HomeMy WebLinkAboutItem 4.5 Shannon Center Copier Bid CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 8, 1991
SUBJECT: Award of Copier Bid for Shannon Center
Report by Diane Lowart, Recreation Director
EXHIBITS ATTACHED: ummary of Bids Received
RECOMMENDATION: Award Copier Bid (equipment and maintenance service &
v supplies) to C. G. Inc. Direct staff to issue
appropriate purchase order forms and proceed with the
purchase of the copier.
FINANCIAL Base Bid (Copier) $ 8,169.45
STATEMENT: Option (Maintenance & Supplies) $ 1,960.33*
TOTAL $10,129.78
(Sufficient Funds are available in the Internal Service
Fund. )
DESCRIPTION: The Royal 145R Copier purchased by the City in 1982 and
currently housed at Shannon Center has exceeded its useful life. This
copier is worn out and is requiring frequent repairs. Based on a review
and comparison of copier equipment and the specific needs of the Shannon
Center Staff, Staff recommends the purchase of a RICOH FT5540 Copier.
Subsequently, bid specifications were developed, bid packages were
circulated and four bids were received.
A summary of the bids received is presented. Bids were received from
Banana Office Systems, Encom Office Systems, Champion Office Systems, and
C. G. Inc. Two of the four companies submitting bids do not meet the Bid
Specifications and cannot be considered for award of contract.
The low bid was presented by C. G. Inc. , with a bid of $8,169.45 for the
equipment and a bid of $2,352 for maintenance, based on 120,000
copies/year. However, the Shannon Copier usage averages 100, 000
copies/year, which results in a lower maintenance cost.
Staff recommends that the Council award the copier bid package to C. G.
Inc. , and direct Staff to issue appropriate purchase order forms and
proceed with the purchase of the copier.
RCA/lss
a:L72Copyr.doc.agenda
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45 COPIES TO: J' ' '5�50 -zo
ITEM NO.
COPIERS
FACTORS ENCOM C.G. INC.
Ricoh FT5540 Copier $5, 323 . 00 $4,700 . 00
20 Bin Sorter $1, 348 .00 $1, 215 .00
Auto Reverse
Document Feeder $1, 367 .00 $1, 280. 00
Large Capacity Tray $470 . 00 $440 . 00
Installation &
Delivery $0 $0
Tax $608 . 65 $534 . 45
Other Fees (FT Cabinet) $187 . 00 $0
SUB-TOTAL $9,303 . 65 $8,169 . 45
BANANA OFFICE CHAMPIONS
SYSTEMS
Copier $4, 806.75 $6, 604. 00
20 Bin Sorter $1 ,230 . 00 $1, 546 . 00
Auto Reverse
Document Feeder $1,286 .00 $1, 607 . 00
Large Capacity Tray $488. 00 $537 . 00
Installation &
Delivery $85 . 00 $88 . 00
Tax $552 .70 $682.78
Other Fees: ( Starter Kit) $0 $135 .00
SUB-TOTAL $8, 448 . 45 $10, 659 .76
ENCOM C.G. INC.
ONE YEAR K,\INT.
AND SUPPLIES $2,580 . 00 $2, 352 . 00
Includes Drum No Yes.
Includes P.M. Kit No Yes
Base Copies per Year 180,000 120,000 +
Excess Copy Charge . 0108/copy will
renegotiate
if necessary
Y
Materials Fees:
Toner: $195 . 00 per carton 0
of 6 ; yields 60,000
copies/carton
Developer: $145 . 00 per carton
of 4; yield 320,000
per carton
Silicone Oil: $110 . 00 per carton; '-
yields 1,260,000 copies/
carton
Guaranteed Response: 4 - 6 hours 6 hours
Maintenance Costs For:
120,000 copies: 2 ,352.00
180 , 000 copies : $3 ,257 . 50
BANANA C~:Ai.?PI ON
ONE YEAR MAINT.
AND SUPPLIES Not listed 3,022
Includes Drum Yes Yes
Includes P .M. Kit No Yes
Ease Copies per Year Actual Volume 270,000
Excess Copy Charge . 018/copy .0112/copy
i,?at-Zrials Fees : 0 0
Guaranteed Response: 8 hours 3 . 3 hcu s
Maintenance Costs for
270 , 000 copies : Not listed 3 ,022 . 00