HomeMy WebLinkAboutItem 4.10 SolicitBidsKonicaCopier (2)
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CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: April 10, 1995
SUBJECT:
Authorization to Solicit Bids for two Replacement Copier Machines:
one Konica 2028 for Civic Center City Manager's Office; and one
nJ'i1 Konica 6190 for Civic Center First Floor Mail Room.
f1'('-'(Prepared by: Paul Rankin, Assistant City Manager)
/
/
(1) Manufacturer Data Sheet Konica 2028
(2) Manufacturer Data Sheet Konica 6190
(3) Bid Specifications
EXHIBITS ATTACHED:
RECOMMENDATION:
Authorize Staff to Solicit Bids
FINANCIAL STATEMEN;I: A. Estimated Cost ofa new Konica 2028 Copier System with a 20 Bin
sorter is estimated at $7,800 (plus delivery) less trade-in allowance on
'\ the existing copier.
B. Cost of a new Konica 6190 Copier System is estimated at $33,000
(plus delivery and installation), less trade-in allowance on the existing
copier.
Sufficient funds are available in the Internal Service Fund Reserves to
replace these copiers (See Report).
DESCRIPTION: In August of 1987, the City of Dublin purchased a Koniea 2803 copier
system with a 10 bin sorter. This machine is currently housed at the Dublin Civic Center in City Clerk
records room. The copier is used primarily by Staff located on the second floor and also serves as a back-
up when the machine on the first floor is being serviced. The machine currently has 493,418 copies on it
and the manufacturer has advised that since it is out of production they can no longer guarantee the
availability of replacement parts.
In July of 1989, the City of Dublin purchased a Konica 7090 copier system with a 20 bin sorter. This
machine is currently housed at the Dublin Civic Center in the First Floor Mail Room. This is the main
production copier and it is used to produce agenda packets as well as incidental copies for the
Departments located on the first floor. In the past the City has also produced the Budget and CIP
documents on this machine. The machine currently has in excess of 2.9 million copies recorded. Based
upon recent copy volumes the machine has required additional service calls which disrupt the production
of City documents. The amount of copies being produced on a regular basis on this machine is
approaching the maximum recommended volume for this class of copy machine.
These copiers have exceeded their useful life. The condition of the copiers results in frequent repairs and
servicing. This creates problems for City Staff in attempting to meet report preparation deadlines.
Based on a review and comparison of copier systems and the specific needs, Staff recommends
purchasing one new Konica 2028 and one Konica 6190 Copier machine. The City has standardized the
procurement of photocopy machines among those offered by Konica. This assists with providing
continuity in the servicing of all of the City copiers. It has also been Staff experience that they have
consistently provided reliable machines with local service options available.
Staff has requested various options on the Konica 2028 proposed for the City Clerk records room.
Pricing will be obtained on both a 10 and a 20 bin sorter and an automatic stapler feature. Staff will
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COPIES TO:
CITY CLERK
FILE ~
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recommend a specific configuration based upon the bids received and further analysis of the Department
needs.
The 6190 copier is a new line of high volume copiers offered by Konica. As previously noted the City is
currently generating a copy volume which is close to the maximum recommended level on the machine
most comparable to the current Model 7090. The newer recommended machine will handle a maximum
recommended volume which is approximately twice the volume currently used. This should provide
some protection against growing out of the new machine befoct is fully depreciated.
Staff did contact neighboring agencies to compare the types of copy machines used. In several cases the
agency leased a machine at a much higher annual cost than what the City would be expected to incur
through a purchase. The City of Dublin policy is to recover the initial purchase cost from annual charges
made to the operating departments over the expected life of the machine. The City maintains these
replacement reserves in the Internal Service Fund (ISF).
It is proposed to finance the purchase of the replacement machines through the ISF (Fund 830) reserves.
The City has fully depreciated both copiers collecting department operating charges of $4,786.56 on the
Model 2803 and $17,087.90 on the 7090. This provides a total of $21,874 in ISF reserves from
depreciation charges collected for the two machines being replaced.
The estimated cost of the replacement machines will exceed the original charges collected by
approximately $18,926. Staff has analyzed the funds available in the ISF and it appears that adequate
funds are currently available to fund this higher cost. In addition to Departmental Equipment Usage
charges this fund has accrued interest and equipment salvage revenues over the years. The purpose of
the ISF is to provide a funding mechanism to replace equipment without requiring the use of General
Fund monies. The inclusion of the new equipment will increase operating budgets in 1995/96, since
replacement charges were not made in previous years on fully depreciated equipment.
Bid specifications have been prepared by staff and are attached for review by the City Council. Staff
recommends that the City Council authorize staff to solicit bids for the purchase of Konica 2028 and
Konica 6190 Copier Systems.
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KONICAS 6190 Hicfff'$PEED COPIER/DuPLICATOR
A New Era In Office Productivity Is Here.
Since its entry into the high-speed copier segment, the f<.onica 6190 has signified a redefinition of the word "productivity."
In sllort, the 6190 was designed to answer your higtl-speed copying demands while demanding very little of you.
From higtl-tech, touch-screen operation to a paper capacity unsurpassed in its class, the 6190 is ready to deliver
ease of operation, the highest degree of reliability and levels of performance that you've never seen before.
The Konica 6190. It has the right touch for business_
STANDARD FEATURES.
90 Coples-Per.Mlnute (5,400 Copies-Per-Hour): Copies at a rale
of 90 copies-per-minute and copies on a variety of stock including
address labels, transparencies, rnost Ie tier head and Konica.
approved recycled paper
Advanced Touch Screen Control Panel: The touch.sensitive
interactive screen allows you to program even the most complex
copying tasks and walk away. It's that simple,
Reversing Automatic Document Feeder (RADF): The RADF
helps you make tile best use of time by automiltically feeding up to
10(8)1." x 11" oriqinills <1t n rnte of gO por Ininule, <1ccornmodillinq
J-><lper sims IIOIll 8Y," x 11" 10 11" x 11" II can also lee(j rnixed ori\!..
inals from letler to ledger size Plus, tile RADF automatically inverts
originals to facilitate two-sided copying.
20-Bin Sorter With In-Bin Stapling: 50-sheet bin capacity witll
in-bin stapling. Staples up to 50 sheets per set.
l,500-Sheet Paper Capacity:
Extra large paper capacity of
7,500 sheets increases your pro-
ductivity by reducing paper-load-
ing tasks.
Advanced Front-Loading Sys-
tem: Paper refill is easy and con-
venient with front..loading drawers
that can be loaded even while the
copier is in operation.
Envlronmentaliy Responsible:
The 6190 was designed with an
efficient toner recycling system for
longer consumables life with virtu-
ally no disposable residue. It also
has reduced ozone and acoustic sound emissions and uses
Konica-approved recycled copy paper.
Power Saver Mode: Reduces energy consumption by putting
machine in nonoperating mode when not in use.
User-Determined Magnification/Reduction Ratio: Allows the
user to program up to three specific magnification/reduction ratios
for added convenience.
Other Features: Stackless Automatic Duplexing Unit. Scan less
AutolTliltic Paper Selection and Aulolmlic Exposure Selection
· Dual Soleclioll Piloto Mode · Advanced Sell-Diagnostics
SPECIAL FEATURES.
Computer Form Feeder (CFF): Built..in capacity to copy computer
forms automatically without bursting.
OHP Interleaving: Automatically
copies onto transparencies, makes
a copy and inserts the copied page
after each transparency.
Job Memory: Up to 25 separate
common copying tasks can be pre-
programmed, then activated with a
predetermined 10 number for easy
access.
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Configuration:
Type:
Maximum Size Original:
Paper Sizes:
Console
Dry, Electrostatic
11" x 17"
Accommodates paper sizes from 5:1," x 81,"
to 11" x 1 7" and most intermediate sizes
6 paper sources for 7,500 sheets
of paper online; loading wllile operating
Paper Capacity:
Recommended
Paper Weight:
Copy Speed:
Warm-Up:
20..24 Ibs. copy paper
90 CPM
9 minutes
Copy Account Monitoring:
To control overhead costs, up to
1,000 passcodes can be assigned to
users to monitor copier usage and
limit access.
First Copy Time:
Approx, Dimensions:
- with optional 2nd
20-8in Sorter:
Approx, Weight:
- with optional 2nd
20-8in Sorter: 1,183 Ibs.
Reduction: Preset - 50%, 65%, 77%
Enlargement: Preset ~ 121%,129%,155%
Zoom: 50% thru 200% (1% increments)
Electrical Requirements: 230V, 20A
3.3 seconds (8Y>" x 11" paper)
Height: 42.8" - Width: 73.5" - Depth: 33.1"
Height: 42.8" - Width: 1 02" - Depth: 331"
976 Ibs.
ALL SPECIFICATIONS ARE APPROXIMATE AND SUBJECT TO CHANGE.
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Konica
COPIERS-FAX
KONIC..\ SUSINESS MACHINES U.S.A., "".....
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NOTICE INVITING BIDS
FOR
A. KONICA 2028 COPIER SYSTEM
AND
B. KONICA 6190 COPIER SYSTEM
NOTICE IS HEREBY GIVEN that sealed bids will be received until 2:00 p.m., Monday, May 1, 1995, 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 City reserves the right to reject any
or all proposals, or to award the purchase of the two machines to different Bidders, 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.
KA Y KECK, CITY CLERK
t~Hl:8~T '3
A CITY OF DUBLIN a
., INSTRUCTIONS TO BIDDERS .
DUBLIN CIVIC CENTER COPIER MACHINE(S)
(CITY HALL)
INTRODUCTION
The City of Dublin is requesting proposals for replacement of two photocopy machines, which are listed as Bid
Alternatives A and B below:
A. One Konica 2028 Copier System with one 20 bin sorter, reversing auto document feeder, 4 paper drawers
(2,000 sheet capacity), auto duplex unit and stand to be installed at the Dublin Civic Center. The copier will
be located in the City Clerk - Records Room. On this Bid Alternative, the City is seeking pricing based
upon three alternative configurations (20-bin sorter with and without in-bin stapler, and a 10-bin sorter
without stapler).
B. One Konica 6190 Copier System with one 20 bin sorter / in-bin stapler, reversing auto document feeder
(stack 100),,6 paper drawers (7,500 sheet capacity), auto duplex unit, computer forms feeder, and stand to be
installedilt the Dublin Civic Center, located on the first floor, in the main Mail Room.
C. Annual Maintenance Agreement following expiration of Manufacturer Warranty.
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 rejection of the bid. Bids shall be submitted in a sealed envelope with the words "CIVIC
CENTERCOPIER BID ENCLOSED" on the outside.
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Bids musf~.be received in the City Manager's Office, second floor, Dublin Civic Center, 100 Civic Plaza,
.' .
Dublin, ~94568, no later than 2:00 p.m., Monday, May 1, 1995.
Bids sh,\!!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 subriIitting 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 base bid on Alternative A and B 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.
MANUF ACTURER'S WARRANTY
Minimum 90 day full parts/labor on site, excluding operating supplies (i.e.. toner. paper).
SCHEDULE
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. Deadline for submitting bids - no later than 2:00 p.m., Monday, May 1, 1995.
. Bid to be awarded Monday, May 8, 1995 (tentative).
. Equipment to be delivered and installed within two weeks of bid award (tentative).
. Service and supplies would commence upon issuance of a separate purchase order to coincide with need,
based upon the manufacturer's basic warranty.
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.
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 City Hall. 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 installation which is incomplete or not correctly completed. City may issue monthly
progress payments, based upon the amount of work completed.
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 pennitted by the Owner may be
present at the bid opening. Bid opening 2:00 p.m., Monday, May 1, 1995.
A WARD AND REJECTION OF BIDS
Award of the contract will be detennined by the lowest total submitted by a responsible Bidder. The bid
specifications are separated into three different bid alternatives. (Bid Alternative A, Bid Alternative B, and Bid
Alternative C.) Bidders may bid on one or all bid alternatives. The City will select the Bid Alternative with the
desired options that most closely meets the City's needs. Bid comparisons include price, experience, service
and trade-in factor for the Alternative selected.
The City shall reserve the right to modify the total amount by adding or deleting individual items as described in
the specifications. Such modifications shall be based upon the unit prices provided by the Bidder on the Copier
Specification Fonn. The maintenance costs may be considered in detennining 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
infonnality 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.
. INTE~RETATION OF DOCU~TS e
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 judgment 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 Fonn 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. The award of the bid is tentatively scheduled to occur at the City Council meeting of May 8, 1995.
COPIER SPECIFICATIONS FORM
Included as part of the bid Documents is a detailed "Copier Specification" fonn. The document includes
infonnation 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(s) or on the copier(s) 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.
ADDENDUM OR BULLETINS
Any Addendum or Bulletins issued during the time of bidding, or fOInling a part of the documents furnished to
the Bidder for the preparation of hislher bid, shall be made a part of the contract. The receipt of each
Addendum shall be acknowledged on the Bid Proposal Fonn as submitted by the Bidder.
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CITY OF DUBLIN
BID SPECIFICATIONS
ITEM A
DUBLIN CIVIC CENTER CITY HALL
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The City of Dublin is seeking bids for one Konica 2028 Copier System with one 20-bin sorter (with and without in-bin
stapler), reversing auto document feeder, 4 paper drawers (2,000 sheet capacity), auto duplex unit and stand to be
installed at the Dublin 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 (with and without in-bin stapler), reversing auto document
feeder, 4 paper drawers (2,000 sheet capacity), auto duplex unit, 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. Copier Specifications
Estimated Delivery Date:
A. BASE BID: 1 Copier (28 Copies Per Minute) :::::):I)::[Us$:lm:)::::::::::::::q:::::\::JilIW1II\\!)jJi;:~ :::;::Q.I.QN:I*~~":::::::::
1.
Konica 2028
$
$
$
2. (1) 20-Bin Sorter without Stapler
(1) 20-Bin Sorter with In-Bin Stapler
(1) lO-Bin Sorter without Stapler
3. Reversing Auto Document Feeder (RADF)
$
$
$
4. 4 Paper Drawers (2,000 sheet capacity)
$
$
$
5. Auto Duplex Unit
$
$
$
6. SUBTOTAL BASE MACHINE
$
$
$
7. Installation & Delivery
$
$
$
8. Tax
$
$
$
9. Other Fees - Specify
$
$
$
10. TOTAL BASE COPIER
$
$
$
Credit offered for Trade-in on Konica Model 2803
if Bid is awarded (See Description Section II)
$(
)
Option (A-l)* Same as Above Including 20-Bin Sorter with Stapler
Option (A-2)** Same as Base - Substitute lO-Bin Sorter without Stapler
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CITY OF DUBLIN
BID SPECIFICATIONS
ALTERNATIVE B
DUBLIN CIVIC CENTER CITY HALL
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The City of Dublin is seeking bids for one Konica 6190 Copier System with one 20-bin sorter / in-bin stapler, reversing
auto document feeder (stack 100),6 paper drawers (7,500 sheet capacity), auto duplex unit, computer forms feeder, and
stand to be installed at the Dublin Civic Center. All bids shall be in accordance with the instructions to Bidders and the
following specifications:
The base machine shall include all standard features contained on this model. Bidders shall include the cost of the unit,
one 20-bin sorter / in-bin stapler, reversing auto document feeder, 6 paper drawers (7,500 sheet capacity), auto duplex
unit, computer forms feeder, 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.
Estimated Delivery Date:
B. BASE BID: 1 Copier (90 Copies per Minute)
1. Konica 6190
2. (1) 20-Bin Sorter / In-Bin Stapler
3. Reversing Auto Document Feeder (Stack 100)
4. 6 Paper Drawers (7,500 sheet capacity)
5. Auto Duplex Unit
6. Computer Forms Feeder
7. SUBTOTAL BASE MACHINE
8. Installation & Delivery
9. Tax
10. Other Fees - Specify
11. TOTAL BASE COPIER
$
$
$
$
$
$
$
$
$
$
$
Credit offered for Trade-in on Konica Model 7090
if Bid is awarded (See Description Section II)
$(
)
e CITY OF DUBLIN e
BID SPECIFICATIONS
ALTERNATIVE C
DUBLIN CIVIC CENTER CITY HALL
MAINTENANCE SERVICE & SUPPLIES
As a separate Bid Alternative, the City is seeking pricing on the on-going maintenance of the copiers following
expiration of the manufacturer warranty. Company must be capable of providing service technicians capable
and knowledgeable in the servicing of the specified machines.
A. One Year Maintenance Program
1. The City Fiscal Year runs from July 1 through June 30. The City will want to prorate any annual
maintenance program from the end of the manufacturer warranty through June 30, 1996. Can your firm
accommodate this request? YES NO
Will the charge be based directly upon the percentage of the annual cost used? YES
If not, please explain: (i.e., If the maintenance contract runs from August 1, 1995 to June 30, 1996
=365 - 31 = 334/365 = 92% of annual price.)
2. a. Does your one year maintenance program include all parts and labor (drum, toner, developer, oil,
etc.)?
b. If not, what services and/or supplies are not included? Please indicate cost, if applicable.
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3. a. How many copies does your one year maintenance agreement cover?
copies per year (2028) copies per year (6190)
b. What is the excess copy charge?
per copy (2028) per copy (6190)
4. What is your guaranteed response time?
hours. Where are service technicians dispatched from?
5. 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 annual cost for Model 2028 $
TOTAL annual cost for Model 6190$
. II. CREDIT FOR TRADE-IN 1W ANCE
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At their sole option, the City may elect to accept a "trade-in" allowance from the successful Bidder on Bid
Alternatives A and B. Said allowance shall be as stated on this bid submittal form. Acceptance ofthe trade-
in allowance shall not result in any additional costs to City. Bidder shall be responsible for removal of
copier within one business day of delivery of new copier, unless other arrangements are approved by City.
Vendors may request an appointment to physically inspect the machines during regular business hours. Said
inspection shall not disrupt the City access to fully use the machines. City does not make any
representations as to the condition or status of the machines, beyond what is stated in this document. The
City owns both machines and has continued to have them under service/maintenance agreements since the
date of the original purchase.
Konica Model 2803, with 10-bin sorter and stand
Purchased: August 1987
Approximate number of copies at 4/4/95: 493.418.
Konica Model 7090, with 20-bin sorter
Purchased: July 1989
Approximate number of copies at 4/4/95: 2.919.865,
III. References
Please list two references where you have installed similar copiers:
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......X:;;rCUN. ..........""......""""nUA'l(TD1i;xn'.......
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MODEL 6190, (or Comparable):
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~:::::::::;:::::::
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Please list two references where you have provided a Maintenance Service Agreement.
MODEL 2028, (or Comparable):
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MODEL 6190, (or Comparable):
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IV. Certification
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I certify that I have received the documents titled "City of Dublin Bid Specifications" and "Instructions to
Bidders" and I have satisfied myself as to the scope of the requested purchase and the conditions required.
In submitting this proposal, I agree:
. That in accordance with the bid documents, the City reserves the right to award the bid for any of the
Bid Alternatives based upon the pricing noted above;
. To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of
this proposal;
. To comply with the provlslOns of the Notice Inviting Bids, Instructions to Bidders and Bid
Specifications;
. To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if
awarded on the basis of this proposal; and
. I have attached a bid bond, as required, equivalent to 10% of the combined base bid on Alternative A
and Alternative B.
Name of FIRM submitting BID:
Business Address:
Signature of Authorized FIRM Representative:
Printed Name:
Date:
Title: