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HomeMy WebLinkAbout2002-11-18 City Council (2)City of Palo Alto anager’s Report TO:HONORABLE CITY COUNCIL 4 FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE: SUBJECT: NOVEMBER 18, 2002 CMR: 436:02 APPROVAL OF CONTRACT WITH MBA OF CALIFORNIA, INC. IN THE AMOUNT OF $748,299 FOR A THREE-YEAR PERIOD FOR THE RENTAL AND MAINTENANCE OF CONVENIENCE COPIERS RECOMMENDATION: Staff recommends that Council Approve and authorize the Mayor to execute the attached contract agreement with MBA of California, Inc. in an amount not-to-exceed $229,433 per year for a three- year time period for the lease and maintenance of organization-wide convenience photocopiers, plus an additional estimated amount of $20,000 for color copies for Police, Utilities Engineering and the Printshop; and Authorize the City Manager or his designee to negotiate and execute one or more change orders to the agreement with MBA of California, Inc. The total amount of the change orders shall not exceed $45,887 annually. This amount is expected to cover increases in total number of copies made, or any additional requirements for new photocopy machines. BACKGROUND: Since 1987, the City has contracted for photocopy services with various vendors. The City’s current copy services contract with Rabbit copiers expired on March 31, 2002 and has been extended to provide staff With sufficient time to complete the Request for Proposals (RFP) process. On June 18, 2002, staff issued an RFP to 11 qualified firms. The services requested were rental and maintenance of 53 new photocopiers strategically located in City departments. These will replace all existing copiers and will provide basic departmental copying needs. All photocopy supplies, with the exception of paper, are included in the agreement. The CMR: 436:02 Page 1 of 4 City’s Print Shop will continue to support the larger, more complicated copy requirements. Firms were given 28 days to respond to the request. A total of four 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. DISCUSSION: An evaluation committee consisting of ten representatives from throughout the City, reviewed the four proposals and scheduled interviews for three of the firms, including the City’s current copier service provider. The interviews were structured as two-hour sessions, and the vendors were invited to provide demonstrations of their equipment as part of the evaluation process. The committee carefully evaluated each of the firm’s proposals based on the following criteria: 1) qualifications and experience of proposed project manager and key staff; 2) similar experience, methodology and expertise in the type of work required; 3) demonstrated experience, and methodology used in performing the work/service and response time; 4) the response to the RFP, including the contractor’s approach and methodology proposed; and 5) the proposed fee relative to the services to be provided. After a thorough evaluation, it was the consensus opinion of the committee that MBA of California, Inc. was the firm best qualified to meet the City’s needs. All of the equipment proposed by MBA of California, Inc. includes built-in scanners that allow the user to scan documents at no cost (since no copy is printed) directly to e-mail and to the City’s network. MBA will also provide one copy of software (similar to Adobe Acrobat) for each machine, which allows the user to manipulate the document once it’s converted into PDF formatl This feature has far-reaching implications in terms of the development of paperless transfer of information for agenda items, PDF documents, etc. The City will own this software beyond the lease term. The Kyocera-Mita machines proposed by MBA of California, Inc. are designed with a straight paper path, which reduces the instances of jamming; and a ~hort copy and print paper path, providing for easier clearing of jams and misfeeds when they do occur. The technical specifications provided by MBA of California include the use of recycled paper, which supports the direction of the City toward a sustainable environment. The rental and maintenance charges are based on a flat per-copy rate of $.03823 per copy for black and white copies up to 462,000 per month (after which an overage per-copy price of .0075 will be charged) and $.075 for color copies. Three departments in the City have requested the option for color printers: the Print Shop, Utilities Engineering and the Police Department. Staff has estimated $20,00,0 for color copies for the three departments combined.Currently, copies are being routinely sent to Kinko’s for an excess of $.50 per page. CMR: 436:02 Page 2 of 4 Traditionally, the City has paid a flat rental rate in addition to a ,per copy" rate for each machine. MBA has combined those into one "per copy" rate. The rental covers a base minimum number of copies of 5,544,000 at the rate of $.03823 per copy. The rate drops to $.0075 for copies over this amount. The additional $45,887 requested covers this amount and any additional requirements for new photocopy machines. RESOURCE IMPACT Funds for this project are included in the fiscal year 2001-02 and 2002-03 Budgets. Staff evaluated lease versus purchase options. MBA will extend to the City the option to purchase all the equipment quoted in its proposal for $525,012 (which includes shipping, installation, training, and applicable taxes). Maintenance (service) and supplies based on 5,544,000 annual copies, at $.0075 would be $41,580. Over a three-year period, this amounts to $124,740. Copier Lease (est. annual based on 5,544,000 copies) $229,433 x 3 years $688,299 Copier Purchase (flat cost, based on current need) $525,012 equipment cost +124,740 (41,580x3 years maintenance cost) $649,752 The difference between the lease versus purchase options is approximately $38,547. The (opier lease includes all standard base equipment, service and supplies (with the exception of paper) for the lease period. Considering that the City’s internal rate of return would be higher than the cost of financing for leasing the copiers, there is no financial advantage to purchasing rather than leasing these machines. The following issues should also be considered: 1.Technology is rapidly changing. As it exists now, at the end of the three-year cycle, the City would not be shackled with obsolete machinery. 2.Problems arising with a problematic piece of equipment, a "lemon." In a lease, the City has the flexibility to replace the defective equipment with another copier at no cost. If the City owns the equipment, this option does not exist. 3.In a lease, City departments have the flexibility to upgrade or downgrade their equipment based on thei.r needs. ENVIRONMENT ASSESSMENT These services do not constitute a project under the California Environmental Quality Act (CEQA). Therefore, no environmental assessment is required. CMR: 436:02 Page 3 of 4 ATTACHMENTS Attachment 1: Agreement Attachment 2: MBA’s Rental vs Purchase Options PREPARED BY: DEPARTMENT HEAD APPROVAL: LAURA PEARCE Contract Manager CD~reR~ctor,Y~.~A~Tm~~strative Services" CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager CMR: 436:02 Page 4 of 4 ATTACHMENT 1 LEASE MAINTENANCE AGREEMENT BETWEEN THE CITY OF PALO ALTO AND MBA OF CALIFORNIA, INC. This Lease Maintenance Agreement No. ~100~| ("the Agreement") is entered into by and between the CITY OF PALO ALTO~ a Chartered city and a municipal corporation of the State of California ("CITY"), and MBA OF CALIFORNIA, INC., acorporation, .located at 1900 Embarcadero~R~ad, Suite 211, Palo Alto, California ("MBA"), Taxpayer ID: ~~ ¯ RECITALS Whereas, CITY wishes to lease 53 photocopiers ("the Equipment") from MBA of California, Inc. for use by its staff; and MBA wishes to lease those photocopiers to City of Palo Alto at the price and terms stated below; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Agreement, the parties agree as follows SECTION i. TERM. i..i This Agreement will commence on December it 2002 or on the date of installation of the last. piece of Equipment identified on Exhibit "A", whichever date is earlier. This Agreement will expire on November 30, 2005 unless it is earlier terminated by CITY pursuant to Sections 13 or 19. 1.2 Renewal. Upon expiration of this Agreement or any extension agreed to, this Agreement will automatically renew to a thirty (30) day period subject to the provisions of Section 19. SECTION ~’> SCOPE OF SERVICES;CHANGES & CORRECTIONS’\ 2.1 Scope of Services:MBA agrees to provide the Equipment, maintenance and Supplies during MBA’s normal business hours under this Agreement as follows: 2.1.1 Equipment: Fifty-three (53) photocopiers ("the Equipment") as more fully described on Exhibit "A". 2.1.2 Maintenance: Full Coverage Maintenance including parts, labor, service calls, and scheduled preventiv~e maintenance calls for all of the Equipment described on Exhibit "A". 021028 sdl OIO0031a 1 2.1.3 Supplies: MBA will supply all black toner, color toner, developer, drums, and staples necessary for operation of the Equipment ("Supplies") as part of the monthly rental and maintenance fee. Paper is the responsibility of CITY. All Supplies are taxable. 2.1.4 Scanner software: MBA will provid9 CITY with one copy of PaperPort software for each copier leased under this Agreement (~’the Software"). MBA represents that it has obtained a lifetime license to the Software on CITY’s behalf. CITY shall be entitled to keep all copies of the Software provided at the end of the lease term. 2.1.5 Connecting/Networking:For all Equipment connected to a network during the term of the Agreement, MBA will cover~ and support all boards, servers, software and connecting accessories installed by’ MBA. CITY’s network system, software, services, cabling, etc. are not covered under this Agreement. Any additional service or installation concerning CITY’s network administration will be charged at prevailing rates. SECTION 3.QUALIFICATIONS, STATUS AND DUTIES OF MBA. 3.1 Qualifications: MBA represents and warrants that it has the expertise and professional qualifications to provide, the Equipment and services described in this Agreement and that every individual charged with the performance of the services under this Agreement is duly licensed or cer[ified, to the extent such licensing or certification is required by law to perform the services. 3.2 Compliance with Laws: MBA agrees that it will comply with all federal, state and local laws, ordinances, regulations, and orders that may affect those engaged or employed to perform services under this Agreement, any materials used in MBA’s performance under this Agreement, or the performance of the services provided in completing the work. ’\ 3.3 Independent Contractor: It is understood and agreed that in the performance of this Agreement, MBA shall at all times be considered an independent contractor and not an employee of the CITY. MBA shall be responsible for employing or engaging all persons necessary to complete the work required under this Agreement. If any employee of MBA fails or refuses to Carry out the provisions of this Agreement or.appears to be incompetent or to act disorderly or in an improper manner, the employee of MBA shall be discharged immediately from further performance under this Agreement upon demandby CITY. 021028 sdI 0100031a 2 SECTION 4.DUTIES OF CITY. 4.1 Assignment of Equipment: MBA may sell, transfer or assign ownership of the Equipment and/or the Agreement 0nly upon written approval of City’s city Manager. CITY agrees that it will not unreasonably withhold approval of any sale,~ transfer or assignment of ownership of the Equipment or the .Agreement. Any assignment shall not affect CITY’s rights under this Agreement. If MBA does assign ownership of the Equipment and/or Agreement, the new owner will have the same obligations, rights and benefits MBA has under this Agreement. Such assignment will not change CITY’s duties nor increase the burdens or risk imposed to CITY. 4.2 Location of Equipment: CITY will keep the Equipment at the location specified in Exhibit ~A" to this Agreement. CITY agrees that it must obtain written permission from MBA to move the Equipment from the building in which the Equipment was originally installed. CITY will allow MBA to inspect the equipment upon reasonable notice at any time during normal business hours. SECTION 5. MBA’S PERFORMANCE GUARANTEE. 5.1 Maintenance and Care of Equipment. CITY agrees to install, use and maintain the Equipment in accordance with MBA or the manufacturer’s specifications and use only those supplies~ supplied or approved by MBA, which must meet manufacturer specifications. A copy of the manufacturer’s specifications are attached hereto as Exhibit ~B". MBA represents that recycled paper is specified for use in all Equipment provided under this Agreement. 5.2 If, in the opinion of MBA, any Equipment cannot be economically serviced, MBA will give CITY seven (7) days written notice and replace the Equipment, at no added cost, with another :item of equal or better capabilities and features. 5.3 \MBA shall maintain the Equipment so that at all times it performs in accordance with MBA’s or the manufacturer’s specifications. If a copier or its accessories do not operate within MBA’s or the manufacturer’s specifications, and if the Equipment cannot be repaired to perform within such specifications, MBA will have ten (i0) calendar days to repair and correct~ non- performance. If MBA fails to correct the problem(s) within ten (i0) days,. CITY may cancel the Agreement in ten (i0) days, by notifying MBA, at the addresses set forth in paragraph ii below. All payments and contractual obligations must be fulfilled by both parties during this period. 021028 sd10100031a 3 5.4 Service loaner: If the Equipment provided is deemed inoperable by CITY and MBA is unable to correct the problem, a loaner of similar or upgraded features will be provided within two (2) business days at no additional cost (including delivery until the Equipment is repaired). 5.5 95% Uptime: Notwithstanding any other provision contained herein, the Equipment provided will be operational with an average of ninety-five percent (95%) uptime over any 30 day time period (excluding preventative maintenance time) or MBA will provide a loaner within two (2) business days with similar or upgraded featu£es at no additional cost until the Equipment is repaired or will replace the Equipment with a comparable machine at no cost to CITY. 5.6 Four (4) Hour Response Time: MBA guarantees that MBA certified field services engineers will resPOnd to CITY’s services calls, placed to MBA’s dispatch department, within an average of four (4) hours. CITY shall provide MBA with requested details on the problem and Equipment serial number, and equipment ID# when placing calls. As used herein the term ’~respond" means that MBA will have a certified field services engineer at City’s offices within the designated time period indicated above during ~MBA’s normal business hours. SECTION 6: COMPENSATION. 6.1 CITY will compensate MBA as follows: 6.1.1. For monthly rental and maintenance of the Equipment, including all Supplies, CITY will pay MBA a monthly fee in the amount of Seventeen Thousand Six Hundred Fifty-nine dollars and fifty cents ($17,659.50) plus sales tax or a total not to exceed.amount of Two Hundred Twenty-Nine Thousand Three Hundred Ninety-six dollars and Ninety-one cents ($229,396.91) annually in. accordance with the schedule set forth On Exhibit "A". . 6.1.~ Price Guarantee: Monthly rental/maintenance charges will not increase for the first thirty-six months. After the initial thirty-six month period if monthly rental/maintenance charges are increased, they will not increase by more than six percent (6%) annually. 6.1.3 In addition to the payment set forth in 6.1.1 above, CITY agrees to pay MBA an additional seven and one-half Cents ($.075) plus tax per color copy produced on the Equipment. In no event shall the total.payment under this section exceed Twenty Thousand Dollars ($20,000) per year. 021028 sd10100031a 4 6.1.4. CITY agrees to pay MBA $.0075 per oopy for all copies over the Minimum Monthly Volume set forth in Exhibit "A". Overages shall be computed and billed quarterly. CITY shall pay MBA for these overages within thirty (30) days of invoicing. 6.2 Meter Reading & Excess Copy Charges: CITY will provide true and correct meter readings by phone or facsimile on the last day of each month upon request by MBA and CITY @ill allow MBA access to the Equipment d~ring regular business ~hour~ to verify those meter readings. 6.2.1 If the readings show useage in excess of the Minimum Monthly Volume per calendar month as defined in Exhibit "A", a charge will be payable, which will be calculated by multiplying the Copy Charge per copy set forth in paragrap~ 6.1.5 times the number of copies in excess of the Minimum Monthly Volume of copies. 6;2.2 If the initial invoice period start date differs from the monthly anniversary date of installation or CITY requests a different billing cycle, CITY agrees to allow MBA toprorate the Minimum Monthly on the first invoice to adjust for the short-term period. CITY also agrees .to its Minimum Period begins at the beginning of its first invoice period. 6.3 Invoicing: MBA shall bill CITY monthly, in triplicate, for the Equipment rental~and maintenance. Invoices shall include all applicable supporting documentation and shall itemize charges or group charges by category of cost. Invoices shall be submitted to City at the address indicated in Section ii. CITY shall pay all invoices within 30 days Of the±r billing date. SECTION 7. AUDITS. MBA agrees to permit CITY to audit, at any reasonable time during the term ofthis Agreement and for three (3 years thereafter, MBA’S records pertaining to matters covered by this Agreement. MBA further agrees to maintain such records for at least three (3) years after the term Of this Agreement. SECTION 8’’\. INSURANCE 8.1 Insurance Requirements for MBA: MBA agrees to provide the insurance specified in the "Insurance Requirements" form attached hereto as Exhibit C. In the event MBA is unable to secure a policy endorsement naming the City of Palo Alto as an additional insured under any comprehensive general liability or comprehensive automobile policy or policies, MBA shall at a minimum, and only with the written approval of City’s Risk Manager or designee, cause eachsuch insurance policy obtained by it to contain an endorsement providing that the insurer waives all right of recovery by way of subrogation against CITY, its officers, 02~028 sdl OlO0031a .agents, and employees in connection with any damage, claim, liability personal injury, or wrongful death covered by any such policy. Each such policy obtained by MBA shall conraln an endorsement requiring thirty (30) days’ written notice from the insurer to CITY before cancellation or reduction in the coverage or limits of such policy. MBA shall provide certificates of such policles or other evidence of coverage satisfactory-to City’s Risk Manager, to.gether with evidence of payment of premiums, to CITY at the commencement of this Agreement, and on renewal of the policy, or policies, not later than twenty (20) days before expiration of the terms of any such policy. SECTION 9. WARB/hNTY & OWNERSHIP OF EQUIPMENT. MBA is the sole owner and titleholder of the Equipment. CITY agrees it will keep all Equipmenz free and clear of any liens associated with CITY’s use of the Equipment. MBA will rent the Equipment to City. CITY agrees that MBA is responsible for repairs, service or defects. MBA extends to CITY the benefit of any warranty made by MBA. SECTION i0. NO IY~PLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement. Nor shall any delay or failure to exercise of right prevent either party from exercising their rights an a later time. If any part of this Agreement is found to be invalid, then it shall not invalidate any other parts and the Agreement shall be modified to the minimum extent as permitted by law. SECTION ii. NOTICES. All notices hereunder will be given in writing, mailed postage prepaid, by certified mail, addressed as .follows: To City: To MBA: City of Palo Alto Attn: Purchasing Department P.O. Box 10250 Palo Alto, CA 94303 MBA of California, Inc. Attn: General Manager 3170 Corporate Place Hayward, CA 94545 SECTION 12. CITY’S PROPERTY. Any reports, information, data or other material given no, or prepared or assembled by, MBA or its subcontractors, if any, under this Agreement will become the property of CITY and will not be made available to any individual or organization by MBA or its subcontractors, if any, without the prior written approval of the City Manager. 021028 sdl OlO0031a 6 SECTION 13. TEPdMINATION/SUSPENSION. In the event MBA defaults in the performance of its obligations under this Agreement, CITY may terminate this Agreement upon ten (i0) days written notice. A default shall include, but not be limited to MBA’s failure to comply with the performance terms set forth in Section 5 of this Agreement Monies then owing based upon actual copies made shall be paid to MBA. Upon receipt of such notice, MBA shall immediately discontinue its performance. Upon such suspension or termination by CITY, CITY shall pay MBA for its services actually rendered to CITY on or before the effective date of the suspension or termination. The rights of CITY under this section to suspend or terminate this Agreement shall be in addition to any and all rights or remedies the CITY may.have available to it under the law, in the case of a breach of this Agreement by MBA. SECTION 14. NON-DISCRIMINATION. No discrimination shall be made in the.employment of persons under this Agreement because of the race, coloJ, national origin, age, ancestry, religion or sex of such person. MBA agrees to meet all requirements of the Palo Alto Municipal Code pertaining to .nondiscrimination in employment, including completing the Non-Discrimination Compliance Form, attached hereto as Exhibit D, and incorporated herein by this reference. SECTION 15. CONFLICT OF INTEREST. In accepting this Agreement, MBA covenants that it presently has no interest, and will not acquire any interest,, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Agreement~ MBA further Covenants that, in the performance of this Agreement, it will not employ any person having such an interest. MBA certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY. SECTION 16. HOLD HAg!~LESS. MBA agrees to indemnify, defend ~ and hold harmless CITY, its Council members, officers, employees and agents agaihst any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, caused by or arising out of Or resulting in any way from the Equipment, Supplies or maintenance services provided under this Agreement. The acceptance of said Equipment or Services and duties by CITY shall not operate as a waiver of such right of indemnification. SECTION 17. FORCE MAJEURE. Performance of the Agreement by each party shall be pursued with due diligence in all requirements hereof; however, neither party shall be liable for any delay or nonperformance due to causes not reasonably within its control. In 021028 sd10100031a the event of any delay resulting from such causes the time for performance and payment hereunder shall be extended for a period of time reasonably necessary to overcome the effect of such delays. In the event of any delay .or nonperformance caused by such uncontrollable forces, the party affected shall promptly notify the other in writing of the nature, cause, date of commencement thereof, and the anticipated extent of such delay, and shall indicate whether it is anticipated that the completi~on dates would be affected thereby. SECTION 18. DEFAULT AND REMEDIES. If CITY does not pay any undisputed amount due when it is due, CITY will be in default. Upon such a default by CITY, MBA may withhold maintenance and repair to the Equipment and stop the shipment of supplies or at MBA’s option repossess the Equipment. In addition, if. either CITY or MBA fails to perform any obligation required.pursuant to this Agreement, the nonhdefaulting party shall have all remedies available to it under the Uniform Commercial Code or any other applicable law. The prevailing party in any action brought to enforce the provisions of this Agreement may recover reasonable costs and attorneys fees expended in connection With that action. SECTION 19. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo ~ito Municipal Code. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time Within a fiscal year in the event that ~funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer, available. This Se~ction 19 will take precedence in the event of a conflict with any other covenant, term,, condition, or provision of this Agreement. SECTION 20. GOVERNING LAW. This Agreement shall be governed by the laws of the state of California. SECTION 2.~. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire Agreement between the parties with respect to the services which may be the subject of this Agreement. Any variance i~ the Exhibits does not affect the validity of the Agreement and the Agreement itself controls. All prior Agreements, representations, statements, negotiations and undertakings whether oral or written are superseded hereby. 021028 sd10100031a IN WITNESS WHEREOF, the parzles have by their duly authorized representatlves executed this Amendment on the date first above written, ATTEST:CITY OF PALO ALTO City Clerk Mayor APPROVED AS TO FORM:MBA OF CALIFORNIA, corporation INC., a Assistant City Attorney APPROVED: By: Its: By: // City Manager Its: Director of Administrative Services Insurance Review Taxpayer ID #: ~- ~~~ (Compliance with Corp. Code ~ ~13 is required if the entity on whose behalf this connracn is signed is a corporation, In the alternative, a certified corporaze resolution attesting no the signatory authority of the individuals signing in their ~espective capacities is acceptable), Attachments : Exhibit "A" : Exhibit "B" : Exhibit "C" : Exhibit ~}.D" : Equlpmenz Descr~pzion and Rate Schedule Equipment Specifications Insurance Requirements Non-Discrimination Certificate 021028 sdl OlO003ia 9 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code ~ 1189) Notar" On person and ackno’ his / , 2002, before me,for said County and Stat~sonally appeared , personally known to me or the basis of satisfactory evidence to be the name(s) is/are subscribed to the within instrument to me that he/she/they executed the same in au~horized capacity(ies), and that by his/her/their sianazure(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the insnrument. WITNESS my hand and official seal. ~~\ Comm,#1307633 U){~’~) FIOTABYPUBLIC-CALIFOBNIA g]ary Pu lic \~/ klome.da County 021028,sd10100031a 10 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code ~ 1189) STATE OF COUNTY OF ) )aS. _~9otary~Pub~i~/’~n. and four said County and state, personally appeared , personally known to me or prmZ~ed to mez on/She basis of satisfactory evidence to be the p~n(s)~ose//me(s) is/are subscribed to the within instrument and acknowl~edg~ to me that he/she/they executed the same in his/her/their authorized capacity(its), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Comm, # 1307633 ,OTABY PUBLIC-CALIFORNIA Alameda County Comm. £~gires June16,2005 Notary Public 021028 sd1010003 la 11 .......ooooooo --* Kyoceramita Product & Technology Highlights KM2030 70 page scanner capacity (originals) 20 Pages per minute Short Copy & Print Paper Path -Fewer Misfeed locations -Easier Jam Cleating Straight Paper Path Easy to use control panel Quick First Copy Speed (5 5 seconds) Fast Warm up (30 seconds) Up to 881b. Index paper, including envelops Electronic Sort & Image Rotation Stackless Duplexing Upgradeable to Print and/or Scan (independent functions & data lines) KM2530 100 page scanner capacity (originals) 25 Pages per minute Quick First Copy Speed (3.9 seconds) Short Copy & Print Paper Path -Fewer Misfeed locations -Easier Jam Clearing Straight Paper Path Customizable Touch Screen Interface for optimum end user ease of use -Same as KM3530, KM4030, KM4530 & KM5530 -Largest display on the market Fast Warm up\(less t-hart 60 seconds) Up to 1101b. Index paper, including envelopes, recycled etc. Electronic Sort & Image Rotation Stacldess Duplexing 2 & 3 Hole punch optional Stapling and Offset Stacking Included 400,000 copy Preventive Maintenance Cycle Upgradeable to Print and/or Scan (independent functions & data lines) KM4530 100 page scanner capacity (originals) 45 Pages per minute Copies at 1800 x 600 dpi Short Copy & Print Paper Path -Fewer Misfeed locations -Easier Jam Cleating Straight Paper Path Customizable Touch Screen Interface for optimum end user ease of use -Same as KM2530, KM3530, KM4030 & KM5530 -Largest display on the market Quick First Copy Speed (3.9 seconds) Warm up within 120 seconds Program and Scan during warm-up. Auto Start Timer (eliminates warm-up by allowing user to program on and off times) Up to 1101b. Index paper, including envelopes, recycled etc. Large paper capacity with 3600 sheets standard Electronic Sort & Image Rotation Stacldess Duplexing 2 & 3 Hole punch included Multiple Position Stapling & Saddle Stitching included 500,000 copy Preventive Maintenance Cycle 20 GB Copy Hard Drive for Copier and Printer -Allows user to create a 3 separate libraries of originals. (up to approx. 80,000 pages) -Shared Data Box -Store originals by name and date (HR manual v. 13 7/16/02) -Call up later and apply unique features and job sets (58 copies & stapled) -Unlimited Access -Synergy Print Box -Same as above with the addition of mailboxes for individual users -Ma{lboxe~ can be password protected -User can print or scan originals to their box -Form Box -Overlay Library ~Use stored images to print over copies (Confidential, City Logo, etc.) Upgradeable to Print and/or Scan (independent functions & data lines) KM5530 100 page scanner capacity (originals) 55 Pages per minute Copies at 1800 x 600 dpi Short Copy & Print Paper Path -Fewer Misfeed locations -Easier Jam Clearing Straight Paper Path Customizable Touch Screen Interface for optimum end user ease of use -Same as KM3530, KM5530 -Largest display on the market Quick First Copy Speed (3.9 seconds) Fast Warm up (less than 120 secon.ds) Timer (eliminates warm-up by allowing user to program on and off times) Up to 1101b. Index paper, including envelopes, recycled etc. Large paper capacity with 3600 sheets standard Electronic Sort & Image Rotation Stackless Duplexing ’ 2 & 3 Hole punch included Multiple Position Stapling & Saddle Stitching included 500,000. copy .Preventive Maintenance Cycle 20 GB Copy Hard Drive for Copier and Printer -Allows user to create a 3 separate libraries of originals (up to approx. 80,000 pages) -Shared Data Box -Store Originals .by name and date (HR manual v: 13 7/16/02) -Call up later and apply unique features and job sets (58 copies & stapled) -Unlimited Access -Synergy Pont Box -Sarnbgs ab0ve.with the addition of mailboxes for individual users -Mailboxes can be password protected -User ~an print or scan originals to their box -Form Bdx -Overlay Librar~ -Use stored images to print Over copies (Confidential, City Logo, etc.) Upgradeable to Print and/or Scan (independent functions & data lines) Print & Scan Specifications - -Scanning,and Printing are separate functions with separate network connections and can be performed simultaneously- Network Printing Power PC750/350 MHz Processor (KM2530 & KM3530) Power PC750/400 MHz Processor (KM5530) 256MB RAM eMPS Hard Disk Drive (6.0 GB) Plus 1 Standard Memory Card Slot (Compact Flash-Type1) Fast 1200 dpi printing Intemet Printer Supported Bar Code Printing (Optional) All other .specs please check back of brochure Network Scanning Scan to E-mail, Scan to PC, TWAIN Scanning Resolution: 200-600 dpi Resolution All systems scan at full copy speed at up to 600 dpi File Format: TIEF, PDF Image Format Driver!Utilities: TWAIN Driver, Scanner Utilities, Paper Port 8.0 Network Interface: Ethemet 10B ase-T, 100B ase-TX Support Network Protocol: TCP/IP A CORD. ~ucE~ (925)9~4-0505 FAX (925)977-:£$91 Insurance A~sociates o~ Northern CA CERTIFICATE OF LIABILITY INSURANCE 273~ North Main Street PO Box gO70 ~Valnu~ Creek, CA 94596 INsu~ M~ of California 3170 Corpora~ Place Hazard, ~ 94545 A~:D~ne ~nspe~r Fax#: A~n:Georg~ Ro~ 7~5-~533 785-7264 O7/16/200: THIS CERTIFIOATEISISSUEDASA MATTER OFINFORMATIONONLYAND CONFERS NO ~GHT’GUPON THE ~R~CATE HOLDE~ THIS CERTIFICATE DOES NOT AMEND, EXTEND oR ALTER THE COVERAG~AFFORDED BY THE POLICIES BELOW, INSURERS AFFORDING COVERAGE A A ~NSUR~:K~m#er Insurance Co.panics ~N~URERB:State Comg~nsal:ion Insurance Fund INSUP4~ D; P~EFL~NAL & ADV INJURY GENERAL PRODU;i3 - COMPIOp s EO,0OC s s 2~000,00C ~ ’ 2,000,00C AUTON’~OBILE LL&BIUT/ ALL OWNED AUTO~ ~HF’nUL~n ALFF~ X NON43WNED AUTO8 OTNE!T, property ~R58O72~700 ~SX072~2800 1635422-02 7RS870725700 ,\ o4/2s/~oo2 o42oz/zooz o4/26/2002 04/05/200B ~, ooo, ooc BODILY INJURY(Per ~nsan) ~ILY I~URY PR~ DA~GE- A~ ONLY;A~ } ~ OCCURR~CS s 5 ~ 000 ~ pOD A~A~s 5,000,000 x !T~Y UM~ ~’ E,L ~ ACClD~~~, 000 ~ i ~LDIS~E-POLI~UM~ ~, ZfO00/O00 Replac~ent Cost/Special Farm ~RIP~ON~F ~PER6~IQN~JLO .r-~,TIONEZV~ICL~E,Y.CLU~ION5 ~D~ BY ~NDO~E~ENTISPEC~L PRO~SIONS.~ty of Halo Alto, Its councll members, offlcers, agents and ~loye~s are to be n~d as ~ditional :nsured as r~pects to liability arising fromthe N~d Znsur~ operations. Priory Coverage = with ¯ especz to clai~ arising o~t of the operations ofthe nard insured, insurance as affard~ by this ~licy is priory and is nat addtia~a] to or c~ntributing wit~ any other insurance c&rrie4 by or for :he benefit ef the addition&l insures E0 days N0C in the event ef non-pay~nt of prelim. CERTIFIOA~HOLDER ~X~ADDITIQNALINSUR~D;IN~URbRL~ER A CANCE~TION ~HOULo ~Y ~FTH~ ~ D~C~8~ ~¢1~ ~ C~c~D B~ORE~E City of Pale Alto Purchasing and Contract Administration P.O,-Box E02~0 Polo Alto, CA g420B ~CORD 26~ ~81) £-~PI~,’IION I:~TE ?HERF.OF, THE I~.~LI NO cOMP.~4Y ’WILL EHnFJ, VOR 1’o M~JL 3~O I~AY,~ W~rI-~N NOTICE TO TH~ D~RT1FW.ATE HOLJ3ER I,L~E~ TO THE LEFT, I~UT FAILURE TO M~,IL sUCH NOTIG~ ~HALL IMPO~ NO OBUOAllON oR Lb~ILITY OF ANY KIND UFON THE C~P~,NY. ~T5 AGENTS OR REPRESENTATIVe, Mae,Esplana /~[~. ~~~ _ ~~ ~ @~CORD CORP~TION 1~88 CERTIFICATION OF NONDISCRIMINATION SECTION.410 Certifical~ion of Nondiscrimination As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below hereby certify: a)that the.y are currently in compliance with all federal and state of California laws co. vering nondiscrimination in employment; and b) .that, if awarded the contract, the proposer will not discriminate in employment of any person under the contract because of race, color, national origin or ancestry, religion, disability, gender or marital status of such person. THE INFORMATION HEREIN IS CERTIFIED OORRECT BY SIGNATURE(S)BELOW, Signature: Name: Signatu~-e: Name: Note: Todd Moody ~’-(PRINT OR TYPE NAME) ¯(PR T OR TYPE 4ME) Califomia Corporations Cod~ Section 313 requires two corporate officers to execute contracts. *The signature of First Officer* must be one of the foflowing: Chairman of the Board; President; or Vice President. **The signature of the Second Officer** must be one of the following: Secretary; Assistant Secretary; Chief Financial Officer," or Assistant Treasurer. (In the alternative, a certified corporate resolution attesting to the signatory authority of the individuals signing in their, respeclive capacities is acceptable) OITY OF PALO ALTO RFP NO 144527 PAGE 1 OF 1 Attachment 2 OPTION A MBA extends to the City of Palo Alto, the availability of an all inclusive .cost-per-copy program. This program includes al! standard base equipment, service and supplies (excluding paper) for 5,544,0,00 copies per year - billed monthly from the meter. PROPOSED COST PER COPY FOR CITY OF PALO ALTO Cost-Per-Copy .03823 $ .03823 x 5,544,000(annually) + tax(8.25%) Total annual cost with tax $ 211,947.12 17,485.64 $ 229,432.76 Total 3 year cost with tax $ 688,298.28 OPTION B MBA extends to the City of Palo Alto, the option to purchase the equipment quoted in this proposal. The purchase price includes shipping installation and training but does not include any applicable taxes. Service and supply contract based on 5,544,000 copies per year would be billed monthly or quarterly at a cost per copy of $ .0075. The equipment quoted is the same configurati6n as the cost per copy program.Optional equipment pricing at itemized below. Package Purchase Price + tax(8.25%) Total Purchase Price with tax $ 485,000.00 40,012.50 $ 525,012.50 Annual Maintenance Cost $ .0075 x 5,544,000 = $ 41,580.00 Total Cost of maintenance for 3 years (3 x $ 41,580.00) + tax on supplies(40% x 124,740 x 8.25%) $124,740.00 4,116.42 $128,856.42 Total 3 year cost to purchase and maintain copy systems = $ 653,868.92 MBA’s Rental vs. Purchase MBA’S RENTAL Purchase Pricing Based on 5,544,000 copies (annual) Rental includes performance provisions written into the actual legal contract (With cancellation clause) Performance Provisions includei Response Time’ Guarantee Service Loaner 95% Uptime Guarantee Parts Replacement Guarantee Buyout Provision upon expiration Fixed Buyout Upgrade/Downgrade options $ .03823 per copy included Yes No Yes (1-4 Hours)No Yes No Yes No Yes No Yes Own Yes 15%Own **Yes Owned (trade-in value) $ 485,000.00 $ .0075/copy ** In the rental progr.am, if you decide that you want to change your equipment mix for any reason (take advantage of new technology or city growth), you may do so without buying out or refinancing the entire amount owed on the old equipment. At the same time, you have the option to treat the agreement as a traditional lease if you feel it is to your advantage. This program is unique to Kyocera Mita Bay Area. We are able to offer the program because we control the financing. We do not use a traditional third party leasing arrangement like other copier vendors..