except for the remaining term of their initial agreement. 16) Termination: A) Written Notice: This agreement may be terminated by either party, at their sole discretion, upon thirty -day (30) advanced written notice thereof to the other and may be cancelled immediately upon written mutual consent. B) Failure to Perform: The County (Division of Purchasing), upon written notice to Taylor Made Digital System, may immediately terminate this agreement should Taylor Made Digital System fail to perform properly any of its obligations hereunder. C) Cessation of Funding: In the event that Federal, State, County, Grant funding for this agreement ceases, this agreement is terminated immediately without notice and without penalty to the County. In the event no funds or insufficient funds are appropriated and budgeted in any Fiscal Year for payments due under this agreement for the then current or succeeding Fiscal Year during the term, aforesaid, this agreement shall create no obligation on the County as to such current or succeeding Fiscal Year except as to the portions of payment herein agreed upon for which funds shall have been appropriated and budgeted, and no right of action or damages shall accrue to the benefit of Taylor Made Digital Systems, its successors, and assigns, as to that portion of this agreement which may so become unenforceable. D) Termination for Convience: The County (Division of Purchasing) may terminate any product schedule from this agreement under this price agreement during the original rental tcrm by paying termination charges equal to 15% of the remaining monthly base payment amounts for the terra of the contract. 17) Year 2000 Compliance: Taylor Made Digital System warrants and represents to the county that all software/ firmware/ hardware/ equipment and systems distributed, installed, or programmed by Taylor Made Digital System pursuant to this agreement are Year 2000 18) Compliance with Law: Taylor IAade Digital Systems shall be subject to and comply with all Federal, State, County, and local laws and regulations applicable with respect to its performance under this agreement including but not limited to, licensing, employment, and purchasing practices; and wages, hours, and conditions of employment and nondiscrimination. Subject to, but not limited to, the Fair Labor Standards Act of 1938 as amended: Executive orders and rules and regulations of the President's Committee on Equal Employment Opportunity; and the California Occupational Safety and Health Act of 1973 (CAL -OSHA) 19) Disputes: Disagreements between -i aylor Made Digital Systems and the County concerning meaning, requirement, or performance of this agreement shall be subject to final determination in writing by the County's General Services Department, purchasing division in accordance with the applicable procedures (if any) required by the County of Contra Costa, State of California, or F4mdpral f overnment. 20) Conflicts of Interest: Taylor Made Digital Systems, its officers, partners, associates, agents, and employees, shall not make, participate in making, or in any way attempt to use the position afforded to them by this agreement to influence any governmental decision in which he or she knows or has reason to know that he or she has a financial interest under California Government Code Section 87100 at seq., or otherwise. 21) Indemnify: Taylor Made Digital System agrees to indemnify and hold harmless the County, its officers, agents, and employees against all claims, demands and judgments made or recovered against the County for damages to real, tangible, or personal property, including injury or death, in connection with this agreement to the extent such damage, injury, or death was caused by negligence, intentional, or willful misconduct of Taylor Made Digital Systems during the operations in connection with the performance of work or duties undertaken as a result of the acceptance of this agreement. 22) Choices of Law; This agreement is made in the County of Contra Costa and shall be governed and construed in accordance with the laws of the State of California. Any action relating to this agreement shall be instituted and prosecuted in the courts of the County of Contra Costa, State of California. 23) Endorsements: Taylor Made Digital Systems shall not in it's capacity as a Supplier with the County publicly endorse or oppose the use of, or attribute qualities or lack of qualities of, any particular brand name or commercial product / services without prior approval of the County's Board of Supervisors. In its County supplier capacity, Taylor Made Digital Systems shall not participate or appear in any commercially produced advertisements designed to promote a brand name or commercial product / service. Notwithstanding the foregoing, Taylor Made Digital Systems may express its views on products / services to other suppliers, County officers, Board of Supervisors, and others who may be authorized by the County or by law to receive such views relating to this agreement. 24) Inspection: Taylor Made Digital :systems' performance, place of business, and records pertaining to this agreement are subject to monitoring, inspection, review, and audit by authorized representatives of the County, State of California, and Federal Government. 25) Records: Taylor Made Digital Systems shall keep and make available for inspection and copying by authorized+ representativet� of the County, State of California, and Federal Government, it's regular business records and such additions! records pertaining to this agreement as may be required by the County. Taylor Made Digital Systems shall retain all documents pertaining to this agreement for five (5) years from the Agreement ending date and for any further period that is required by law. 26) Quantities: This agreement does not obligate funds. The County estimates but does not guarantee that the volume of purchases pursuant to this agreement will be $ 0 27) Subcontract: Taylor Made Digital Systems may not subcontract of any services without the County's written permission. 26) Non -Renewal and Extension: A) Taylor Made Digital Systems understands and agrees that there is no representation, imnlicatinn nr i rnrierctandinn that the nrnrii ir_.tc! servirag prnvir{eri by the will he ni errhacari h%t the County under a new agreement following expiration or termination. B) By mutual agreement, and agreed upon pricing, this agreement may be extended past the ending date. ,-.29) Sales Promotions: It is understood that sales promotions may occur during the term of the agreement that will lower the prices of some products for the period of the sales promotion. Any such promotions shall appear on the using agency invoices. 30) Price Reductions: Reductions in the price shall be effective upon receipt of written amendment from Taylor Made Digital Systems to the County, and shall remain in effect for the balance of the term. 31) Taxes: The County of Contra Costa is responsible for paying all required taxes. Property, State, and Local taxes if applicable. 32) Quantity Discount. Further discounts may be negotiated on multiple machine single orders. 33) Terms and Conditions: Taylor Made Digital Systems' terms and conditions of its specific acquisition methods will apply to the extent that they do not conflict with the terms and conditions of this agreement. Accepted By the County of Conra Cos a, California j I Signature of Authorized County ,_Of Contra Costa, California Sevin Berenson Purchasing Services Manager Taylor Made Digital Systems YceSsident�== ==---------------- of Major Accounts Martin Soares A 7ik3rWincle! 3)igttLt svateyns, Inc. Contra Costa County Date: Dec 01 2001 (Replaces all previously pub4hed pncin9) rIssue �Ricoh's Recommended Configuration CCC LCC CCC - .- CCC t !P,J'Ltas. o1 Equipment Rs� _cr Purct>ee 12 Months. `_ 6 MarNhs Number Price 2,530 Lease Laa it 73 Price .0112 per copy AtIclo 1C22 Digital Copier 410922 Aficlo 1027 Digiol Copier 410934 3,370 98 .012 per copy DF75 ARDF" 410952 729 21 Platen Cover Type 1018 410779 55 2 AD420 Duplex Unit— 410967 167 5 PS490 Paper Tray Unit 410955 698 20 PS5D6 Large Capacity Tray 410958 8015 23 SR790 1,006 Sheet Finisher 410972 813 24 SR820 500 Sheet Finisher 41 D975 574 17 Type 1027 Bridge Unit" 410978 125 4 Type 1027 Bypass Tray 410970 97 3 Tvr;, 1n?? !n e., ! Flt!! Sr- -r— A160" 170 $ Type 1027 Hard Disk Drive Option 411010 224 1 Type 1027 Key Counter Bracket 411013 61 2 fax Options Type 1027 Fax Option 410981 631 18 Type 1027 G3 Interface 410986 390 11 Type 1027 ISDN Option 410988 523 15 Type 185 JBIG/Functbn Upprade Card 410284 248 7 400dpVPage Memory 000826M1U 147 4 Motorola—NT-1 Device ODD652MIU 215 6 Handsel Type 1018 Ootions 410781 38 1 Printer/Scanner Type 1027 Print DIMM 4100-W 521 15 e Type 1027 Print/Scan DIMM 411D00 815 24 Type 1027 Network Interface Card 411016 223 6 Type 1027 PostScript3 411D71 360 10 1394 interface Unit Type 1045 410716 274 8 32MB Memory Type 1045 400516 146 4 64MB Memory Type 1045 400517 207 6 DaskTopBinder8 5 User License 410867DV 405 12 DeskTopSinder8 10 User License 410868DX 658 19 ScenRouter V2 Pro8 DeskTopiSinder V2 Pro 410865DTB 784 23 special Options User Account Enhance Kit Type 1045 410637 106 3 Type 1027 Interchange Unit 410971 59 1 P7280 1 -Bin Tray 410951 179 5 FAC20 Cabinet 411158 100 3 " Service price includes pits 8 supplies except pa 12!1,4/01, Contra Costa 12-01-01 revision 12/1712001 RICOH Major Account Program (RMAP) 1. PURCHASE of Equipment and Options E Changes since last Issued Portfolio dated 9 Nov 01 Equipment Available for New Installation I " Not avaiiable to GSA; bundle f where applicable • Ricoh's Recommended Confi;Turation Reorder# DIGiTAL 131 Aficio 1013 Digital Copier'"' 410877 Afido 1013F Digital Copier• 410884 DF74 ARDF'• 410902 PS480 (500x1) Paper Bank" 410905 FAC19 Cabinet 411136 Printer Options Printer Controller Type 1013" 410894 PS2 Level 2 Emulation Type 1018 410775 Network Interface Board Type 1018 410778 64MB Memory OD0829MIU 128MB Memory 001025MIU O4,:T;rn;1., M,fl- IAA.in 701117 nnlvl $1,463 Handset Type 1018 410781 Special Options 1000821MIU1 emo 32MB Memory- 1 •L:J� •fl•L r1:�1•..1 f.....1..A I1 a7.7 Afieio 1018 Digital Copler• C Afido 10180 Digital Copler• Mala.,.. Ccvcr 71,c •MG • DF72 ADF•• E • DF71 ARDF•• Large FAC16 (use w/no Paper Bk) PS460 (500 x 1) Paper Bank Medium FAC15 (use wIPS460) • PS450 (500 x 2) Paper Bank • Small FAC17 (use w/PS450) Printer Options • Printer Controller Type 1D18" PS2 Level 2 Emulation Type 1018 Network Interface Board Type 1018 • 64MB Memory Facsimile Options • Fax Option Type 1018" Handset Type 1018 Special gpitions • 17MR Momnry Afido 1022 w/DF75 (410952) A6cio 1022 w/DF75(41D952), AD(410967) Aficio 1027 Digital Copier Aficlo 1027 w/DF75 (410952) A6cio 1 D27 wIDF75(410952), AD(410967) DF75 ARDF" Platen Cover Type 1018 AD420 Duplex Unit" PS490 Paper Tray Unit PS500 Large Capacity Tray SR790 1,000 Sheet Finisher SR820 500 Sheet Finisher Type 1027 Bridge Unit" Type 1027 Bypass Tray Type 1027 Internal Shift Sort Tray Type 1027 Hard Disk Drive Option Type 1027 Key Counter Bracket Facsimile Options Type 1027 Fax Option Type 1D27 G3 Interlace Type 1027 ISDN Option Type 185 JBIG/Function Upgrade Card 400dpi1Page Memory Handset Type 1 D18 Printer/Scanner Options Type 1027 Print DIMM Type 1027 Print/Scan DIMM Type 1027 Network Interface Card Type 1027 PostScripl3 410730 410743 d 1 n770 410754 410751 411065 410757 411064 410760 411D66 411105 410775 410778 410763 41D781 000828MIU 410922 410922 410922 410934 410934 410934 410952 410779 410967 410955 410958 41D972 410975 410978 410970 410964 411010 411013 410981 410986 410968 410284 00826MIU 410781 410990 411000 411016 411011 1. Purchase (New), Wage 2 Attachment 2, Commercial Major Account Price List 1. RMAP PURCHASE Issue Date: 17 Dec 01 Portfol,o xis, 12/17/2001 All prices, terms and sped6;anons contained in this Price List are subject to change without notice $88 $88 $77 $77 $77 26 26 NA NA $BB NA NA 26 26 26 26 26 kit M2 M3 N1 N2 N3 131 OSA97 SRP 1411ads 1414 rids 15-24 Unb }5-a Linb 30.34 Unit 35• Unb i• Units 1• Units $1,8951 $1,694 $1,613 $1,536 $1,463 $1,393 $1,327 $1,108 NA $2.595 $2,318 $2,208 $2,103 $2,003 $1,908 $1,817 $1,517 NA 325 313 301 289 278 267 257 203 340 328 315 303 291 280 269 213 207 188 181 174 167 161 155 136 450 433 416 400 385 370 356 281 360 331 315 300 286 272 259 223 485 444 423 403 384 366 349 296 345 322 307 292 278 265 252 224 440 428 412 396 381 366 352 317 65 59 56 53 50 48 46 40 185 172 164 156 149 142 135 120 $2,750 $2,338 $2,200 $2,063 $1,925 $1,870 $1,788 $1,607 NA $3,250 $2,763 $2,600 $2,436 $2,275 $2,210 $2,113 $1,900 NA $3,650 $3,103 $2,920 $2,738 $2,555 $2,482 $2,446 $2,133 NA os PA 8? 78 74 70 67 59 695 638 606 579 551 525 5D0 417 1,165 1,074 1,023 974 928 884 850 728 185 177 169 161 153 146 139 120 400 368 350 333 317 302 288 248 180 172 164 156 149 142 135 117 1,025 943 898 855 814 775 738 636 175 168 160 152 145 138 131 114 655 603 574 547 521 496 472 406 360 331 315 3D0 286 272 259 223 485 444 423 403 384 366 349 296 345 322 307 292 278 265 252 224 650 597 569 542 516 491 468 403 65 59 56 53 50 48 46 40 185 172 164 156 1 149 142 1351 120 4,715 $4,250 $4,000 $3,750 1 $3,500 $3,400 $3,250 $2,900 $2,900 Bundled Pricing is for GSA Only $3,691 Bundled Pricing is for GSA Only $3,872 ;6,165 $5,304 $4,992 $4,6801 $4,368 $4,243 $4,0561 $3,619 $3,619 (, Bundled Pricing is for GSA Only $4.410 (1 Bundled Pricing is for GSA Only $4,591 (1 1,265 1,163 1,108 1,055 1,005 957 911 791 Bundled (I 95 86 82 76 74 70 67 59 59 (I 290 267 254 242 230 219 209 181 Bundled (t 1,210 1,112 1,059 1,009 961 915 871 756 756 (I 1,395 1,281 1,220 1,162 1,107 1,054 1,004 672 872 (1 1,410 1,296 1,234 1,175 1,119 1,066 1,015 881 1,014 (I 995 916 872 830 790 752 716 622 755 (I 190 175 167 159 151 144 137 133 'Bund,.x.ld{I 170 155 148 141 134 128 122 106 106 {i 310 265 271 258 246 234 223 194 194 (i 350 322 307 292 278 265 252 245 245 (i 95 91 87 83 79 75 71 67 67 (E 1,095 1.005 957 911 868 827 788 679 679 (p 675 621 591 563 536 510 486 419 419 (p 900 827 788 750 714 680 648 558 558 (p 430 366 344 323 310 301 288 251 251 240 229 218 208 198 189 180 156 156 65 59 56 53 50 48 46 40 40 (p 900 827 788 750 714 680 648 558 558 (p 1,410 1.296 1,234 1,175 1,119 1,066 1,015 674 874 (p 385 354 337 321 306 291 277 239 239 (p, 625 575 546 522 497 473 450 388 388 0) Portfol,o xis, 12/17/2001 All prices, terms and sped6;anons contained in this Price List are subject to change without notice $88 $88 $77 $77 $77 26 26 NA NA $BB NA NA 26 26 26 26 26 RESOLUTION NO. 2002-66 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING LIBRARY STAFF TO UTILIZE TERMS OF CONTRACT NO. TMCC01 BETWEEN CONTRA COSTA COUNTY AND TAYLOR MADE DIGITAL SYSTEMS TO PURCHASE A RICOH 1027 DIGITAL COPIER WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for purchases of supplies, services, or equipment when it is in the best interest of the City to do so; and WHEREAS, in the 2001-2003 budget, the Library requested funds to purchase a digital copier and a one-year maintenance agreement for the Library; and WHEREAS, a committee of staff members were appointed to research and develop specifications for the copier; and WHEREAS, the committee recommends purchasing the Ricoh Aficio 1027 Digital Copier using the Contra Costa County Contract #TMCCC01 with Taylor Made Digital Systems, Inc.; and WHEREAS, at its meeting held March 11, 2002, the Library Board of Trustees authorized participation in the Contra Costa County Contract #TMCC01 with Taylor Made Digital Systems, Inc., for the purchase of the Ricoh Aficio 1027 Digital Copier. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lodi does hereby approve the purchase of a Ricoh 1027 Digital Copier through the Contra Costa County Contract #TMCC01 with Taylor Made Digital Systems, Inc, of Livermore, California, in the total amount of $9,161.00, which includes a two-year maintenance contract. Dated: April 3, 2002 I hereby certify that the foregoing is a true and correct copy of Resolution No. 2002-66 which was duly and regularly passed and adopted by the City Council of the City of Lodi in a regular meeting held April 3, 2002 by the following vote: AYES: COUNCIL MEMBERS — Howard, Land, Nakanishi, and Mayor Pennino NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Hitchcock ABSTAIN: COUNCIL MEMBERS — None SUSAN J. BLAMSTON City Clerk 2002-66