HomeMy WebLinkAbout1996-03-18 City Council (16)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
AGENDA DATE: MARCH 18, 1996 CMR:178:96
SUBJECT:APPROVAL OF CONTRACT WITH RABBIT COPIERS, INC.
FOR THE RENTAL AND MAINTENANCE OF COPIERS
REQUEST:
This is a request for approval of a contract agreement with Rabbit Copiers, Inc., in an amount
not to exceed $167,000 per year, for the rental and maintenance of 46 new photocopiers
needed to support copy requirements for the entire organization.
REcoMMENDATIONS:
Staff recommends that Council
Approve and authorize the Mayor to execute the attached contract agreement with
Rabbit Copiers, Inc. in an amount not to exceed $167,000 per year for a three-year
time period, to provide rental and maintenance of organization-wide photocopiers.
Authorize the City Manager or her designee to negotiate and execute one or more
change orders to the agreement with Rabbit Copiers, Inc. The total amount of the
change orders shall not exceed $20,000. This amount would cover increases in the
total number of copies used, or any additional requirements for new photocopy
machines.
POLICY IMPLICATIONS:
The approval of this agreement is consistent with existing policies.
CMR:178:96 Page 1 of 3
EXECUTIVE SUMMARY
The work to be performed under the agreement is for the rental and maintenance of 46 new
photocopiers strategically located throughout the organization that will replace all existing
copiers. All photocopy supplies, with the exception of paper and staples, are included in the
agreement. The copiers will provide for all basic copying needs. Print Services will
continue to support the larger, more complicated copy requirements.
The City has contracted for photocopy services since 1987. Purchasing has the responsibility
for managing the City’s photocopy contract agreements. The City’s current copy services
contract expired on December 31, 1995, and has been extended to provide staff sufficient
time to complete the Request for Proposal (RFP) process.
On November 28, 1995, staff issued an RFP to 23 qualified firrns. The firms were given 28
days to respond to the request. A total of six firms submitted proposals. Those firms not
responding indicated that they were not able to provide new rental equipment, along with
technical maintenance support, at competitive rates. Two of the six firms that responded
were eliminated, due to insufficient technician support and costs relative to the machine
specifications. A selection advisory committee consisting of Purchasing staff reviewed the
proposals, and scheduled meetings with four firms, including the City’s current copy service
provider. These meetings included a tour of each company’s facilities and a demonstration
of their copier machines. The committee carefully evaluated each firm’s qualifications,
based on the following criteria: 1) ability to furnish new, state-of-the-art equipment; 2)
maintenance support provided; 3) ability to minimize downtime; 4) invoicing options (e.g.
by copier, department, by Mission Driven Budget account number, by access code); 5)
qualifications and experience; and 6) rental costs relative to the services provided. After a
thorough evaluation, Rabbit Copiers, Inc. was selected as the firm best qualified to meet the
City’s needs.
Rabbit Copiers, Inc. provides Minolta brand copiers, which utilize a technology superior to
that which the City is currently using. These copiers include a feature that provides a direct
link to the company’s maintenance dispatch. With this feature, when a machine is disabled,
a service request is automatically dispatched, saving City employees fi:om having to diagnose
problems and phone in service requests. In addition, a history of the activity and the
technician response times on each machine are computer-recorded and available
immediately. This will ensure that recurring problems are corrected and downtime is
minimized. Meter readings of the number of copies made are automated, providing accurate
invoicing, with all of the invoicing options requested by the City. These copiers are also
constructed with recycled materials, use recycled paper, and are equipped with energy-saving
modes. This is the only manufacturer that develops the copy image by using a non-toxic,
organic photo conductor (aluminum cylinder with special exterior coating responsible for
developing each image). The favorable cost schedule allows for a base rental rate for the
CMR:178:96 Page 2 of 3
machines and accessories, plus a per-copy charge. As a result, contract expenditures will
vary with the number of copies made each month. The previous contractor charged the City
for a minimum number of copies; as a result, departments in some cases paid a significant
fee, even though few copies were made. With the proposed contract, each department will
pay for their actual copier usage. The contract also includes preventive maintenance and
cleaning, as well as availability of certified repair technicians to respond to service calls.
FISCAL IMPACT
Funds for this project are included in the fiscal year 1995-96 and 1996-98 Budgets.
ENVIRONMENTAL ASSESSMENT
These services do not constitute a project for the purposes of the California Environmental
Quality Act.
ATTACHIVIENTS
Exhibit "A" - Contract/Proposal
PREPARED BY: Stefani Fukushima, Buyer
DEPARTMENT HEAD APPROVAL:
Harrison
Deputy City Manager,
Administrative Services
CITY MANAGER APPROVAL:
CC: rda
CMR:178:96 Page 3 of 3
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE
BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND
Rabbit Copiers, Inc.
IADDRESS) 904 Weddell Ct.
AGREEMENT
DAY OF
a California Corporation
(C~TY) Sunnyvale~ CA (ZIP) 94089
NO.
1 I’DATE TO BE ENTERED9__tBY CITY PURCHASING
(PHONE)(408) 541-8484
"CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
¯ CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN By THIS REFERENCE:
TITLE: (DESCRIPTION)
Rental and Maintenance of Citywide Photocopiers
@
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT:
Rabbit Copiers, Inc. Proposal
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON Date of Agreement
AND SHALL BE COMPLETED BEFORE 3 years from the date of agreement.
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
[] CITY SHALL PAY CONTRACTOR: $167,000 per year.
[] CONTRACTOR SHALL PAY CITY:
PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER:
KEY CODE OBJECT PROJECT PHASE NO.I DOLLAR AMOUNT |
Various accounts IN°t to exceed $167,000 per~.
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THiS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRtT[EN ABOVE.
HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT, This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be subject of reement. All prior agreements, representations,statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR CITY
NAME Ken Haskins BY
DEPT.ASD/Purchasing TITLE ~,~"
P.O. BOX 10250 SOCIAL SECURITY
PALO ALTO, CA 94303 OR I.R.S. NUMBER
Telephone (415) 329-2300
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CITY DEPARTMENT~_J[-] FundsBudgetedHaVe Been FINANCE RISK MANAGER PURCHASING & CONTRACT ADMINISTRATION
(1) (2) (3) (4)
- ~ IF OVER $5 000~ REQUIRES C~MANAGER’S SIGNATURE
CPA 02782 RETAIN GREEN COPY CONTRACTOR REV. lo/95
III
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N/A
COST P~R OPTION]MONTH
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~AT~: ~~T~ED I~OPOSAL)
TOTAL P. 84
CITY OF PAIA3 ALTO: CONVENIENCE COPIER
BIDDER’S FROPOSAL:
BIDDER’S COMPANY NAME: Rabbit Cj~l_ ers. I.ne,
DATE: ~ (REVISED PROPOSAL)
CITY OF PALO ALTO
Recommended Minolta Models
for the Replacement of
current Konica Models
REVISED PROPOSAL UPGRADE
rabb t
February 20, 1996
Ms. Stefani ~ukushima
Project Manager
City of Palo Also
250 Hamilton Avenue
Palo Alto, California 94043
Dear Stefani:
It was indeed good news to hear that the City of Palo Alto has
chosen Rabbit copiers, In~. as their vendor of choice. Per our
telephone conversation today, I am confirmin~ the additional
terms we have agreed to with respect to your Request for Proposal
# 83860 dated 12/26/95 as follows=
I. That Rabbit Copiers, Inc. will provide infurmatlon to the
Ci%y of Palo Alto from both SMART and 0MD on an "as needed"
basis. In additlo=i meter readings will be reported on a monthly
basis.
2. The City o£ Palo Alto will be billed quarterly for the base
charges on all equipment, less $667.00 per month credit, and
sales tax will then be added to the total. Per copy charges will
he billed q1~arterly in arrears with all mete£ readings and aocess
=odes divided by departmental usage. A detailed monthly report
will be provided which will report equipment l~,cation, serial
number, Rabbit I.D. number, beginning meter reading, endin~ meter
rea~Ing, etc.
3. Rabbit Copiers, Inc. agrees to place Minolta 2050 copiers
all locations where lO80’s were originally bid, at ~0 ADDXTIONAL
COST ~o the City of Palo Alto.
4. A schedule of machine placements and removal dates for
existing equipment will be forthooming t~, you on 2/21/96.
Again, we are looking forward to a mutually beneficial husiness
relationship.
Sincerely,
~eters
.ce President
904 WEUDELL CT... 5UNNYYA/f, CA 94089 ,, OFFICE: (41Xl) 5.41.8484 -SFRVICE: (408) 541-B493 ¯FAX: (408.1541..8475
A HARE AtlEAD OF THE COMPETITION
PART III - PROPOSAL FORMS SECTION 305
SIGNATURE PAGE
Convenience Copiers - RFP #83860.
The undersigned hereby certifies that, directly or indirectly, they or their representatives and
agents have not colluded with other parties interested in this Proposal.
Consultant OR Contractor isa:
XE] California Corporation, or a
rq Corporation organized under the laws of the State of.
head offices located at
and offices in California at
(Attach addendum if necessary)
[] Sole Proprietorship, or a
[] Partnership (list names of partners; state which partner or partners are managing
partner(s). (Attach addendum).
[] Other (Attach addendum specifying details).
Dated December 21 1995
Name of Consultant:
Rabbit Copiers, Inc,
Title:
General Manager
Address #1:
904 Weddell Ct.
City: Su~,,n[yale
Fax No:
(408) 541_-8475
Name of Contact Person:
Sean Bandy
Address
State, Zip: California 94089
Telephone:
(408) 541-8484
IRS #:77-0286161
Telephone:
(408) .. 541-8484
CITY of PALO ALTO: Signature Page - 18/95}SECTION 305-1