HomeMy WebLinkAboutItem 4.3 Authorize Purchase of Copy Machine (2) 366 -2-0
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 22, 1985
SUBJECT Authorization to Purchase Copy Machine
EXHIBITS ATTACHED Brochure Outlining Features of Royal 5003 Copier; Cost
Proposal Presented by Royal Business Machines dated
July 10 , 1985 ; Proposal presented by OMI dated
July 16 , 1985
RECOMMENDATION Authorize a waiver of the formal bidding procedures
and direct Staff to purchase one Royal 5003 ZMR to be
installed at City Offices
FINANCIAL STATEMENT: Base Cost of Machine $10,600
Large Document Feeder 375
Key Counter Receptacle 66
Sales Tax 718
Installation 225
1-Year Maintenance Agreement 3 , 284
Total 15 , 2
Sufficient funds are budgeted in the 1985-86 Capital
Improvement Program for the purchase of the machine .
The cost of maintenance is budgeted in the depart-
mental accounts .
DESCRIPTION Section 5 (f) of Ordinance No . 16-83 , establishing
procedures for the purchase of goods and services allows for a waiver of the
formal bidding procedures when a purchase involves goods of a technical
nature .
Staff has reviewed products on the market in relation to the City ' s current
needs . The Recreation Department has been required to bring items to City
Offices to copy them. This is both inefficient and can result in delays in
processing documents . Also , at times Staff has found it necessary to secure
an alternate machine when repairs are required. Therefore , it is proposed
to relocate the existing machine to the Recreation Office and install a new
machine in City Offices .
The review of products on the market indicated- that a wide variety of the
City' s copying needs could be met at a favorable price by the Royal 5003ZMR.
Preparation of the agenda requires multiple sized pages and both colored and
white paper. The Royal product has the capability of having three different
types of paper ready for use . The selection of the paper size can be done
automatically or manually with the press of a button. Other machines
require reloading of the paper when more than two types are used. The Royal
5003 also is capable of producing copies on 17" x 22" paper. This feature
will /'enhance the production of size for size documents in the Engineering
and Planning Departments .
Other features include the ability to print on both sides , a copy speed of
50 copies per minutes , the ability to reduce documents and enlarge documents
and automatic exposure control . Some of the other machines are able to
produce copies at a faster rate , however, the Royal provides the greatest
number of features which are directly related to the City ' s needs .
In" September of 1982 , the City purchased a Royal 145R at a cost of $11 ,682 .
The newer model has a substantial number of additional features . The
current machine has approximately 875 ,000 copies. Overall , the machine has
been reliable .
Staff has contacted the manufacturer directly and they have presented prices
based on the government pricing schedule . An independent dealer, OMI , has
also presented a proposal . The cost of the machine and a 1-year service
agreement is approximately $435 less when purchased from the manufacturer.
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COPIES TO :
ITEM NO . �3
AGENDA STATEMENT : Authorization to Purchase Copy Machine
Page 2
A comparison of the proposals is as follows :
ROYAL OMI
Cost of Machine with
Large Document Feeder/Counter Receptacle/
Large Capacity Tray/20 Bin Sorter $11 , 041 $10, 810
Installation 225 350
One Year Service Agreement 3 , 284 3 ,840
Sales Tax 718 703
Total $15 , 2 15 ,703
Royal Business Machines has been providing preventative maintenance and
repair on the existing model 145R. The response time has been reasonable
and during 1984-85 , the cost per copy was approximately 2 cents . This
included maintenance charges , supplies , paper and the replacement of the
drum. Given the reliability of our existing Royal copier and the cost
effectiveness , Staff is recommending the purchase of a Royal 5003 from the
manufacturer. This will assure continuity in having both machines serviced
by the same company.
The City ' s purchasing ordinance requires formal bidding on purchases of more
than $5 , 000. However, an exemption is allowed for technical purchases , when
approved by the City Council . The review of available copiers indicated
that the production of large size copies is not a common feature . Also , the
ability to do both enlargements and reductions is not a standard item on
machines in the price range of the Royal 5003 . Staff recommends that the
City Council waive the formal bidding procedure as most other vendors would
not be capable of meeting specifications containing features which are
useful to City operations and authorize the Staff to purchase the machine
from Royal .
i
Item 4.3 Exhibit Missing
Brochure Outlining Features of Royal 5003
Copier
ROYAL BUSINESS MACHINES,INC. 8390 Capwell Drive,Oakland,California 94621 415 562-8120
SU8SI01ARY0F TAIU Anite
July 10, 1985
City Of Dublin
6500 Dublin Blvd.
Dublin, Ca. 94568
Attention: Paul Rankins
Dear Paul :
Per your request, the cost of the Royal 5003 ZMR copier
with a 20 bin sorter, automatic duplexing unit, and large
capacity tray is $10, 600 . 00 . The cost of the large
document feeder is $375 . 00 . Installation is $225 . 00 .
If you have any questions or find any discrepancies, please
feel free to call me.
SrrkH ' y; �—
e
nt Sales Representative
P.S . You can use the blue key counter on the 5003 ZMR.
Additional keys are $26 . 25 , and the receptacle is $65 . 60 .
CITY OF DUBLIN
Royal 5003 Copier - Includes fully automatic document
feeder, automatic duplexing unit , large capacity tray,
large document handler, 20-bin sorter & receptacle
unit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $10, 810.00 + tax
Maintenance Agreement
$3 ,645.00/yr. - Includes 360,000 copies - Excess $ .0108/copy
Auto Duplexing Unit - $40.00/yr.
Sorter - $155.00/yr.
Includes drums , rollers , parts & labor for one-year
Supplies
Toner. . . . . . . . . . . . . . . . . . . . . . . . $ 18. 25
(Yield approximately 7, 500 copies)
Developer. . . . . . . . . . . . . . . . . . . . $110.00
(Yield approximately 60,000 copies)
Example based on 30,000 copies per month
First 5 Yrs . After 5 Yrs .
Amortization $191 .88 $ -0-
Maintenance $320.00 $320.00
Supplies $127 .90 $127 .90
$639. 78 $447 .90
$639.78 y 30,000 = $ .021/copy
$447.90 t 30 , 000 = $ .014/copy
Setup & Customer Training : $350.00
Warranty:
90 days parts and labor
Effective Date : July 16, 1985