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CC - Item 8I - Award Copy/Scan/Fax Machine ContractTO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: JEFF ALLRED, CITY MANAGER 14 DATE: DECEMBER 13, 2011 SUBJECT: AWARD COPY /SCAN /FAX MACHINE CONTRACT 1 0. . SUMMARY The City last acquired new copy machines four years ago through a competitive bid process. While bids were received from multiple vendors, it was discovered that due to the nature of these contracts, the best prices had already been negotiated through Group Purchasing Organizations (GPO) such as U.S. Communities, Novation or CMAS. After conducting research over the past few months, it has been determined that the best rates continue to be those offered through GPOs rather than individual bids for smaller customers. Under typical use and maintenance, copy machines have a service life of three to five years. The current lease is for 48 months and we are starting to see more service issues with the equipment as it ages. Ricoh Americas Corporation, the manufacturer of our machines, has the contract with Novation and U.S. Communities and has provided an updated lease proposal that would provide the City with new machines similar to those which we currently use. The current machines have met the City's needs well, and the newer models will provide a few added benefits to allow staff to print more items in -house rather than contract out with other printers. Also, the cost for the new lease provides for a lower monthly lease rate and reduces per copy costs for any overages. Staff Recommendation Staff recommends that the City Council award the contract for Copy Machine Services under Proposal #2 to Ricoh Americas Corporation and authorize the City Manager to sign any necessary documentation. ANALYSIS The City currently has two copiers and a large scale scanner /printer leased from Ricoh Americas Corporation. These machines are four years old and are beginning to show the signs of their use with more frequent breakdowns and repairs. Through reviewing the options for soliciting proposals, it was determined that the most cost effective means of acquisition was to use pre- negotiated contracts through GPOs. For the City's needs, it will be most cost effective to utilize the Novation GPO for the primary machine located upstairs at City Hall and the color machine located in the basement of City Hall. For the wide format machine, the best price is through the U.S. Communities GPO. The City frequently uses these GPO contracts to purchase office supplies, computers and other office related equipment as it enables the City to take advantage of large volume discounts that would not normally be offered to Rosemead. ff EM z� APPROVED FOR CITY COUNCIL AGENDA: Page 1 of 3 City Council Meeting December 13, 2011 Under the pricing of Proposed Contract #1, the City's current equipment is being replaced with similar models and features but would include increased printing speed, reduced per copy page charges, and toner will be included with the wide format machine. Our current lease does not include toner for the wide format machine. In order to provide some additional benefits with new equipment, Proposed Contract #2 includes a higher volume color machine which includes a saddle stitch and folding option. These additional options would allow the City to bring in -house some of our current print jobs that are contracted out. This includes many of our tri -fold pamphlets and some of our smaller booklets and possibly even the calendar. Monthly Lease Per Current Contract Estimated Monthly Cost MP 9000 $1,076.48 $0.0063 —BAN $1,076.48 MP 3260 808.48 0.0113 - B/W 808.48 0.0815 -Color MPW 2400 511.68 0.0881 — B/W 505.00 Total Monthly Cost $2,389.96 Proposed Contract #1 Pro1357EX $1,742.40 $0.0055 —BM/ $1,742.40 MP C6501 0.0068 — B/W 0.074 — Color MP W3601 486.30 0.0461 — B/W 486.30 Total Monthly Cost $2,228.70 Proposed Contract #2 Pro 1357EX $1,898.54 $0.0055 —B/W 1,898.54 C7501 SP 0.0068 — B/W 0.074 — Color MP W3601 486.30 0.0632 — B/W 486.30 Total Monthly Cost $2,384.84 If the City Council were to elect not to enter a lease for new equipment, but to extend the current lease for another year, the lease is subject to a price increase which would bring the currently contract to $2,668.17 per month. Fiscal Analysis The 2011 -12 Budget includes funding for the lease agreement under the General Supplies budget for the City. It is projected that over the life of this agreement, additional funds will be saved through the ability to print more materials in -house without the need to utilize outside vendors for as many print jobs. Page 2 of 3 City Council Meeting December 13, 2011 PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Attachments: Ricoh Proposal Page 3 of 3 W l� . .. e' OF '` • • • Ism Jessica Simons, Account Executive David Bauguess, District Sales Manager 12750 Center Court Dr Suite 350 Cerritos, Ca 90703 USA Phone: (562) 403 -8725 Cell: (714) 296 -8369 Fax: (562) 402 -0709 Jessica. Simons&ricoh- usa.com 2 • Ricoh MP 9000 lease ends December 2011 • Monthly Lease Payment: $1,076.48 (without tax) • Per page click rate for b/w overages: $.0063 • B/W Quarterly Allowance: 150,000 pages • Ricoh MP 3260C lease ends in December 2011 • Monthly Lease Payment: $808.48 (without tax) • Per page click rate for b/w overages: $.0113 • B/W Quarterly Allowance: 75,000 pages • Per page click rate for color overages: $.0815 • Color Quarterly Allowance: Pay Per Usage • Ricoh MPW 2400 lease ends July 2012 • Monthly Lease Payment: $505.00 (without tax) • Per page click rate for b/w overages: $.0881 • B/W Quarterly Allowance: 3,510 pages CURRENT TOTAL MONTHLY COST: $2,389.96 3 PROPOSED • • mim MP C6501 or 7501 SEF QDLOR copy /print/scan /fax 65/75 Black and White pages per minute 60/70 Color pages per minute Scanning Speed 125ipm B/W 115ipm full Col x Scan or E -Mail documents directly from the copier Fax from any PC and receive faxes to any PC Single pass duplexing Hot Spot Printing Capabilities 100 sheet bypass tray 150 Sheet document feeder 1200 dpi x 1200 dpi max print resolution 3,000 Sheet Stapler / Saddle Stitch Finisher 3 Hole Punch unit Multi Fold Unit 3,400 sheet capacity 2GB RAM (std. /max) and 320GB (160GB x 2) of Hard Disk Drive capacity provide ample resources to handle large color files Ricoh MP W3601 copy / print/scan • Reduce space requirements with the built -in color scanner. • Scan documents of all sizes and types: architectural drawings, sepias, blueprints, detailed maps, folded or wrinkled documents, oversized drawings, photos or posters. • Improve project workflow by scanning directly to e-mail, SMB, folder, FTP, URL, NCP and document server. • Copying Speed 6.4 ppm (D -Size) Output Capacity Top: 50 sheets @ AVID SEF (plain paper) (larger than AVID size cannot be stacked); Bottom: 40 sheets @ AO /E SEF (plain paper) Resolution 600 dpi 4 .. Overview: UP 1=1 Ricoh Pro Series Digital Imaging Systems are complete multifunction solutions that bring affordable production -class printing, copying, scanning, and document storage/ distribution capabilities to high volume environments. The 90 -ppm Pro 907EX, 110 -ppm Pro 1107EX, and 135 -ppm Pro 1357EX are designed to support a wider spectrum of document production applications while maintaining the speed, durability, and reliability demanded by large corporate departments, central reproduction departments and mailrooms, and print- for -pay establishments. The Ricoh Pro Series is engineered for maximum ease of use and uptime. Each system is easy enough for walk -up users to perform jobs correctly and use comfortably without intimidation in decentralized environments — yet powerful enough to execute complex jobs in a production environment when configured with the proper options. Production facilities require capacity to meet peak - period demands, as well as access to capabilities that are not easily executed by the typical user — like programming chapters, tab and /or cover insertion, and professional booklet or ring binding. Key Specifications: Key specifications and customer advantages that reflect the durability, flexibility, affordability, and productivity of the Ricoh Pro 907EX, Pro 1107EX, and Pro 1357EX product concept include: • Fast output speeds meet peak and sustained productivity demands. • Long lasting 2,500,000- impression OPC drum provides maximum life, minimal maintenance, and the lowest possible CPP factors. • Impressive media latitude throughout the system handles stocks up to 13" x 19.2" in size and up to 300g /m2 ( -170 lb. Index) in weight. • Multi -feed Detection Sensor and Air Assist technologies assures paper feeding reliability in high- speed /high - volume applications. 5 Key Specifications Continued: • Trained Customer Replaceable Unit (TCRU) technology minimizes service calls and downtime by training skilled operators to perform basic maintenance tasks. • The intuitive 10.4" full -color LCD control panel walks every user through job programming and maintenance steps reduces training needs and user errors. • A 320GB HDD stores thousands of pages for print -on- demand and cost -free electronic document distribution. • The versatile controller supports EFI Fiery and MicroPress solutions. • Output speeds up to 135 -ppm (Pro 1357EX) for maximum productivity. • Long lasting 2,500,000- impression OPC drum for maximum life, minimal maintenance, and the lowest possible CPP factors. • Greater media latitude throughout the system — support for stocks up to 13" x 19.2" in size and up to 300g/m2 ( -170 lb. Index) in weight. • Improved Multi -feed Detection Sensor and Air Assist technologies for greater paper feeding reliability in high - speed/high- volume applications. • Trained Customer Replaceable Unit (TCRU) technology minimizes service calls and downtime by training skilled operators to perform basic maintenance tasks. • A choice of eight (8) in -line finishing accessories, some with options of their own, which can be combined in multiple ways to meet any customer requirement. • Intuitive 10.4" full -color LCD control panel walks every user through job programming and maintenance steps, removing intimidation for novice users. • 320GB HDD stores thousands of pages for print -on- demand and cost -free electronic document distribution. • Versatile controller support with EFI Fiery and MicroPress solutions available for advanced needs in centralized production environments. • 4- channel CCD scanning array to capture images in full - color. • Hardware pricing that is a fraction of the cost of a Xerox DocuTech -class unit. G a. • Ricoh Pro 1357ex 48 Month FMV Lease • Per page click rate for b/w overages: $.0055 • B/W Quarterly Allowance: 150,000 pages Ricoh Mp C6501SP 48 Month FMV Lease • Per page click rate for b/w overages: $.0068 • B/W Quarterly Allowance: 75,000 pages • Per page click rate for color overages: $.074 • Color Quarterly Allowance: Pay Per Usage • Monthly Lease Payment: $1,742.40 (without tax) C •i:TTWINI a • Per page click rate for b/w overages: $.0461 • B/W Quarterly Allowance: 4,950 pages • Monthly Lease Payment: $486.30 (without tax) CURRENT MONTHLY COST: $2,389.96 PROPOSED MONTHLY COST: $2,228.70 tom' *Lease price includes maintenance agreement for entire lease term *Maintenance agreement includes all parts, supplies, labor, and toner *Pricing includes delivery, installation, and unlimited training for lease term *Color and black and white cost to be determine according to above options 7 RMMMI [41TONTRETWEWS • Ricoh Pro 1357ex 48 Month FMV Lease • Per page click rate for b/w overages: $.0055 • B/W Quarterly Allowance: 150,000 pages • Ricoh Mp C7501SP 48 Month FMV Lease • Per page click rate for b/w overages: $.0068 • B/W Quarterly Allowance: 75,000 pages • Per page click rate for color overages: $.074 • Color Quarterly Allowance: Pay Per Usage • Monthly Lease Payment: $1,898.54 (without tax) • Ricoh MP W3601 48 Month FMV Lease • Per page click rate for b/w overages: $.0632 • B/W Quarterly Allowance: 4,950 pages • Monthly Lease Payment: $486.30 (without tax) CURRENT MONTHLY COST: $2,389.96 PROPOSED O O $2,384.84 *Lease price includes maintenance agreement for entire lease term *Maintenance agreement includes all parts, supplies, labor, and toner *Pricing includes delivery, installation, and unlimited training for lease term *Color and black and white cost to be determine according to above options k Due to Price Book Updates f• • 2012 �! 40 ! :. • Calendars, tri -folds and other outsourcing would be able to be completed in house and as needed • Increase speed to 75 pages per minute • Total cost savings will increase as outsourcing costs are removed • All needs and desires will be met within the current budget • Courtesy Inclusion of embedded HotSpot MFP option lets mobile print users print directly from a laptop, handheld device or smart phone- including Blackberry® and iPhone® Standard interface 10BaseT /100BaseTX Ethernet (RJ -45), USB 2.0 on the new Ricoh MP C6501 or 7501 • Faxing capabilities will allow for fax to email and folder along with sending faxes from desktop on Ricoh MP C6501 or 7501 • Scan -to -Email (with LDAP support), Scan -to- Folder, Scan- to -URL, and optional Scan to Media (USB /SD Card) • One of the lowest Typical Electricity Consumption (TEC) values in the industry • Standard Data Overwrite Security System automatically overwrites the HDD after each job and standard HDD Encryption encodes stored files for maximum defense against hackers Easy -to- replace toner cartridge / Easy -to -grip paper tray handles • Increased print volume on Ricoh MP 2400 to prevent unexpected overages and toner inclusive cost per page which will provide additional savings • Lower cost per page on each machine • Ricoh MP C6501 or 7501 • Black and White • Color • Ricoh Pro 1357ex Black and White • Ricoh MP W3601 Black and White $.0113 to $.0068 $.0815 to $.074 $.0063 to $.0055 $.0881 to $.0632 • Easy -to- replace toner cartridge / Easy -to -grip paper tray handles Pnecng has been an a t rl°nit on_p )?traded pr060 10 Contact Title Ides onsibilit p Y Phone Number Jessica Account Primary contact 714.296.8369 Simons Executive for all inquires David District Sales Additional Account 562.965.6965 Bauguess Manager Support 24 HR Helpline Customer phone Provides telephone support 800 - 432 -9787 support line 24/7 Service /Supplies Customer Service/ Onsite service and 800 432 -9787 Supply Line supply ordering 11