HomeMy WebLinkAbout22I - DIGITAL COPIER MAINT.
REQUEST FOR
COUNCIL ACTION
A
.
CITY COUNCil MEETING DATE:
CLERK OF COUNCil USE ONLY:
APRIL 19, 2004
TITLE:
APPROVED
0 As Recommended
0 As Amended
0 Ordinance on 1st Reading
0 Ordinance on 2nd Reading
0 Implementing Resolution
0 Set Public Hearing For
CONTRACT AWARD FOR A
DIGITAL COPIER, AND
MAINTENANCE AND SUPPLIES
(SPEC. NO. 04-037)
[La C2--
CONTINUED TO
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Award a contract to Ikon Office Solutions, Inc. for the purchase of a
digital copier in the amount not to exceed $9,346.30; and a five-year
. maintenance and supply contract in the annual amount not to exceed
$2,320.
DISCUSSION
Various agencies utilize digital copiers within their departments to
facilitate the daily management of records and information. The copier
currently at the Community Development Agency Downtown Development
office has exceeded its useful life and recommended copy volume,
causing constant downtime. Due to age and worn condition, the 1996
Minol ta copier has been budgeted and approved for replacement in the
current fiscal year.
The notice inviting bids was advertised on March 19-20, 2004, and bids
were solicited. A summary of the bid invitations and bids received is
as follows:
4 Invitations For Bid mailed
3 Bids received
Bids were received and opened on March 30, 2004 (Exhibit 1).
received from Ikon Office Solutions, Inc. is responsive
specifications and meets the City's requirements.
.
The bid
to the
221-1
Contract Award for a Digital
and Maintenance and Supplies
(Spec. No. 04-037)
April 19, 2004
Page 2
Copier,
FISCAL IMPACT
Funds are available in the Community Development Agency South Main
Redevelopment Machinery and Equipment account (account no. 550-933-
6641) for 82 percent at $7,663.97 and Regional Transportation Center
Machinery and Equipment account (account no. 67-615-6641) for 18
percent at $1,682.33. Funds for maintenance and supplies are available
in the South Main Redevelopment Operating Materials and Supplies
account (account no. 550-933-6391). Funds for maintenance and supplies
for the duration of the contract period will be included in the annual
budgets of subsequent fiscal years.
APPROVED AS TO FUNDS AND ACCOUNTS:
n P. Reekstin
xecutive Director
Community Development
~'t>.
JPR/KM/04-037.1:li
Agency
Agency
221-2
. ABSTRACT OF BIDS
CONTRACT AWARD
DIGITAL COPEIRS
(SPEC. 04-037)
Vendor IKON Danka Danka Canon Canon
Office Office Business Business
Imaging Imaging Solutions Solutions
Location Irvine Irvine Irvine Costa Mesa Costa Mesa
Terms Net 30 Net 30 Net 30 Net 30 Net 30
Days Days Days Days Days
Copier 8,581.25 13,042.00 13,894.00 16,741.00 17,377.00
Sales Tax 665.05 1,010.76 1,076.79 1,297.00 1,346.72
Delivery & Set-up 100.00 included included included included
Total 9,346.30 14,052.76 14,970.79 18,038.43 18,723.72
DELIVERY 14 10 10 3-5 3-5
Days Days Days Days Days
MODEL Canon Canon Canon Canon Canon
400S 5020 IR400 iR5000 iR400S
. with Canon
Fax 2050P
MAINTENANCE
ANNUAL RATE
MONTHLY COpy VOL.
20,000 copies 1,920 990 1,848 1,800 3,360
MISCEL SUPPLIES 400 400 ~ 400 ----.!Q.Q
Annual Maint TTL 2,320 1,300 2,248 2,200 3,760
5 YEARS Maint 11,600 6,950 11,240 11,000 18,800
5-YR TOTAL COST
1$20,946.301
21,002.76
26,210.79
29,038.43
37,523.72
SUMMARY OF BID AWARD:
TOTAL AWARD IN THE AMOUNT OF:
Ikon
$20,946.30
/ cover purchase of copier and full
Maintenance for 5 years.
.
EXHIBIT 1
221-3
221-4