HomeMy WebLinkAboutItem 4.04 AuthBidsCopierPoliceSvs
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CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: January 24, 1994
SUBJECT: Authorization to Solicit Bids for Copier Machine for
Police Services (Prepared by: Lou Ann Riera-Texeira,
Assistant to the City Manager)
EXHIBITS: ~ ~~pecifications
RECOMMENDATION: ~:uthorize Staff to Solicit Bids
FINANCIAL
STATEMENT:
Cost of a new Konica 4045 Copier System is estimated
at $13,270 (plus tax), less trade-in allowance on
the existing Konica 5003 copier machine. sufficient
funds have been accumulated in the Internal Service
Fund Reserves to replace this copier.
DESCRIPTION: In August of 1985, the city of Dublin purchased a
Konica 5003 copier system. This copier, which is currently housed at
the Dublin civic Center in Police Services, has exceeded its useful
life. The copier is worn out and requires frequent repairs and
servicing. This creates problems for the Police Department in
attempting to meet report filing deadlines. Based on a review and
comparison of copier systems and the specific needs of the Dublin
Police Services, staff recommends purchasing a new Konica 4045 copier
machine.
Bid specifications have been prepared by staff and are attached for
review by the City Council. Staff recommends that the city Council
authorizer staff to solicit bids for the purchase of a Konica 4045
Copier System.
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ITEM NO.
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COPIES TO:
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NOTICE INVITING BIDS
FOR
KONICA 4045 COPIER SYSTEM
NOTICE IS HEREBY GIVEN that sealed bids will be received until
2:00 p.m., Friday, January 28, 1994 at the city Manager's Office, Second
Floor, Dublin Civic Center; which is located at 100 civic Plaza, DUblin,
CA 94568. Bids will be accepted in accordance with the attached
specifications. The competency and responsibility of the bidders will
be considered in making the award. The ci ty reserves the right to
reject any or all proposals, to determine the lowest responsible bidder,
and to waive any informality or irregularity in the proposals submitted.
For further information concerning this bid, contact Paul Rankin,
Administrative Services Department, (510) 833-6640.
KAY KECK, CITY CLERK
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CITY OF DUBLIN
BID SPECIFICATIONS
DUBLIN CIVIC CENTER
(POLICE SERVICES)
The City of Dublin is seeking bids for one Konica 4045 copier system
wi th one 20 bin sorter, auto reverse document feeder, 4 paper trays
(2,000 sheet capacity) and stand to be installed at the Dublin Civic
Center (Police Services). All bids shall be in accordance with the
instructions to Bidders and the following specifications:
Bidders shall include the cost of the unit, one 20 bin sorter, one auto
reverse document feeder, 4 paper trays (2,000 sheet capacity), stand,
and all features specified below, plus all delivery, installation,
taxes, and other fees.
Bidders shall be responsible for meeting established deadlines. If
successful bidder is unable to deliver the copier on the day agreed
upon, the bidder must provide the City with a comparable "loaner" copier
machine at no cost to the City to be used until delivery of purchased
copier occurs.
I. BASE BID: Copier
A.
B.
c.
D.
E.
F.
G.
H.
J.
K.
L.
M.
N.
Konica 4045 (45 copies per minute)
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
(1) 20 Bin Sorter
Auto Reverse Document Feeder
4 Paper Trays (2,000 sheet capacity)
Automatic Duplex Unit
Multi-sheet Bypass/50 sheets
Automatic Exposure
Automatic Paper Selection
I.
Automatic Magnification
Surge Protector
Stand
Installation & Delivery
Tax
other Fees
SUBTOTAL
Less Credit for Trade-in on existing
Konica 5003
$(
$
)
GRAND TOTAL
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II. OPTION: Maintenance service & supplies
A. One Year Maintenance Program
1.
a.
Does your one year maintenance program include all parts
& labor (drum, toner, developer, oil, etc.)
b. If not, what services and/or supplies are not included?
Please indicate cost if applicable.
2.
a.
How many copies does your one year maintenance agreement
cover?
copies per year
b. what is the excess copy charge?
per copy
3. What is your guaranteed response time?
hours
4. Please list any other charges associated with your one year
maintenance program. You may attach a separate description of
your maintenance and/or services and supplies agreement.
TOTAL
$
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III. MANUFACTURER'S WARRANTY
Please provide information regarding the manufacturer's warranty on
the equipment.
IV. SCHEDULE
Deadline for sUbmitting bids - January 28, 1994
Bid to be awarded February 14, 1994
Equipment to be delivered and installed within two weeks of
bid award
Service and supplies would commence upon final payment by the
city
V. SUBCONTRACTORS
Each bidder shall identify any subcontractor who will be used in
the supply, delivery and installation of the copier and in
providing any maintenance service and/or supplies.
VI. METHOD OF PAYMENT
For all materials and supplies, the city shall pay within 45 days
of receipt of an invoice, provided that said items have been
delivered and received in new condition at the Civic Center Police
Department. The city reserves the right to withhold sums in the
event that the item is damaged. The ci ty may issue progress
payments representing those items received. The city may limit the
frequency of payments to no more than once each month.
For all installation costs, payment shall only occur after the
installation is complete. city shall reserve the right to withhold
funds for installation which is incomplete or not correctly
completed. city may issue monthly progress payments based upon the
amount of work completed.
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CITY OF DUBLIN
INSTRUCTIONS TO BIDDERS
DUBLIN CIVIC CENTER COPIER MACHINE
(POLICE SERVICES)
INTRODUCTION
The City of Dublin is requesting proposals for one Konica 4045 copier
system with one 20 bin sorter, one auto reverse document feeder, 4 paper
trays (2,000 sheets capacity) and stand, to be installed at the Dublin
Civic Center. The copier will be located in the main office of Dublin
Police Services.
PROPOSALS
Bids shall be made properly upon the form obtained at the office of the
city Manager, with all items filled out. A copy of the form is also
included in the Bid Specification package. The signature of all persons
signing shall be in longhand. The completed form shall be without
interlineations, alterations, or erasures. Any irregularity may be
cause for rej ection of the bid. Bids shall be submitted in a sealed
envelope with the words "CIVIC CENTER COPIER BID ENCLOSED" on the
outside.
Bids must be received in the city Manager's Office, second floor, Dublin
civic Center, 100 Civic plaza, Dublin, CA 94568, no later than 2: 00
p.m., Friday, January 28, 1994.
Bids shall not contain any recapitulation of the work to be done.
Alternative proposals will not be considered, unless called for. No
oral, telegraphic or telephone proposals or modifications will be
considered.
Before submitting bid, bidders shall carefully read the specifications
and shall fully inform themselves as to all existing conditions and
limitations.
BID BOND REQUIRED
A Bid Deposit equal to at least 10% of the total amount of the bid shall
be included with the sealed proposal. The Bid Deposit shall be in one
of the following forms: cash, cashier's check or certified check
payable to "city of Dublin"; or bidder's bond in favor of the city,
executed by an authorized surety company.
OPENING OF BIDS
Bids will be opened and read publicly at the time set in the city
Manager's conference room as indicated in the Invitation for Bids.
Bidders or their representatives and other interested persons permitted
by the Owner may be present at the bid opening. Bid opening 2:00 p.m.,
Friday, January 28, 1994.
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AWARD AND REJECTION OF BIDS
Award of the contract will be determined by the lowest total submitted
by a responsible bidder. The City shall reserve the right to modify the
total amount by adding or deleting individual items. Such modifications
shall be based upon the unit prices provided by the bidder on the Copier
Specification Form. The maintenance costs may be considered in
determining the most responsive bid.
The City reserves the right to reject any or all bids, to accept or
reject any items of the bid, and to waive any informality in bids
received. The competency and responsibility of bidders and of their
proposed subcontractors will be considered in making the awards.
WITHDRAWAL OF BIDS
Bids may be withdrawn by the bidder prior to, but not after the time
fixed for opening of bids.
INTERPRETATION OF DOCUMENTS
If any person contemplating a bid for the proposed contract is in doubt
as to the true meaning of any part of the specifications or other
proposed contract documents, he/she may submit to the City a written
request for interpretation thereof. The person submitting the request
will be responsible for its prompt delivery. Any interpretation of the
proposed documents, which in the city's judgement is necessary, will be
made only by Addendum duly issued. A copy of such Addendum will be
mailed or delivered to each person receiving a set of such documents.
The city will not be responsible for any other explanations or
interpretations of the proposed documents.
FORM OF AGREEMENT
The form of agreement, which the successful bidder will be required to
execute, will be based upon the bid specifications. The successful
bidder shall be provided with a purchase order upon award of bid by the
city Council.
COPIER SPECIFICATIONS FORM
Included as part of the Bid Documents is a detailed "copier
specification" form. This document includes information related to the
quantity, manufacturer, and type of item to be provided. This document
also includes a separate bid option relating to the service and supply
investment. Bidders may choose to bid solely on the copier or on the
copier and service supplies. As noted, the city shall have the option
to add or delete items based on the unit price. Unit price shall be
inclusive of all delivery, taxes and other charges.
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ADDENDUM OR BULLETINS
Any Addendum or Bulletins issued during the time of bidding, or forming
a part of the documents furnished to the Bidder for the preparation of
his/her bid, shall be made a part of the contract. The receipt of each
Addendum shall be acknowledged on the Bid proposal Form as submitted by
the bidder.
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