HomeMy WebLinkAboutItem 4.03 AwardOfBid4345Copier
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CITY CLERK
File # D~(3J[Q]-r2l~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 21 t 1997
SUBJECT:
Award of Bid For One Konica 4345 Copier
Report by: Diane Lowart, Parks & Community Services Director
A) Bid Results
B) Resolution Declaring Existing Equipment Surplus
RECOMMENDATION:V 1) - Award bid to AAA Business Machines and authorize Staff to
at ~ issue the necessary Purchase Order. 2) Adopt the resolution
~..., · declaring the existing equipment surplus and authorize Staff to
accept the Trade-In Allowance offered by AAA Business Machines.
EXHIBITS ATTACHED:
FINANCIAL STATEMENT:
Sufficient funds are available in the FY 97-98 Budget
DESCRIPTION: The Fiscal Year 1997-98 Budget includes funds to replace the copy
machine at the Shannon Community Center. Bid packages were provided to seven dealers which supply
Konica copy machines. In addition the notice inviting bids was posted as required by the City purchasing
. ordinance. A total of three bids were received by the deadline of 2:00 p.m. on October 13, 1997.
Attached in Exhibit A is a summary of the bids received.
Model 4345 Bids
The Base Bid was for a Konica 4345 with Reversing Automatic Document Feeder, 20-Bin Sorter ST-216
and Base with Autom~tic Duplex UnitlLarge Capacity Tray DB-503. One alternate (Option A:l) was
identified for a 20-Bin Stapler/Sorter. The low bidder for both the Base Bid and Option A-I was AAA
Business Machines.
Staff would recommend that the City Council authorize the bid award for the Model 4345 based upon
Option A-I for a total cost of$10,321.64.
Trade-In Allowance
All bidders were requested to provide a Trade-In Allowance which would be offered if their bid was
accepted. AAA Business Machines has offered a $50 Trade-In Allowance. The Model 4345 will replace
a Ricoh FT5540 which was purchased in July, 1991. The machine has produce nearly 1 million copies
and the current copy volume has resulted in increased service requirementS. Staff recommends that the
City accept the Allowance and dispose of the machine.
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COPIES TO: Bidders
ITEMNO.~
F:citycoun\ccmtgs\cccprbid.doc
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Conclusion
Staff recommends that the City Council award the bid for the Konica 4345 to AAA Business Machines
and authorize Staff to issue the necessary Purchase Order. The City Council should also adopt the
Resolution declaring the equipment being replaced as Surplus and authorize Staff to accept the Trade-In
Allowance offered by AAA Business Machines. .
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RESOLUTION NO. - 97
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A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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DECL~GSURPLUSPROPERTY:
(photocopier - Ricoh FT5540)
WHEREAS, the Fiscal Year 1997-98 Budget includes funds to replace the copy machine at the
Shannon Community Center; and
WHEREAS, bid packages were provided to seven dealers which supply Konica copy machines;
and
WHEREAS, the bid Specifications requested that the bidders provide a Trade-In Allowance on the
machine which was slated to be replaced; and
WHEREAS, the lowest responsible bidder was AAA Business Machines; and
WHEREAS, the City Manager has determined that the existing copy machine at the Shannon
Community Center is no longer needed for City purposes; and
WHEREAS, the City is authorized to dispose of personal property pursuant to Government Code
Section 37350.
NOW, THEREFORE, BE IT RESOLVED that the Dublin City Council does hereby declare that
the following equipment is surplus:
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1. [Inventory # 10244] Model FT5540 Ricoh Copier with 20 Bin Sorter (purchased July 1991)
BE IT FURTHER RESOLVED that the City Council does authorize the Trade-In of the
Equipment stated above to AAA Business Machines for a credit as stated in their bid submitted October
13, 1997.
PASSED, APPROVED AND ADOPTED this
day of
, 1997.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
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ATfEST:
City Clerk
CX~1IBIT f