HomeMy WebLinkAbout0547.091December 12, 1991
HONORABLE CIT"i COUNCIL
Palo ~lto, California
3
C"'OH'l"RAC'I' WI'l'lJ. "ODEM OFFICE MACHINES FOR RENTAk]ulD MJ.INTENANCE 07
l'HMOCOPXERS
Members of the council:
Bepqrt in Brief
This report recorr~e~ds that Council award a contract for rental and
maintenance of photocopiers ,",'lth Nodern Office Machines. Funds for
this contract are available: in t:1e operating budgets of the
departments using tbe copiers. ThE. cont.ract contains a renewal
clause for two 12:-month increments that staff recommends exercis
ing. The estimated cost p<:!r year is approximately $93, 000" with
change orders and amendments not exceeding $8,000 each year the.
contract is in place.
Citywide copi~r Needs
Prior to soliciting proposals fc,r the copier ['ental and :maintenance
contract, a survey ..... as taker. to deter::nine the needs of the various
City dp.partments. Information regarding each location's annual
aYer~ge number of copies, the current copier ~odel in place~ and
options requested by the department and suggested by Purchasing
staff 'ilI'ere evaluated and used as the basis fer developing the
proposal.
Each copier location cost is determined by the number of copies and
the base copier model and e·ptions on the copier. The number of
copies on copiers shared by several departr.-Ients will be "maintained
by a computerized system in the copiers, facilitating v~rification
of the quarterly charges and assisting City lo~atiDns to monitor
their usage. Actual an)1lJal contract costs may vary since they are
CMR.:54.7:91
",
SOIflewh~t dep€:'ndent upon the number of cupies, and r.1ay exceed the
~aximum included in the base rental pri~e.
Pr9p9B.~ eon tract
In October 1991, proposdls were solicited fer a 35-month copier
rental and :mair.tenar,ce contract based Dn cost ~f equipment rental,
'Which includes a l!'.aximum number of copies, cost per cop)-' exceeding
the maximum, and other cr iter ia. A Jo-~,or1tn ccntract, rene;Nable
each 12-month per iod, was required bas.ed on the ccnsiderable amount
of time required t.o ins+wall the equip11'lent and instruct staff on its
use. Staff is requesting author j ty to approve change orders and
contract amendments in an e!iJ-::ount not c:o exceed $8,000, to allolV for
grovth, updating equipment due to technological advancements and
any unexpected repairs that may occur during the possible 36-month
course of the contract. The cantrdct requires the contractor to
provide and maintain ne .... photocopiers, including all necessary
supplies except paper.
Seven proposals were rece:ived. Based upon the Request for Proposal
(RFP) criteria, Modern Office Machines .... 'as sele-:::ter.L The choice
was based on Modern Office Machines' past experience working with
City departments and staff's familiarity '.rith the equipment. The
results of an evaluation cOP1parir:g the various. manufacturers. sho\l7ed
that Modern Office Machines' equip:-:ent (KO'Olica) ... ·ould provide
longer high-level copy qual i ty, greater copy volur:1e flexibility,
lo'Wer cost of supplies and has the latest technclogy.
In reviewing selection criteria, r:onicd has a !r:ore favorable
dealer's support .;!,nalysis tha .... other copier manufacturers. In
addition, several independent consumer guides to buying business
equipment consistently rates Koni~a the highest.
Recommenc!atio!l.
S'taff recoI'lrnends that counci 1:
1) Approve and authorize the Mayor to e;<ecute the attached on-e
year contract 'With Modern Office Machines in the amount of
$93,000.
2) Authorize the City Manager or his designee to negotiate and
execute one or mo["e. change orders or amendments to the
contract with the value that shall not exceed $8,ODO in each
year tr.at the contract is in place.
3) Authorize the City Manager or his designee to exercise the
options for the second and third 12-!('.onth rene~al periods, in
his discretion, and to execute any ether documents necessary
to implement the contract.
CMR: 547: 91 2
,
:
Respectfully submitted,
.f...1 _. . .',
.j )fitll.;/fi.,Y'u..·0
KATHRYN l't£
contrac~ Administrator
'---/(;' (/1. \. '-'-.. L
OOLY P .... 'JffiISON '(
Director of Finance
L ~i12 d ~IAlI ZANER
city Manaq'E!'r
Related Staff Reports: CMR:481!9
CMR:547:91 3
AGREEMENT No. _____ _
-8V TH1S AGREEMENT !roW)E ... ND ENiER{'D1I'<TOON THE _________ DA1' Of" ______ _ (
DATE h.' Elf ~"'lIi-Rb)
'9_ a'i C-TY PUR':::HJ\SING
1."( AHC.~ENTHE CITY OF PALO AJ.. TOI~eRr"N"FTf," REFERRED m ... s CITY, AND
1:2: • ______ ~~~
reml San JOS€ _1'?:F'i 9S! 26 ---~::.lN'~~_~}2_~E~80
• CONTRACTOq SHAll PRO'.IDE 01'1 1'lJRN'Si-IlHE F-OI..lOWH"G S?~CI"IH $E1'>v~Ce~ ANO,'Cl'I ~,·,TE"\I:' .. " S:>O-O\'IH,.IN H)->',i;I"
.nA.CH£O HfRETO.lHO INCOf'J'IOIl,ATEO ffEflEI,," ev THIS i'lEF.ERE~E
Copier rental and maintenance for variol.,;.s city c!epartments.
"A-Notle~ In~1tini Sealed Proposal
"B~ Acc~pt~d proposal
"C" Ins'l.!rance Certificate
• TERMS ,..,..." SEJlVlCfS AND-OFI ~"'TEAW.S F1JRNIS.-IE"O UNDER T~IS AGREEMENT SHAW. CCMMENc.e 01'> _
NCl SIW.l. cOtotP\.lfTl:[l I£FORE 1 2 131 '9 Z
• COMPENSA T10N fOR TIoIE FUll.. PE-RFOOMANCE Of n .. HS "'G~fEME Ni
On a q!,;.arterly basis. invoiced as per atta..:hed sac:ple.
• PAYMENT RECORD (OEPAA't1.IE'N'TUSE REVERSE SIDE)
• CITY ACCOUNT NUMBER:
A &-'S .l~
~cooe __ ~K.ASE ~qDOLLA~--AMOum _______ ___,
),hHOX.'9J,DOO.OO i
, OBJECr ",FtOJECT
I-_S~e!.C.!.~tctf..~<!:h~.~dL!9r~ ___ account DUl'lb rs
• GENERAL TERMS ANO CONDtTtONS ",Roc INCLUDED Qt>l80il-l SlOES Of 1HIS D<X:.lJMEN'T
HHS AGREEME'lT SHAlL etCO/olE fFfEC'iiVE UPOI\1ITS ~"f'A:O'IA.l AN:O f);EI:UTI{lN 8'1' em. 11'1 INm~ESS fHERtOf, THE N"n;t:s HA',.'E EXE':UTED TH!S
AGREElIElfT THE 0"'1', "O'lTH, AhD ¥EAR FIRST WRmE'l ABOIif
HOlD 1fAItIIl.ESS, CONTRACTOR 30rets In l/Klemnr1)', ~er'ld il1d Mtd harm~fS5 C IN. rts off,~ers agents an(J em .. io-Jf~ Iro:':1 iI~,' iI~~ al' d~mac dS c!a'm;; ,~~ I~'X;~' 01
;tr'1J' n.MtI~, mc:lutSln~ wronQll.!1 dUlh, cau~t;j bji (]: ar'SlnSl ol,[t 0.1 CONTR.l.C"TOR S, 015 ~tfICt""S, ;I~efll~ 0" emp,O','ees n~;II~~~: a:ts, e"rcr;; IJ' O'":'IS~IO~S, ':)r l"IIMul
mrS.C()f'ltilCl. or conduct for ... tllch the J;;jll';~ 51711;: rulJ;~ on COnTRA.CTOR .., the oei1(lr-... n';e c: 1allure 10 ~r1orm ,h" a~r~~enl :>~ Cm~7= A.,:rOR
EIfTIfIE AtiflEnlfNT. Thl!',; a~reement ilrU'--.:t"-t_~rJ]')$ Ina q;oMjIlOM l)!l It c mvv OWm revw.~l tr'f ~ ,t,t'! ar;:r~ment bet .... eec the ~d'l'~, \II ,:~ r~~ "e"~ 1c' ~~~ P Jr;r",se
~nC" sa~ 01 me ~orprmr.t mate",I; or sUflp1leS I)l pll'mt~ 'or ;s.er~i~f5 IOIt,'C~ m)' ~ r:-~ $"b]ect of t~IS ~cnlliid AI .,r:cr agr~'r1ent;, 'e~rtS~~L.:i!:~~s s!ai~me'1t5
~0'!1A1100s ,r>(! llMf!rtal.I'tt,jS -.tlef!\e' oral ()I ,,'rttn drt s:l~""Seded he'~~ ~
• PROJECT MANA. G~:SF_"n"fl"Ef-Oi"ICnY
".,.,..~ KathrYLA. ~ <::'"'
DEI'T ~ FinancE/Purs;has£ng
P_O. Bel)( ~o..?S\J
PA.i.O ALTO, C", 94303
T~e~M (415)329-2178
• rNVOICING SEND"'u. IN'''o;cE.~ 10 t+ff CIT)', "n", PADJECT .,U.N",':;[R
9-:'-14;'.:.358
• CITY OF PALO ALTO APPRO" A.LS: \~QUTE"~ slG",I.,:um:s ,~C-::ORCllti::-> 10 i-I.:JUS-EP.S l!-< oI,PP~O""'~ aCXES Bt:lO"",,,