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HomeMy WebLinkAbout4.09 Copier Equipment Purchase CITY OF DUBLIN AGENDA STATEMENT CIT`I COUNCIL 14EETIIIG DATE: June 26, 1989 SUBJECT: Authorization to Circulate Bids for the Purchase of a Copier (Prepared by Lou Ann Riera-Texeira, Administrative Assistant to the City Manager) EXHIBITS: Copier Bid Specification Packet RECOMMENDATION: Approve the Bid Packet and authorize staff to circulate it ong providers. Also, waive the formal bidding require- ) biKents and authorize staff to negotiate a package for approval by the City Council. FINANCIAL The following estimate is based on suggested retail pricing STATEMENT: obtained from a local vendor: (1) Konica's Royal 7090S Copier $21,400 (1) 20 Bin Sorter $ 2,695 Tax $ 1,875 Installation $ 184 TOTAL $26,154 In addition to equipment costs, staff is requesting quotes on maintenance service and supplies. Adequate funds are included in the Civic Center Project Equipment Account. DISCUSSION: As part of the preparation for moving to the Civic Center, it will be necessary to purchase an additional copier machine. The copier will be used by Community Development, Administrative Services and the City Manager's Office and will be located in the main copy room on the first floor of the Administrative wing. As with the exercise equipment, an employee advisory comamittee was formed to research copier equipment and develop a recommendation to Council. The committee, comprised primarily of key users from Development Services, Finance and the City Manager's Office, began its research by developing a list of desired "user" features, such as automatic duplexing, sorting , high speed, etc. Then the committee members contacted various copier manufacturers for literature and prices. Lastly, the group attended several copier demonstration sessions. Based on the committee's review and comparison of copier equipment and the primary users' specific needs, the committee recommends the Konica Royal 70905 copier machine. This copier provides all the needed features and the price is competitive. Subsequently, the committee has developed a bid specification package including the recommended copier equipment and related services and supplies. In order to receive maximum response from authorized retail and wholesale dealers as well as maintenance service and supply suppliers, the committee is recommending that bidders be allowed to bid either the equipment and/or the equipment and services included in the bid packet. Staff recommends that the City Council authorize circulation of the Bid Packets. Further, the City Council is requested to waive the formal bidding requirements based on the technical nature of the equipment to be purchased. Staff will review the responses, negotiate an equipment package and submit a final recommendation to Council for approval. As provided for in the City's purchasing ordinance, the waiver is designed to obtain equipment which will most closely meet the City's needs at the least cost. 4. 017� J—,O. ! / / /s 41 NOTICE INVITING BIDS FOR KONICA'S ROYAL 70905 COPIER MACHINE NOTICE IS HEREBY GIVEN that bids will be received until 2:00 p.m. , Friday, July 21, 1989, at the City of Dublin Offices, which are located at 6500 Dublin Blvd. , Suite 205, 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 City 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 Lou Ann Riera-Texeira, City Manager's Office at (415) 829-4600. Richard C. Ambrose, City Manager/City Clerk CITY OF DUBLIN INSTRUCTIONS TO BIDDERS CIVIC CENTER COPIER MACHINE INTRODUCTION The City of Dublin is requesting proposals for one Konica Royal 7090S copier machine with one 20 Bin Sorter to be installed at the new Civic Center upon completion of construction which is estimated to be as early as August 15, 1989. The copier will be located in the main copy room on the first floor of the Administrative wing (a diagram of the room layout is attached). The copier will be used by the City's Administration, Community Development and Finance Departments. PROPOSALS Bids shall be made upon the form obtained at the office of the City Manager properly and 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 inter- lineations, alterations, or erasures. Any irregularity may be cause for rejection 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, 6500 Dublin Blvd. , Suite 205, Dublin, CA 94568, no later than 2:00 p.m. , Friday, July 21, 1989. 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 shall 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 100 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 4:00 p.m. , Friday, July 21, 1989. 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 an 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 Specifications" 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 and 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. 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. CITY OF DUBLIN BID SPECIFICATIONS CIVIC CENTER COPIER The City of Dublin is seeking bids for one Konica Royal 70905 copier machine with one 20 bin sorter to be installed at the new Civic Center. 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, 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 date 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. Konica's Royal 7090S Copier $ B. (1) 20 Bin Sorter $ C. Installation & Delivery $ D. Tax $ E. Other Fees $ TOTAL $ 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 $ III. MANUFACTURER'S WARRANTY Please provide information regarding the manufacturer's warranty on the equipment. IV. SCHEDULE - Deadline for submitting bids - July 21, 1989 - Bid to be awarded - August 14, 1989 - Equipment to be delivered and installed upon completion of Dublin Civic Center which could be as early as August 15, 1989 - 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 project. The City reserves the right to withhold sums in the event that the item is damaged. The City 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 installa- tion which is incomplete or not correctly completed. City may issue monthly progress payments based upon the amount of work completed. BID PROPOSAL SUMMARY FORM CITY OF DUBLIN CIVIC CENTER COPIER I have received the documents titled City of Dublin Bid Specification - Civic Center Copier Instructions to Bidders, and have satisfied myself as to the scope of the work and the conditions required. In submitting this proposal, I agree: ' 1 . To hold my bid open for 60 calendar days from the date of this proposal. 2 . To comply with the provisions. of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications. 3 . To accept a purchase order on the basis of this proposal. 4 . To proceed with the project in a timely fashion in order to meet the estimated schedule. 5 . To provide with my bid two references, which will include their names, addresses and phone numbers . 6 . To allow the City to add or delete individual items as shown on the Copier Bid Specifications . Said prices shall be all inclusive of taxes, delivery, installation and shipping. A. Total Cost Proposal of Items Described in Copier Specifications. The following costs relate to the total cost of as defined in the Specifications, General Conditions, and Instructions to Bidders; including all applicable delivery charges, taxes and fees . $ TOTAL BID PROPOSAL $ Copier $ Service/Supplies $ B. Proposed Subcontractors : Please provide -the name, address and phone numbers of any subcontractors . Also clearly identify the service each will provide. Please use the attached form. PROPOSAL FORM Page 1 of 2 C. References Please list two references for which you have provided similar work. D. Addendums Included This proposal includes all modifications contained in the following addendums or clarifications: Addendum # Date Issued E. Submitted by Name Firm Name Address Phone ( ) Signature Date PROPOSAL FORM Page 2 of 2 DUBLIN CIVIC CENTER COPIER BIDDERS LISTING OF SUBCONTRACTORS Please provide the name, address, and telephone number of any subcontractor which will be used. Identify the service or product each will provide. Attach additional sheets as necessary. NAME PHONE # ADDRESS WORK TO BE PERFORMED NAME PHONE # ADDRESS WORK TO BE PERFORMED NAME PHONE # ADDRESS WORK TO BE PERFORMED, NAME PHONE # ADDRESS WORK TO BE PERFORMED ATTACHMENT TO PROPOSAL FORM "Sub Contractor Listing"