HomeMy WebLinkAbout22F - OFFICE COPIERS, MAINTENANCE AND SUPPLIES
REQUEST FOR
COUNCIL ACTION
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CITY COUNCIL MEETING DATE:
JUNE 20, 2005
CLERK OF COUNCIL USE ONLY:
TITLE:
CONTRACTS AWARD FOR
OFFICE COPIERS AND
MAINTENANCE AND SUPPLIES
(SPEC. NO. 05-038)
APPROVED
o As Recommended
o As Amended
o Ordinance on 1 st Reading
o Ordinance on 2nd Reading
o Implementing Resolution
o Set Public Hearing For
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CITY MANAGER
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Award contracts for the purchase of digital copiers and five-year
maintenance and supply contracts in a total aggregate copier purchase
amounts not to exceed $80,000 and a total annual aggregate amount for
maintenance and supplies not to exceed $14,000:
Lanier Worldwide, Inc.
Toshiba Business Solutions
DISCUSSION
Various agencies utilize office copiers within their departments to
facilitate the daily management of records and information. Copiers
currently used by City Attorney's Office, Clerk of the Council, City
Manager's Office, Public Works Agency, Planning and Building Agency,
Finance & Management Services Agency, Santa Ana Jail, and Parks,
Recreation and Community Services Agency have outlived their usefulness
and no longer meet the heavy copy demands. Due to age, condition and
increased need for repairs, the 13 copiers have been budgeted and
approved for replacement in the current fiscal year. Two of the
copiers are replacing Minol ta copiers purchased in 1995. Minol ta has
recently announced that, as of December 2005, manufacture replacement
parts for the model will no longer be available and, therefore, will
discontinue maintenance on them. In addition, Minolta 2080s and 4000
copiers purchased in early 1997 and 1998 are experiencing more service
calls due to age and high volume usage, and are approved for
replacement.
22F-1
CS J8J
Contracts Award for Office Copiers
and Maintenance and Supplies
(Spec. No. 05-038)
June 20, 2005
Page 2
A Request For Proposals was
proposals were solicited.
received is as follows:
advertised on April 13 and 15, 2005,
A summary of the proposals requested
and
and
21 Requests For Proposals mailed
4 Requests For Proposals mailed to Santa Ana vendors
19 Proposals received
2 Proposals received from Santa Ana vendors
Proposals were evaluated based on copies per minute, maintenance
proposal and four-hour response time commitment, cost per copy, total
paper capacity, purchase proposal per copier, verification of
authori zed dealer, completion of questionnaire and references. After
review of the six offered categories of copier manufacturers, five
vendors presented demo units for a trial 1-day event. Lanier Worldwide,
Inc. and Toshiba Business Solutions received the highest percentage in
the scoring process and meet or exceed the evaluation criteria within
the individual groups.
FISCAL IMPACT
Funds for 11 copiers are available in the Copier Replacement Machinery
& Equipment account (account no. 72-176-6641), and funds for two
copiers are budgeted and available in the Inmate Welfare Fund Machinery
& Equipment account (account no. 23-349- 6641) . Funds for maintenance
are available in the various departmental Maintenance & Repair of
Machinery & Equipment accounts (object code 6281); and funds for
accessories and supplies are available in the various departmental
Operating Materials & Supplies accounts (object code 6391). Funds for
maintenance and supplies for the duration of the contract period will
be included in the proposed budgets in subsequent fiscal years.
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'if Francisco Gutierrez ~J
Executive Director ]
Finance and Management Services Agency
FG/KM/05-038.2:sp
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