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Home My WebLink AboutItem 4.07 Purch Lanie rCopiers CITY CLERK File # D~@]@]-[g]@] AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 20, 2007 SUBJECT: Waiver of Bid Requirement As Authorized by Municipal Code and Authorization to Purchase Two Lanier Copiers from Shamrock Offi~ , Solutions Under The US Communities Purchasing Agreement '(11'" Report Prepared by Steve Pappa, Information Systems Manager ATTACHMENTS: 1. Resolution Authorizing a Purchase From Shamrock Office Solutions ~nder The US Cqmmunities Contract (One Lanier Copier Model LD190 and One Lanier Copier Model LD345) RECOMMENDATION: Adopt Resolution FINANCIAL STATEMENT: Sufficient funds exist for the replacement of the two machines in the Internal Service Fund budget (Large Production Copier -City Offices and Public Works Department Copier). The total cost of the purchase including tax, delivery, and training is $34,345. DESCRIPTION: The purchase of new copiers is scheduled on a periodic basis to replace older machines. When possible Staff has sought to use public agency master purchase agreements in order to efficiently obtain new equipment at a competitive price. For Fiscal Year 2007/2008 the following two copiers were identified to be replaced: i0< < 40 copies / min Konica 7040 Mail Room / Agenda Preparation Machine 75 copies / min Konica 7075 5/16/2000 9/19/2000 The Civic Center mail room copier is the City's highest volume copier. It is used to produce various agenda packets for City Council and Commission meetings, as well as other documents for mass distribution. The Public Works copier is used largely for walk -up copies and as a back-up for small jobs needed by staff located on the first floor, when the mail room copier is in use. City Staff formed a committee to evaluate copier solutions offered by different manufacturers. The committee included staff familiar with the needs of each department and including those responsible for preparing the agendas. The Committee reviewed copier replacement options and compared copiers from Konica/Minolta, Xerox, and LanierlRicoh. Currently the City has nine Konica copiers and one Ikon. Standardization of machines is convenient for user training as well as obtaining a consolidated maintenance agreement. -------------------------------~---------------------------------------------------------------------------- COpy TO: ITEM NO. --.:\ I 1 G:\Information Services\Agenda Statements\Lanier copier 2007\agenda_stmtyurchaseLanierCopiers2007-08.doc . v Although the proposed replacement will result in two copiers being maintained under a separate agreement, this will provide an opportunity for further evaluation of the copiers before making future replacements. Many ofthe features in copier technology are comparable among manufacturers. The Committee's key criteria for recommending the Lanier 1 Ricoh solution included consideration ofthe following factors: copier features; local service availability; and the fact that LanierIRicoh had previously been selected as the US Communities competitive bid award. The Lanier features identified by the evaluation team included: additional flexibility with multiple paper sources in the large capacity add-on; the ability for the automatic document feeder to handle a 100 page document; enhanced standard computer storage and memory (2 individual 160 gb hard drives and 512MB memory); color scanning capability on the LanierlRicoh model LD 190; document controls to add watermarks and page numbering; and the inclusion of scanning. Both the Lanier 1 Ricoh models being considered offer black and white digital scanning and e-mail technology, as do other comparable models. The replacement of copiers will enhance the ability of staff to easily scan documents for e-mail transmission or posting on the website. The Committee viewed a demonstration of the products at Shamrock Office Solutions. This Dublin Company offers its products to local government agencies based on an agreement with the US Communities Government Purchasing Alliance. US Communities is a partner with the League of California Cities and serves public agencies nationwide. The US Communities Government Purchasing Alliance copier agreement was competitively bid. Section 2.36.050(A)(10) ofthe Municipal Code allows for exceptions to the formal bidding process when the City is able to procure items from a competitive bid process administered by another public agency. The Code requires that any purchases made in this manner that are more than $20,000, shall be approved by the City Council (Section 2.36.050(B)). The cost of the LanierIRicoh Model LD190 copier is $25,478 configured with a stapling finisher; two and three hole punch; and the multi-drawer large capacity add-on. The cost of the model LanierlRicoh LD345 is $8,597. Therefore, the combined cost for the two machines is $34,345. The resolution (Attachment 1) to the Staff Report will authorize the purchase in accordance with the City purchasing code. Shamrock Office Solutions is a Dublin firm that is an authorized Lanier dealer. Shamrock's service department is located on Sierra Lane in close proximity to the Civic Center, and provides technicians certified in maintaining Lanier copiers. Reference checks were made and favorable comments received from current Shamrock clients. With the purchase of the new machines the City will also be obtaining maintenance service agreements from Shamrock Office Solutions. The annual cost for the LD 190 is estimated to be approximately $5,400 and the annual cost for the LD345 is estimated to be $945. Staffwill work with the vendor to pro-rate the costs in order to align with the fiscal year. RECOMMENDATION: Staff recommends that the City Council waive the competitive bid process pursuant to Dublin Municipal Code S Section 2.36.050(A)(10) and adopt resolution authorizing the purchase of two LanierIRicoh copiers from Shamrock Office Solutions, under the US Communities Government Purchasing Alliance purchase agreement. c<~~ I '1/ RESOLUTION NO. xx - 07 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING STAFF TO PROCURE DIGITAL COPIERS FROM SHAMROCK OFFICE SOLUTIONS PURSUANT TO THE US COMMUNITIES PURCHASING AGREEMENT WHEREAS, the City requires the purchase of digital copiers for City operations; and WHEREAS, Lanier 1 Ricoh has a valid pricing agreement publicly bid and administered by US Communities Government Purchasing Alliance; and WHEREAS, Section 2.36.050(A)(10) of the Dublin Municipal Code allows for exceptions to formal bidding process when the City is able to procure items from a competitive bid process administered by another public agency; and WHEREAS, ifthe purchase made pursuant to section 2.36.050(A) exceeds $20,000 the City Council must authorize the purchase; and WHEREAS, the US Communities agreement meets the requirement for public bids; and WHEREAS, the estimated cost of the selected replacement copiers as described in a report to the City Council on November 20, 2007 is $34,345; and WHEREAS, Ricoh 1 Lanier has directed the City to complete the purchase under the US Communities contract with Shamrock Office Solutions of Dublin, California. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to procure copiers from Shamrock Office Solutions, under a purchasing agreement publicly bid .by US Communities Government Purchasing Alliance at a purchase cost not to exceed $34,435 and as described to the City Council on November 20,2007. PASSED, APPROVED AND ADOPTED this 20th day of November, 2007, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk T-+emtf 4.'7 )/J"U)(1)7~ ATTACHMENT 1 ()