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HomeMy WebLinkAbout1999-04-05 City Council (23)City of Palo Alto C ty Manager’s Report 7 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT:ADMINISTRATIVE SERVICES DATE:APRIL 5, 1999 CMR:196:99 SUBJECT:AWARD OF BLANKET PURCHASE ORDER TO RABBIT OFFICE AUTOMATION FOR CITYWIDE CONVENIENCE COPIER RENTAL RECOMMENDATION Staff recommends that Council: Approve and authorize the Mayor to execute a blanket purchase order with Rabbit Office Automation at an estimated annual cost of $133,000 for rental of convenience copiers. Authorize the City Manager or her designee to negotiate and execute one or more change orders to the blanket purchase order with Rabbit Office Automation for additional copier rentals. Authorize the City Manager or her designee to exercise the option to renew the blanket purchase order for the second and/or third year, provided the proposed cost of the renewal contract does not exceed the Consumer Price Index for all urban consumers (San Francisco - Oakland - San Jose, CA), the contractor is responsive to the City’s needs, and the quality of the contractor’s product and service is acceptable during the first year of the contract. DISCUSSION Project Background Convenience copiers are rented in various divisions throughout the City. There are approximately forty-nine copiers with access and accounting controls in various locations. CMR:196:99 Page 1 of 3 Approximately four million total photocopies are run annually. Current copiers have internal telemetry for meter reading and for service calls on all analog and digital copiers. Internal telemetry enables the vendor to respond promptly. Thus, copier downtime is minimized. Selection Process On December 8, 1998, staff sent a request for proposal; (RFP) to fourteen firms. A four- week response time was provided. Six vendors submitted proposals by the RFP closing deadline. The proposal submitted by one vendor (Pitney Bowes Office Systems) was non- responsive, since not all the requirements (e.g. telemetry) requested by the RFP were met. Based upon the estimated number of photocopies provided, the proposal prices received ranged from $132,731 to $184,933 (refer to Attachment A). The proposal submitted by Rabbit Office Automation was the lowest priced proposal, at $132,731. This vendor has been the City’s provider for the past three years. Staff sent a citywide e-mail requesting performance feedback in order to evaluate this vendor. Staff received approximately thirty-eight responses. All responses were positive, with the responders rating the vendor from above average to outstanding. Based on this positive performance feedback, the high quality products and services, and the low price provided by the vendor, staff selected Rabbit Office Automation. RESOURCE IMPACT Rabbit Office Automation has established a monthly invoice procedure, based on an individual machine rate, as shown on Attachment B. Funds for copier rental expenses are available in departmental operating budgets. POLICY IMPLICATIONS This blanket purchase order does not represent any changes to existing policies. ENVIRONMENTAL REVIEW This does not constitute a project under the California Environmental Quality Act. environmental assessment is needed. ATTACHMENTS Attachment A: Attachment B: Proposal Comparison Rabbit Office Automation Cost Summary No CMR:196:99 Page 2 of 3 PREPARED BY: Baldemar J. Troche, Contract Manager DEPARTMENT HEAD APPROVAL: Director, Administrative Services CITY MANAGER APPROVAL: CC:N/A HARRISON, Assistant City Manager CMR:196:99 Page 3 of 3 COPIER RFP# 00112071 EVALUATION BY: KJMBRA KP, AFFT Attachment A (pa~e 1 of "3)" 2 4 5 6 8 9 11 12 13 14 15 17 18 19 20 21 23 24 25 26 27 28 29 30 32 35 37 42 46 46 47 YRLY TOTAL Current Ba~’~ Current Total $ 8288.91 $3 684.06 $196.31 $3,530.18 $27t.19 $2,682.801 $288.94 $7,065.73 $271.19 ....$5,718.14 $335.81 $8,284.62 $309.93 ..85,6 !.6.59 =288.91 $6,937.92 $445.71 $9,409.50 $140.65 $2,537,59 $309.93 $5,197.73 $271.19 $4,194.96 $221.16 $4,367.90 $309186 $4,40.2.64 $196,54 $2,592.72 $288.91 $4,907.58 $259.91 $4,295.30 $165.50 $3,180.05 $113.12 $1,408.03 $165.27 $2,652.36 $113.12 $1,702.81 $113.12 $1,807.06 $140,65 $1,955.26 $221~"16 $3,009.70 $113.12 $2,077.36 $113.12 $2,008.81 $288.91 +$5,714.26~ 5165,27 $2.602.44 51.13..12 $1,469.64 $204.01 $4,257.72 $165.27 $3,578.76 $113.12 $2,102.65 $113.12 $1,848.67 $113.12 $1,569.40 $113,12 52,725.26 $190.12 $2,701.54 $113.~2 $1,490.86 $113.12 $1,425,37 $238.86 $4,174.27$113.12 $1,5g$.10 5113.12 $309.93 $4,63’~’:’54 5’309.93 $5,708.78 $221.16 $4,428.00 $165.27 $2,336.14 $i65.27 ......83,58~.66 S221.16 $4,57’3.92 $113.12 $2,547.44 $221.16 $5,533.92 $177,512.79 6ase Cost 8173.35 $117.79 $162.711 $173.35~ $162.71~ $201.491 $185.96i$173.35~ $267.431 $165.9~j $162.71~ $132.70~ $185.96J $117.92j $173.35~ $155.95! S67.87 $99.16 $67.87 $67.87J S64.39’ $132.70! 967.8~’! $67.87j $173.35’ $99.16! $67.87! $122.41 $99.1~ $67.87 $67.87$67.87 I $67.87i$114.o7~ $67.87J $67.871 $143.33~ $67.87’i $67.87! $185.96J $185,96~ $132,70~ $99.16! S99.161 $132.70~ $67.87 ~ $5,970.501 "Rabbit ’Options j#copies yr,32,088 |73,40~J 276.604 ~ 189,82~!’j 327,3001 ,267,00~ |53.1121 ~72,360 I 82,848 ~4,64oi 74,628Ji2,976 ~41,820J20,316 26,448 ~22,236t42,346.JI 36.3161 I 38,700!6,6oo! 43,636iI26696! I 12,466J8o,46~i2 .258 764~! 3,996j 81,732j .,! 7°.26oi ..... 22,056! ....... 120,000 70,000 "coPy cost "YRLY COST 0.0’13 $2,497.34 0.016 ..$2,587"940.013 $4,364.12 ,,0.013 $S,678.65 0.013 $4o4!6.38 0.013 $6,672.78 0.013i $4,128.95 0.013,...55,561.20 0.011 $7,270.14 0.016 $1,862.47 O.O’i’3j $3,7]0.09 0.013’$2,893.20 ’ 0.0~.6!$3,306.38 0.013J $2,914.64 0;016i $1,649.28 0.013~$3,520.66 " 0.0!..6j $3,047.78 0.016~$2,385.65 0,017’$866.03 0.016!,$1,859.04 0.0~,7!S1,159.81 0.017~$1,264o06 0.016’$i,280.14 ’ 0.016!$1,948.18o.oi"TJ $1,5~4.36 0.017J $1,465.81o.o13 $4,327.64 0.016 $1,809.12 0.017 $928.640.016 =~,276.$2 0.0iS 0.017’$1,559.65 ’" 0.017!$1,305.67 i 0.017 $1,026.40 0.017 $2,182.26o.oi6:sl,758.~40.017!$947.a61 0.017| 0.016~$3,027.67 0.017;$.!,052.10 .,0.0~7!$942~4 0.013 $3,144.90 0.013 $4,221.14 0.016 $3,366.48 " 0,01"6!$1,542.82 0.016 $2,790.24 0.016 $3,51.2.40 0.01’7 $2,004.44 0.016!$4,472.40 !$132,73’i:43 copiers.xls copiers.xls 2/4/995:41 PM COPIER RFP# 00112071 EVALUATION BY: KIMBRA KRAFFT Attachment A (page 2 of 3) MINOLTA IKON , BaseBase cost ~Options 145.16 136.02, .145.!6;118.44 145.16,179.52 145.161 179.52i145.16s 136.02 423.06!13.42 102.47J 33.26 145.16.i 179,52~ . 145.16~118.44, 102.47J 100.94! 145.16J 179.52J " 102.47"87.24j 145.16!102.72 102.47j 54.01 102.47j 56.08j 65.19"52.71j 102.47!61.24i65.19!52.71, 102A7J 52.71j 102.47’33.26j 102.47! 65.19! 115.22s 80.69J. 65.19|52.71| 145.16’136.02i102,471 61.24~ 65.19!52.71! 102.471 61.24J lO2.47j 54.o6i65.19~52.71~ 65.19J 52.71! 65.19J 52.71| 65.19;52.71~ 102.44~33.26, 65.19!52.71j 65.19j 52.71JlO2.47;115.22i 145.16|182.52| 102.14 61.24J 102.47i 100.94i 327.17j 340.59J ! # Copies Yr Copy cost Yrly Cost 32,088 0.01 3694.92 73,404J 0.01J 2698.561 185,5081 0.01 4361.88! 276,804 0.01 6142,2 189,528 0.01 5058.48 327,300 O.01j 7169.16 145,956j 0.01j 5355.72 267,000 0.01~6044.16 369,180 0.01!8929.56 53,112 O.01J 2159.86 113,736i 0.01i 5033.52 72,360 0.01,3886.8 107.124 0.01!3512.16 52,548J 0.01J 4421.64 14.640j O.01j 2422.92 110,820,0.01~4082.76 73,524!0.01!2613 74,628~0.01|2648.88 2,976j 0.01i 1444.56 41,820j 0.01~2382.72 20,316,0.01!1617.96 26,448J 0.01J 2126.64 16,716i 0.01 1795.92 22,236’’ 42,348! 0.01,2834.64 0.01!2174.64 38,316~0.01J 1797.96 -172,872i 0.01i 6102881 38,700’ 6,600! 0.01,2351.52I 0.01 !1480.9 113,100J 0.01J 3095.52 99,720’0.01’3235.56 43,8361 0.01!1853.16 28,896!0.01!1703.76 t2,4681 0.011 1539.48 80,460j 0.01i 2219.4 26,256)0.01,1690.96 7,648!0.01J 1493.28 3,996J 0.011 1454.76 81,732i 0.01i 3429.6 13,980,0.01,1654,6 7,512!0.01J 1489.92 70,260|0.01 4634.76 153,048j 0.01 4904.64 110,880~0.01 3384.96 22,056!0.01!1533 100,020J O.01J 2960.76 120,000~0.01 3640.92 70,000)0.01 2114.8 180,000!O.01J 9813.12 cost Opbons 111.00 163.00 102.00 76.00 111.001 163.00 111.00 163.00 1ti.00 163.00 111.00 227.00 111.00 227.001 111.00 163.00, 308.00 0.00 102.00 30.00 111.00i 227.001’’" 111.00 163.00~ 102.00 109.00J 111.00J 227.00j lO2.OOi 117.0oi111.00~130.00, 102.00~76.00! 102,001 64.00| 55.00j 45.00’ 102.00’76.00J 55.00!45.00! 65.001 4S.OOI 102.00i 30.00’ 102.00i 163.00! 55.00~67.00! 55.001 45.001 111.00’163.00i102.00!76.00) 55.001 45.00J 102.001 76.001 102.00i 130.00isss.oo,48.oo~ ss.ooJ 46.oo! 58.00 4S.00J 55.00 45.001 102.00;30.00~ 55.00!45.00J ss.ooI 46.oo 102.00~163.00 55.00)45.00 55.00!45.00 111.00|163.00 111.00~163.00 102.00)117.00 102.00!0.00!" 102.00J 76.00I 102.001 109.00155.oo)46.oo~ 308.00]i 0,00! 6,~!4,740.00! # Copies Yr iCopy cost | 73,~-~-1 185,508i276,804~ 189,528! 327,300| 145,956i267,000, 369,160! 53,1121 113,736j 72,360, 107,124! 52.5481 14,640i110,820~ 73,524! 74,628| 2,976’ 41,8201 20,316 26,448J 16,716i22,236i 42,348 38,3161 172,872i38,700, 6,600! 99,720~ 43,836’ 28,896 12,468J ’80,460~ -" 26,256, 7,848! 3,996 81,732 13,980 7,512! 110,880 ’22,056! 100,020 120,000 70,000 180,000 4,314,676 ; .;Ydy Cost 0.012~$3,673.06 0.0121 $3,016.85 0.012~$5,514.10 0.012’$6,609.6~ 0.012~$5,562.34 0.012 $7,983.60 o.o12j $6,8~)~.47 0.012 $6,492.00 0.009 $7,018.62 0.012 $2,221.34 0.012i $5,420.83 0.012 $4,166.32_ 0.012 $3,817.49 0.012 $4,686.$8 0.012i $2,803.68 O. 012 ~$4,221.84 0.012j $3,018.29 0.012J $3,127.54 0.025i $1,274.40 0.012s $2,637.64 0.025!$1,707.90 0.025J $1,861.20 O.012j $1,784.59 0.012~$3,446.83 0.025 !$2,522.70 0.0251 $2,157.90 0.012’1 $5,362.48 0.0,12;$2,600.40 0.0251 $1,365.00 0;012J $3,493.20 0.012i $3,980.64 0.025;$8,295.90 0.025!’ $1,922.40 0.025j $1,511.70 0.025’$3,21%60 0.012J $1,899.07 0.025!$1,396.20 0.025 $1,299.90 O.012 $4,160.78 0.025 $1,549.60 O.025!=$1,387.80 0.012 $4,131.1:2 0.012 $5,124.58 0.012 $3,958.56 0.012!$1,488.67 0.0121 $3,336.24 0.0121 $3,972.00- 0.025~$2,950.0(~. 0,009!$5,316.00 $176,258.57 copiers.xls copiers.xls 2/41995:41 PM C~PIER RFP# 00112071 EVALUATION BY: KJMBR~ KR.AFFT Attachment A (page 3 of 3) :SHARP Base Cost ~ Options ~# copies yr Copy cost118.32 124.82J 32,088 99.05| 56.07|73,404 116.32j 180.8’~’i 186.508 j 116.32 180.89~.276.804 118.32 180.8~189,528 116.32,*180.89~.267,000403177~42,~!369.150 99~-~J~53.112.s.32i ~93.s~" 118.32~124.82 72,360 ~J 74.69 107.124, ~J 33.99 52,5’4Si 99.05]23.49~73,524 99.05J 38.97J 74,628J 99.05~56.0~41,820~ 74.91J 31.50J 20.316 74.91 j 31.50J 26,448 74.91J 55.75~42.~8 74.91 j 31.50J 38,31’6 j 118.32’j 56.07~38,700)99.0~ 124.8~ j : 172.872i 74.91,31.50~ Sg.05J 56.071 113,1~1 ,,:05j 62.46j 99,720’ 74.91~31,50,43,836 J 74.91J 31.50J 28,896~ 74.91J 31.50j 12,468 z4.~ j 31.sOi s0.480 74’~’~’1 ~31.50~13,980 74.91J 31.50j 7.512 ’ 1 t8.32 J 193.5~.J 70,260 99.05;78.81)110,880~ 99.05J 56.07J 100,020 j 99.051~120,0~0~ 67.33~ 23.49~ iYRLY COST 0.017 $3,463.18 0.017 $3,109.31 0.0171 $6,744.16 0.017 $8,296.19 0,017 $6,812.50 0.017 |$9,306.66 0.017i $6,223.81 0.017,$8,129.52 0.017!$11,637.06 0.017J $2,482.48 0.017j $5,676.07 0.017,$4,147.80 0.017!$3,906.99._ 0.017|$2,721,04 0.017i $2,128.56! 0.017~$4o578.18 0.017 $2,720.39 0.017 ~$2,924.92 0.017 $1,327.51 0.017 $2,572.38 0.017 $1,622.29 0.017|$1,726.54 0.017i $1,863,73 0.017,$2,839.$7 0.017J $2,287.84 0.017|$1,928,29 0.017~S5,886.50 0.017!$2,519.34 0.017!$1,389.12 0.017|$3,784.14 0.017i $3,633.36 0.017~$2,022.13 0.017~$1~68.15 0.017 $1,488,85 0.017 $2,644.74 0.017 $2,025.91 0.017 $1,410.34 0.017 $1,344.85 0.017 $3,806.64 0.017.$1,814.58 0.017.$1,404.62 0.017 $4,936 98 0,017’$5,819.~0! 0.017~$4,019.28 0.017j $1,563.551 0.017J_$3,561.78. 0.017~$4,379.$2. 0.017~$2,279.84 0.017!$8,421.00 $0.00. $182,169.69 I # O.02J copiers.xls copiers.xls 2/4/995:41 PM Attachment B