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Home My WebLink About4.04 Copier and Exercise Equipment Purchase 35-0 CITY O F D U B L I N AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 14, 1989 SUBJECT: Award of Copier Bid and Exercise Equipment Bid (Prepared by Lou Ann Riera-Texeira) EXHIBITS: Exhibit A - Summary of Copier Bids Exhibit B - Summary of Exercise Equipment Bids RECOMMENDATION: Award copier bid (equipment and service & supplies) to OMI of California; award exercise equipment bid (equipment and maintenance) to Fitness Equipment USA. Direct staff to issue appropriate purchase order forms and proceed with the purchase of the equipment. FINANCIAL The staff estimate prior to bidding was $41,192. The actual STATEMENT: cost to purchase the copier and exercise equipment for the new Civic Center is $36,386.59. Adequate funds are included in the Civic Center Project Equipment Account. Note: This results in a savings of approximately $4,805. DISCUSSION: On June 26, 1989, the City Council approved both the copier and exercise equipment bid specifications and authorized staff to circulate the packets. Subsequently, staff has received and reviewed the bids. A summary of the bids and the staff recommendations are presented below: Copier Bid For the past several months a group of City employees representing the Finance Department, Development Services and the City Manager's Office has researched the purchase of a new copier. The copier will be housed in the main copy room at the new Civic Center. Based on a review and comparison of copier equipment and the City's specific copier needs, the copier committee recommended the purchase of a Konica 7090S copier with a 20-bin sorter. In addition, the committee recommended obtaining a bid on a one-year service and supplies package. The service and supplies package was presented as an option in the bid packet. Subsequently, bid specifications were developed, bid packages were circulated and four bids were received. A summary of the bids received is presented in Exhibit A. Bids were received from OMI of California, Astro Business Products and from Konica directly. All bidders bid on equipment, service and supplies, all service and supply packages include unlimited service calls and preventive maintenance calls every 100,000 copies, and the estimated maintenance cost was based on 360,000 copies per year. Astro Business Products submitted two bid proposals, one includes a standard service and supplies package; the other includes a V.I.P. service and supplies package which includes the copier drum. Given that this can be a significant operating expense, staff elected to compare the cost of the package which includes the drum. This is also consistent with the other proposals. V L, _, OMI presented the lowest bid on the copier equipment and also presented the most favorable service and supplies package. In addition to unlimited service calls and preventive maintenance calls every 100,000 copies, OMI also offers regular bi-monthly contact with an OMI service representative and a guaranteed service response time of 2-4 hours. Staff has contacted references supplied by OMI. Both references indicated that they receive excellent service through OMI and that the Konica 70905 is a reliable copier. Staff recommends that Council award the copier bid to OMI of California and direct staff to issue appropriate purchase order forms and proceed with the purchase of the copier equipment. Exercise Equipment Bid i As with the copier equipment, an employee advisory committee was formed to research the purchase of exercise equipment for the new Civic Center. The exercise equipment will be located in the physical training room and will be made available to Dublin Police Service and City employees. Based on a review and comparison of exercise equipment and the City's specific needs, the fitness committee developed an exercise equipment package and corresponding bid specifications. The equipment package includes two groups of exercise equipment which were presented as bid options. The bid specifications also includes provisions for user orientation and training and equipment maintenance. A summary of the bids received is presented in Exhibit B. Bids were received from Russ Warner's All American Fitness, Amador Valley Athletic Equipment, Inc. , Fitness Equipment USA and Life Fitness, Inc. As you will note, both All American and Fitness USA presented bids on both groups of equipment and on maintenance. Amador Valley only bid on Group I and maintenance, and Life Fitness only bid on Group II and maintenance. With regard to equipment maintenance and user orientation and training, the following proposals were made: - All American (Group I & II) - two full years equipment maintenance. First year - no charge; second year - $500. Training - Yes. - Amador Valley (Group I) - two full years equipment maintenance at no cost to the City. Training - Yes. - Fitness USA - two full years all parts and labor at no cost to the City. Training - Yes. - Life Fitness - two year manufacturer's warranty. Training - No. After reviewing the proposals, it appears that Fitness Equipment USA has presented the lowest total bid along with the most favorable maintenance package. As with the copier equipment, staff has contacted references provided by Fitness Equipment USA. The references indicated outstanding service and quality equipment. Staff recommends that Council award the exercise equipment bid package to Fitness equipment USA and direct staff to issue appropriate purchase order forms and proceed with the purchase of the exercise equipment. r I COPIERS I i — I OMI iASTRO - I ASTRO - II KONICA FACTORS i s s i COPIER $14,250 .$14,350 $14,350 $14,980 i SORTER $1,720 1 $1,785 $1,785 $1,816 s INSTALL & $125 1 $184 $184 $184 , DELIVERY � I TAX $1,126.65 $1,129.45 ! $1,129.45 $1,175.72 OTHER FEES ($8.75) $0 $0 $0 *Correction for sales I ! tax applied to delivery and installations i ( Subtotal $17,212.90 $17,448.45 f $17,448.45 $18,155.72 ONE YR MAINT $2,300.00 $3,348.00 i $5,040.00 $2,768.76 ! AND SUPPLIES i iIncludes Drum Yes Yes Yes Yes ' i I iIncludes PM Kit Yes ! No Yes No i i Base Copies 360,000 360,000 360,000 360,000 ! Per Year j Excess Copy .0069 .0080 .0140 .0066 (1) •. Charge 1 .0063 (2) .0056 (3) $828.00 $.00 $.00 $792.00 ; Guar Response 2 - 4 hours j 3 hours 3 hours 2 hours i Time Maintenance Costs $3,128.00 $3,348.00 $5,040.00 $3,560.76 for 360,000 copies j ( TOTAL $20,340.90 $20,796.45 $22,488.45 $21,716.48 (1) 240,000 - 760,000 (2) 760,001 - 1,280,000 (3) 1,280,000+ EXERCISE EQUIPMENT ALL AMERICAN AMADOR VALLEY FITNESS USA LIFE FITNESS FACTORS GROUP I - EQUIPMENT -Paramount ST4-P20 $6,350.00 $6,410.00 $5,591.50 No Bid (With All Options) -Delivery & Install $.00 $350.00 $279.58 -Tax $444.50 $448.70 I $391.41 -Subtotal i $6,794.50 $7,208.70 $6,262.49 -PTS Turbo 1000 $859.00 $850.00 $750.00 No Bid -Delivery & Install $.00 $.00 $37.50 -Tax $60.13 $59.50 $52.50 -Subtotal I $919.13 $909.50 $840.00 TOTAL $7,713.63 $8,118.20 $7,102.49 i i I GROUP II - EQUIPMENT ! -LifeCycle 9500 I $1,995.00 No Bid $1,995.00 $2,295.00 -Delivery & Install $100.00 $99.75 $160.65 -Tax $139.65 $139.65 $160.65 Subtotal $2,234.65 $2,234.40 $2,616.30 -(2) LifeSteps 1000 $5,990.00 No Bid $5,990.00 $6,390.00 -Delivery & Install $150.00 $299.50 $447.30 -Tax $419.30 $419.30 $447.30 -Subtotal $6,559.30 $6,708.80 $7,284.60 TOTAL $8,793.95 $8,943.20 $9,900.90 GROUP III - $500.00I $.00 $.00 No maintenance ! MAINTENANCE I (Optional) GRAND TOTAL $17,007.58 N/A $16,045.69 N/A Group I, Group II and Maintenance i Delivery Only - No Installation EXMBIT