CC - Item 4C - Award Of Bid (Copying Machines)i
staf epor
MEMORANDUM
TO
HONORABLE MAYOR
AND MEMBERS
ROSEMEAD-CITY-G0UNGII
FROM: FRANK G. TRIPEPI, CITY MANAGER
DATE: JUNE 7, 2000
RE: AWARD OF BID - COPYING MACHINES
On May 30, 2000, staff opened bids for replacement high-speed copying machines. _ For - -
__--__-__the purpose-of_this-bid-process,_staff_observed demonstrations.and_tested.different---------
makes and models-of-copying machines that would meet the City's requirements.- After
- -reviewing the merits-of the machines observed staff sought bids-on-the Ricoh Aficio___-_-__ _
_ _ - -850-0n-Demand-Digital=Imaging System arid-Ricoh-Aficio-.650-Integrated_Digital - - - - -
-Imaging System.--There were three responses to the City's request for bids. However,
VI IG VIU.JUVI III LLUU WUQ UI LGI-LIIG \IGaV1111G-V CJ LG, L1.11.f .I IG.LI IY
bid ana-lysis.
=-Staff-evaluated:the-bids-:on_the_basis-of_a-five-year-".life cycle"-costs-of-owning-the===
machines. The bid analysis took into account the initial purchase price and estimated
--------maintenance-costs-for_the-.next_five_years. The_foIlowing-are-the-results-of-the-bid
analysis based on a five-year usage of the two copying machines:
Vendor
Purchase Price"
Maintenance Costs
Total 5-Year
Ownership Cost
Ikon Office Solutions
$44,287.25
$41,200.00
$85,487.25
Advanced Co Systems
$76,856.29
$62,652.00
$139,508.29
'Purchase prices includes sales tax, installation, delivery, training, and trade-in value of both the Konica
6190 and IBM Copier III Model 60 copying machines now owned by the City.
COUINICIL :`GEND "S
JUN 13 2000
~C.-G
IL
T r:l N! . I V~
1
Copiers Bid Award
June 7, 2000
Page 2
The low bid was submitted by Ikon Office Solutions. Copies of the bid specifications,
the bid forms submitted by the two companies and a list of reference are attached.
RECOMMENDATION:
It is recommended that the City of Rosemead award the bid for replacement copying
machines to Ikon Office Solutions for both the Ricoh Aficio 850 On-Demand Digital
Imaging System and Ricoh Aficio 650 Integrated Digital Imaging System.
Idwcopwrmachi~rd.doc
NOTICE INVITING BIDS
The City of Rosemead is currently seeking bids for two (2) high speed-copying
-
machines. Bids will be accepted for the-following:
Ricoh Aficio 850 On-Demand Digital Imaging System and
Ricoh Aficio 650 Integrated Digital Imaging System
All bids must be submitted on the attached bid form. All bid prices must be
effective for a period of thirty (30) days from the date that bids are opened. All
bids must include the cash purchase price for the machine and a five (5) year
service-and-maintenance-agreement.
If you have any questions, please contact Nancy Valderrama or Karen Ogawa at
(626) 569-2100. All bids will be opened on Tuesday, May 30, 2000, at 10:00
a.m. at Rosemead City Hall, 8838 East Valley Boulevard, Rosemead, California
91-770._.-
INSTRUCTIONS TO BIDDERS -
PROPOSALS - - -
=-=Bids-shall:be-submitted on-the form-provided-Numbers-shall-be-typed-or written
- clearly and the signatures of all persons-signing the document shall be in
longhand.--..The-completed--formshall _ be submitted without. alterations-_or
erasures. Incomplete forms and forms filled out incorrectly will be cause for
- _ =-rejection of.the bids. - - -
Alternative proposals will not be considered unless requested by the City of
-Rosemead-- Nooral-or-telephonic-proposals-shall-be-considered.- - -
AWARD AND REJECTION OF BIDS
- - The bid will be awarded to the lowest responsible bidder complying with these -
instructions, provided that the bid is reasonable in the judgment of the City of
Rosemead and it is in the interests of the City to accept it. The City Council,
however, reserves the right to reject any or all bids, and to waive any informality
in bids received. The competency and responsibility of bidders will be
considered in awarding the bid.
Notice to Bidders
May 10, 2000
Page 2
WITHDRAWAL OF BIDS "
Bids may be withdrawn by the bidder prior to, but not after May 30, 2000.
ASSIGNMENT OF CONTRACT
No assignment by the successful bidder of any contract to be entered into
hereunder, or any part thereof, will be recognized by the City of Rosemead
unless such assignment has been approved in writing by the City Manager.
INTERPRETATION OF DOCUMENTS
_ _If any- party_submittin-g-a-bidis in do0bt_as t_o the_true meaning-of any-part-ofthis-
document,__he or_she-may__submit_to -the.-City -a written_ request for an
interpretation.-If the-City determines that-an interpretation-is-necessary,-it-will-be_---__________
~ - ---made by addendum-only:- Addendums will-be mailed-or delivered Yo-each person
receiving a set of these bid documents. The City will not be responsible or any
-otherexplanations-or-interpretations of the proposed-documents==
-ADDENDI'JMS-AND
Any-addendum or bulletin iss eed-Uy the City during-the time of bidding shall-U(e
overed in.-the-bid.-The receipt.of each_addendum.shall-be acknowledged on the
Bid Proposal Form submitted by each bidder.
BID SPECIFICATIONS
1. GENERAL PROVISIONS
The vendor or manufacturer bidding the machine shall have at least one (1)
year of experience servicing and maintaining the specific model bid or its
predecessor. The machine must be newly manufactured. The City will not
accept bids for used, rebuilt or remanufactured machines. Documentation will
be required by the City to substantiate any claims made in the bid submitted.
i
Notice to Bidders
May 10, 2000
Page 3
- II. WARRANTY
The minimum warranty period for the machine listed in this bid shall be at
least six (6) months. The warranty shall be unlimited and cover all machine
failures, regardless of cause, with the exception of operator's misuse or
abuse.
III. MAINTENANCE
The successful bidder shall agree to service the machine bid for a minimum
period of five (5) years. All labor, materials including toner, developer and
all other materials, except paper and staples, shall be included in the bid.
" The bid for service and maintence- shall -be made-on--a cost-per-copy or
-annual-fixed-r_ate-The-successful bidder shall-specify-his/her preference-on -
_the_bid_ form. Costs materials, such as toner and developer; shall tie
listed on a separate sheet of paper,-if-it is-not-included in the cost-per--Copy
or annual-fixed a-te=stated'ih=the=bid------- - -
_ IV.---RESPONSE TIME _
The successfuC biddeCshall -guaranie
for service (Monday through Friday).
e a four (4) hour response time-to-ca
V. SUBSTITUTE EQUIPMENT v.
=-The successful bidder shall make available an acceptable temporary
replacement copier if the machine purchased is not operational for a period
of two (2) consecutive working days.
VI. REFERENCES
The successful bidder shall provide at least three (3) references currently
utilizing the machine and servicing indicated in the bid proposal form.
1
Notice to Bidders
May 10, 2000
Page 4
VII: TRADE-IN ALLOWANCE
The City of Rosemead currently owns one (1) KONICA 6190 copying
machine with approximately 2,500,000 copies registered on the unit and
one (1) IBM Copier III Model 60 with approximately 5,700,000 copies. The
successful bidder shall accept-these machines as t-rad"T-ins. Please specify
the trade-in value of each machines on the bid proposal form. If an
inspection of the machine is necessary, please make an appointment with
City staff by calling the telephone number listed previously.
- -
VIII. APPROXIMATE ANNUAL USAGE
The City, based upon past experience, anticipates that the machines will be
Ricoh 850 42,000 annual
_Ricoh_650. 35,OOQannual,copies_
klo:word\data\copymachinebid.doc (05-10-2000 revised)
BID PROPOSAL FORM
MAIL TO: City of Rosemead
8838 East Valley Boulevard
Rosemead, CA 91770
- - - - - - -
"Bid Proposal - Copy Machines"
I have received the documents titled: Notice Inviting Bids and the Bid Proposal form and have satisfied
myself as to the scope of the work.
In submitting this proposal, I agree:
1. To hold my bid open for 30 days from the date of this proposal.
2. To comply with the provisions of the Notice Inviting Bids and Instructions to Bidders.
3. To provide a bid price that includes tax, installation and delivery charges.
4. To provide training on-the machine specified in this proposal for City personnel. - - - - -
Total purchase price, including tax, delivery charges, and installation cost:
A.~yRicoh_Aficio_850 S
Sales Tax (8.25%)- S -
- - -
- --Delivery-Charges -5---"
Installation Cost - - S
= Tdtal Purchase==Pace S - - -
---Ricoh Aficio 650
Sales Tax (8.25%) S
Delivery Charges $
Installation Cost -5 - - -
- Total Purchase Price S - - -
Trade-in Allowance for:
A. Konica 6190
B. - IBM Copier III Model 60
S
MAINTENANCE COSTS:
This may be bid on a cost-per-copy basis or as an annual fixed rate. The maintenance
agreement is to take effect after the end of the warranty period (minimum of-six.(6) months)
and be effective fora period of five (5) years from the expiration of the warranty period.
City of Rosemead
Bid Proposal Form
May 10 ,2000
Page 2
Maintenance Cost cont'd:
A. Ricoh Afiicio 850:
Cost-per-co
py:
Annual Fixed Rate:
5
per copy, 1' year
$
per year, 1" year
-
-s-
-per-Copy, 2nd year-
5-
- ---Per year,-2nd year -
5
per copy, 3`d year
5
per year, 3`d year
5
per copy, 4" year
5
per year, 4`n year.
5
per copy, 5'h year
5
per year, 5" year
_B_ Ricoh Afiicio_650:
- -
- -
Cost-per-co
py:
Annual Fixed Rate:
5
per coPY, V year
5
-
.per year,-l" year
5 -
per coPY,-2nd-year
per_year,,2"d year =
-
per copy; 3`d-Year-=
-
..:Peryear, 3'd year
- ~=--5-
per coPY-4-myear-- -
-5 _
-----per year, -year
- -
---=-Authoized-Signatu ee. -Provide-the name-and titie 6f theindividoal-signng'the submittal for the firm.!-
_ This-individual-must be
authorized to-bind the-firm to the terms-of-the-submittal "
Company
Address
- - -
Telephone Number
-
Authorized Signature Date
MAYOR:
MARGARET CLARK
MAYOR PRO TEM:
JAY T IMPERIAL
COUNCILMEMBERS:
ROBERT W. BRUESCH
GARY A TAYLOR
JOE VASOUEZ
R(ncmead
8838 E. VALLEY BOULEVARD • P.O. BOX 399
ROSEMEAD, CALIFORNIA 91770
TELEPHONE (626) 569-2100
FAX (626) 307-9218
NOTICE INVITING BIDS FOR
- -R-ICO H 8 S'0 -AND-RTCO-N 6 5 0 y ' -
-
- - -
Correction-to=the-Section Vlllr__----___-__- -
V11 I-- - : -_APPROXWATE-ANNUAL USAGE
The City, - Cased UDOn 2St eY. _fience,_-anLici ateS--iilat. tne.-
_ machinas will be Ltilized as tollov.s_ - -
Ricoh 350 500,000 annual copies
Ricoh-S50 4 _ -pj -
-~~-4-= - 20,000 annua178 pie s
1
BID PROPOSAL FORM
MAIL TO: City of Rosemead
8838 East Valley Boulevard
Rosemead,-CA 917TQ_-
"Bid Proposal - Copy Machines"
I have received the documents titled: Notice Inviting Bids and the Bid Proposal form and have satisfied
myself as to the scope of the work.
In submitting this proposal, I agree:
1
2.
3.
To hold my bid open for 30 days from the date of this proposal.
To comply with the provisions of the Notice Inviting Bids and Instructions to Bidders.
To provide a bid price that includes tax, installation and delivery charges.
l.4.,_ To provide training-on the machine specified in. this proposal for City personnel.
Total purchase price, including t.
A. - -Ricoh-.Aficio-850:: -
_DeliVery .Charges
Installation-Cost- _
- ==Total`Purchzse Price-
3x, delivery charges, and installation cost
--5--1 f1 C -Cj
--y'.7--==
B - -~Ricoh.Aficio 650:
Sales Tax (8.25 /o) S
Delivery Charges
lhstallation Cost
-
Total Purchase Price
S
Trade-in Allowance for:
A.. Konica 6190 S
B. IBM Copier III Model 60 S
MAINTENANCE COSTS:
This may be bid" on a cost-peg-copy basis or as an annual fixed rate. The maintenance
agreement is to take effect after the end of the warranty period (minimum of six (6) months)
and be effective for a period of five (5) years from the expiration of the warranty period.
z
City of Rosemead
Bid Proposal Form
May 10 ,2000
Page 2
Maintenance Cost cont'd:
A. Ricoh Afiicio 850:
Cost-per-copy:
Annual Fixed Rate:
S oc B5~ per copy, 1 ' year
5 per year, 1" year
Sri Per"copy, Zoe year----
- --Per-year,_2- year.--
5 DC f per copy, 3`d year
4'h
5 per year, 3'd year
4'h year
5 per year
year
per copy,
,
S on t;ra per copy, 5'h year
$ per year, 5'h year
- - B.- Ricoh Afiicio 650:------ - - - - -
-
Cost-per-copy:
Annual Fixed Rate: -
_5 . -:;csf - - -Per-copy,-1" year _
S per year, 1`' year J
-
-
~a
- - -s_ po _r_coPX: 2_ yezr
-
per ear, 2~e
ee~
5 P Y Y
- -
° -
5-'
°rr s pzr copy-3' year--
-P- eF-Year,_3' Y-ear
S=- - - -
-
-
-peg copy, 4m year
--per-year,_4 h year
-----per-coPY,-S -yeah-_ `
- 5 - per year, 5'" year
-
`Authorized Signature- Provide the name and title of the individual-signing=the-submittal-for-the_ firm
=-This:individual-must-be-authorized-to-bind the: firm-to-the-terms-of the_ submittal._
O
'
VA
- Name/Title - - - C
c
- - - -
-Company
Telephone Number_
t
D
~j
1
Authorized Signature
e
a
~
05/00/2000 TUE 15:50 FAX 16002/002
Fax. 626 307-9216
Nancy,
Here are three refecznces for the equipment from the bid. Feel free to contact them at your convenience. If I
can help in any other way please ask.
Shanks. again.for.thc.oppormnity to do.busincss-with the City of R_osernead.
Dean
Ricoh Aficio 650 References
Hyundai Moto, America
Gina
- 714/965-3943 -
---Monarch Health Care
Lloyd Hairy_ T:=
==9-49/659=6262-- -
- City of Duarte
--PatRezavt-
- 626x57-7931 - -
i.
BID PROPOSAL FORM
MAIL TO:
City of Rosemead
8838 East Valley Boulevard
Rosemead, CA 91770
"Bid Proposal - Copy Machines"
I have received the documents titled: Notice Inviting Bids and the Bid Proposal form and have satisfied
myself as to the scope of the work.
In submitting this proposal, I agree:
1. To hold my bid open for 30 days from the date of this proposal.
2. To comply with the provisions of the Notice Inviting Bids and Instructions to Bidders.
3. To provide a bid price that includes tax, installation and delivery charges.
4. To provide training on the machine specified in this proposal for City personnel.
Total purchase price, including tax,
delivery charges, and installation cost:
A.-,----Ricoh Aficio 850
S
Sags Tax (8:25%)
S- - - -
_
-
- - Delivery-Charges--
_
-S-=-NOfE - _ - -
- - - Installation Cost - -
- - S - _ - - - - -
- =TotaL2urch2se-P_rice
~B
5 SEE--ATTACHED-SHEET
--Sales Tax 8:25%
- - - -
-
D2iivery Charges "
T5""NONE -
_ _-lnstallation-Cost--
5-=-=Nr1t;,:
Prlg?
Total Purchase
Trade-in Allowance for:
A. Konica 6190
B. IBM Copier III Model 60
S
S_
M^-,INTENANCE COSTS:
This may be bid on a cost-per-copy basis or as an annual fixed rate. The maintenance
agreement_ is to take effect after the end of the warranty period (minimum of six (6) months)
and be effective for a period of five (5) years from the expiration of the warranty period.
_ GESTETNER/RICOH 3370 DIGITAL COPIER
REPLACES THE MODEL 3265 ?650)
INCLUDES:STANDARD ARDF & COPIER HARD DRIVE $25,550
LARGE CAPICITY CASSETTE (3500) 2,035
-
- -3000 SHEET-F-INZ-SHER--WITH--50--SHEET - 3,200
STAPLER...
3 HOLE PUNCH 875
$31,610'-
LESS KONICA TRADE 1,600
LESS IBM TRADE 300
LESS 7% CASH DISCOUNT 2,080
NET $27,630
SALES TAX 1,454.48
TOTAL $29,084.48
LEASE OPTION 36mos $875.44mo
60mos. $578.77mo.
- - ==GESTETNER-=3=28'5-D:LGITAL-GORIER _
- INCL-UD~S=:=STANDARD-A-RDF_ & HARD.mDRiVE-- T-$39:n000~
-
- - - - - - LARGE--CAPICITY---CASSETTE-(-3500-),- ----4,300--
5, NI:SHER - - -805 _ -
3 HOLE PUNCH - -
LESS--T RADE- KON-1CA---- -
- LESS T.RADETLBM 300
LESS 7oCASH DISCOUNT n 3,344 -3
- - - NET $44,131
3;6-40.81
SALES TAX
- - - - - 57,771.81'-
TOTAL LEASE OPTION 36mos $1319.52mo
60mos $878.21 mo:-
THE VOLUME ON THE MODEL 3285 IS A MINUMUM OF 50,000 PER MONTH
THIS UNIT NEEDS TO OPERATE AT A MUCH HIGHER VOLUME TO BE AS
RELIABLE AS IT WAS MADE FOR.
_.TWO_._OF, THE MODELS _3370_ INST,ED .
- - MY RECOMMENDATION WOULD BE-FOR
e
Clfy of Rosamead
Bid Prooosal Form
May 10 ,2000
Page 2
Maintenance Cost cont'd:
A. Ricoh Afiicio 850:
Cost-per-coo v: Annual Fixed Rate:
S 0 3 per copy, 1s' year S
per year, 1s' year
_ - "d
S : o+- per copy-, 2 year- S
per year, 2- d year
S c 37 per copy, 3`d year S
Der year, 3`d year
S x-si per copy, 4'" year S
per year, 4'" year
S Di f per copy, 51h year S
per year, 5ht year
S. Ricoh Afiicio 650: - - - -
- -
COS`:-Der-COD V: -Annual Fixed Rate:
peryear ,-1s'.year= =Y_
__S -@c_+35 per cnPy:=2"d-year _ -5 -
- - -
per-y=ear 2"d=year
- ' - - - _
year_ _ S
S ` - ' - ci3T per copy, 3,d
perye -ar, 3 Y id ear
- - -
g--__--G 34 rco 4 ,
PY ,yeea ar S
_per-year,_4m year-_.
-
= L i4-per copy, 5'h-year- S---- -
--Per year 5'" year - - - -
Authorized Sigrieture' Provide the name and title of the individual si
gning the submittal for the firm.
o
_ ----_T.his -individual- must be authorized-to-bind-the firm-to-the-terms-of the submittal
-Nsme/Title--- (•~-~isi~t:,G f\r=-i~cuLC.=---
Com an
----Address:.-_-_-._----_IUD-C8-=1-~1'✓Ci_.-,/a-Z~S-r~--P-C~--:~
C -7
Teie?hone Numnber
n
Authorized Si_neture
Cate J'/j' Cx~