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HomeMy WebLinkAbout4.04 AuthBidsCopierPoliceSvs e e CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 24, 1994 SUBJECT: Authorization to Solicit Bids for Copier Machine for Police Services (Prepared by: Lou Ann Riera-Texeira, Assistant to the City Manager) EXHIBITS: ~ ~~pecifications RECOMMENDATION: ~:uthorize Staff to Solicit Bids FINANCIAL STATEMENT: Cost of a new Konica 4045 Copier System is estimated at $13,270 (plus tax), less trade-in allowance on the existing Konica 5003 copier machine. sufficient funds have been accumulated in the Internal Service Fund Reserves to replace this copier. DESCRIPTION: In August of 1985, the city of Dublin purchased a Konica 5003 copier system. This copier, which is currently housed at the Dublin civic Center in Police Services, has exceeded its useful life. The copier is worn out and requires frequent repairs and servicing. This creates problems for the Police Department in attempting to meet report filing deadlines. Based on a review and comparison of copier systems and the specific needs of the Dublin Police Services, staff recommends purchasing a new Konica 4045 copier machine. Bid specifications have been prepared by staff and are attached for review by the City Council. Staff recommends that the city Council authorizer staff to solicit bids for the purchase of a Konica 4045 Copier System. ---------------------------------------------------------------------- ITEM NO. ~4 COPIES TO: e . NOTICE INVITING BIDS FOR KONICA 4045 COPIER SYSTEM NOTICE IS HEREBY GIVEN that sealed bids will be received until 2:00 p.m., Friday, January 28, 1994 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 ci ty reserves the right to reject any or all proposals, 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. KAY KECK, CITY CLERK e . CITY OF DUBLIN BID SPECIFICATIONS DUBLIN CIVIC CENTER (POLICE SERVICES) The City of Dublin is seeking bids for one Konica 4045 copier system wi th one 20 bin sorter, auto reverse document feeder, 4 paper trays (2,000 sheet capacity) and stand to be installed at the Dublin Civic Center (Police Services). 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, one auto reverse document feeder, 4 paper trays (2,000 sheet capacity), 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. BASE BID: Copier A. B. c. D. E. F. G. H. J. K. L. M. N. Konica 4045 (45 copies per minute) $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ (1) 20 Bin Sorter Auto Reverse Document Feeder 4 Paper Trays (2,000 sheet capacity) Automatic Duplex Unit Multi-sheet Bypass/50 sheets Automatic Exposure Automatic Paper Selection I. Automatic Magnification Surge Protector Stand Installation & Delivery Tax other Fees SUBTOTAL Less Credit for Trade-in on existing Konica 5003 $( $ ) GRAND TOTAL '. e e II. OPTION: Maintenance service & supplies A. One Year Maintenance Program 1. a. Does your one year maintenance program include all parts & labor (drum, toner, developer, oil, etc.) b. If not, what services and/or supplies are not included? Please indicate cost if applicable. 2. a. How many copies does your one year maintenance agreement cover? copies per year b. what is the excess copy charge? per copy 3. What is your guaranteed response time? hours 4. 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 $ '. - e III. MANUFACTURER'S WARRANTY Please provide information regarding the manufacturer's warranty on the equipment. IV. SCHEDULE Deadline for sUbmitting bids - January 28, 1994 Bid to be awarded February 14, 1994 Equipment to be delivered and installed within two weeks of bid award Service and supplies would commence upon final payment by the city V. 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. VI. 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 Police Department. The city reserves the right to withhold sums in the event that the item is damaged. The ci ty 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. - e CITY OF DUBLIN INSTRUCTIONS TO BIDDERS DUBLIN CIVIC CENTER COPIER MACHINE (POLICE SERVICES) INTRODUCTION The City of Dublin is requesting proposals for one Konica 4045 copier system with one 20 bin sorter, one auto reverse document feeder, 4 paper trays (2,000 sheets capacity) and stand, to be installed at the Dublin Civic Center. The copier will be located in the main office of Dublin Police Services. 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 rej ection of the bid. Bids shall be submitted in a sealed envelope with the words "CIVIC CENTER COPIER BID ENCLOSED" on the outside. Bids must be received in the city Manager's Office, second floor, Dublin civic Center, 100 Civic plaza, Dublin, CA 94568, no later than 2: 00 p.m., Friday, January 28, 1994. Bids shall 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 submitting 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 bid 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. 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 permitted by the Owner may be present at the bid opening. Bid opening 2:00 p.m., Friday, January 28, 1994. e e AWARD AND REJECTION OF BIDS Award of the contract will be determined by the lowest total submitted by a responsible bidder. The City shall reserve the right to modify the total amount by adding or deleting individual items. Such modifications shall be based upon the unit prices provided by the bidder on the Copier Specification Form. The maintenance costs may be considered in determining 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 informality 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. INTERPRETATION OF DOCUMENTS 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 judgement 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 form 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. COPIER SPECIFICATIONS FORM Included as part of the Bid Documents is a detailed "copier specification" form. This document includes information 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 or on the copier 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. e e ADDENDUM OR BULLETINS Any Addendum or Bulletins issued during the time of bidding, or forming a part of the documents furnished to the Bidder for the preparation of his/her bid, shall be made a part of the contract. The receipt of each Addendum shall be acknowledged on the Bid proposal Form as submitted by the bidder. a:Bidcopier.doc.finance#2