HomeMy WebLinkAbout22C - LEASED COPIERS AND PRINTERSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 5, 2009
TITLE:
CONTRACT AWARD FOR LEASED
COPIERS AND PRINTERS
(SPEC. NO. 08-075)
~ -~~~r~----.
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 15i Reading
^ Ordinance on 2"d Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Award contracts for the lease of copiers and printers for a three-year
period, with provision for one three-year lease renewal in the annual
aggregate amount not to exceed $60,000 with the following vendors:
Vendor Location
Canon Business Solutions, Inc. Irvine
Imaging Plus Medical & Office Services, Inc. Irvine
Ricoh Americas Corporation Irvine
DISCUSSION
The City of Santa Ana utilizes copiers and printers throughout the
organization to facilitate daily operations. For fiscal year 2008-09, the
estimated cost of replacing and adding copiers and large network printers
under lease contracts is $60,000. Copiers and printers are replaced when
they exceed their useful life and are experiencing more down time and
expensive repairs.
The City is seeking to establish a list of qualified vendors to provide
network copiers and printers to provide quality products at a significant
savings based on quantity pricing. A lease term of three years ensures the
City is utilizing current technology and providing efficient office
equipment to maximize staff production.
The notice inviting bids was advertised on December 4, 2009, and bids were
solicited. A summary of the bid invitations and bids received is as
follows:
22 Requests For Bid mailed
2 Requests For Bid mailed to Santa Ana vendors
10 Bids received
1 Bids received from a Sana Ana vendor
22C-1
Contract Award for Leased Copiers & Printers
January 5, 2009
Page 2
Bids were solicited and opened on December 15, 2008, and evaluated (Exhibit
1) The bids received from Canon Business Solutions, Inc., Imaging Plus
Medical & Office Services, Inc., and Ricoh Americas Corporation are
responsive to the specifications and meet the City's requirements.
Staff recommends awarding contracts to the listed vendors to allow for
solicitation of competitive quotes whenever leased copiers or printers
are requested. The action will provide the most efficient method of
obtaining necessary copiers and printers without interrupted service to
City agencies.
FISCAL IMPACT
Funds are available in the PC Strategic Plan Fund account (no. 110-179-
6641); the Finance/Management Central Services Copier Replacement Lease
Payments account (no. 72-176-6294); and Finance/Management-Central Services
Maintenance & Repair Machinery & Equipment account (no. 71-176-6281).
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
FG/KM/08-075
22C-2
SPEC 08-075 LEASED COPIERS AND PRINTERS
ABSTRACT 12/15/2008
SEMA INC.
VENDOR RICOH CANON BUS IMAGING IKON dba: CELL
AMERICA CORP SOLUTION PLUS BUS EQUIP.
LOCATION IRVINE IRVINE IRVINE IRVINE IRVINE
COPIER LEASE RATE PER MONT H
XEROX 4110 $ 599.13 $ 519.00 $ 726.90 $ 768.00 $ 853.38
OFFERED RICOH 1108 CANON IR7105 RICOH 1106 RICOH 1106 RICOH 1106
RICOH MP4500 $ 159.03 $ 157.00 $ 202.24 $ 211.00 $ 229.42
OFFERED RICOH MP4000 CANON IR3245 RICOH MP5000 RICOH MPaooo RICOH 5000
CANON C4580i $ 207.03 $ 241.00 $ 270.60 $ 352.00 $ 339.72
OFFERED RICOH MPCaOOO as listed RICOH MPC4000 RICOH MPCaooo RICOH 4500
SHARP MX-5500N $ 211.66 $ 298.00 $ 451.97 $ 658.00 $ 664.15
OFFERED RICOH MPC5000 CANON IR5185 RICOH C5560 RICOH MPC50oo RICOH 6000
TOTAL OFFERS $ 1,176.8500 $ 1,215.00 $ 1,651.71 $ 1,989.000 $ 2,086.67
COPIER LEASE
RATE PER MONTH
XEROX 4110
OFFERED
RICOH MP4500
OFFERED
CANON C4580i
OFFERED
SHARP MX-5500N
OFFERED
TOTAL OFFERS
PRINTER LEASE
HP BW P2055DN
HP COLOR P4015
HP COLOR 4700
HP BW 5200
HP BW M9040
TOTAL OFFERS
KONICA MINOLTA
DANKA/IRVINE NUWORLD
CERRITOS OCE
IRVINE XEROX
SANTA ANA MWB
CYPRESS
$ 907.07 $ 973.94 $ 1,118.00 $ 1,175.73 $ 1,150.13
KM 1050 SHARP M1100 OCE 1105 XEROX 4112 XEROX P4112
$ 207.14 $ 164.43 $ 300.00 $ 491.00 $ 210.34
KM 421 SHARP M450N OCE M4512 XEROX WC5645 SHARP M45oNA
$ 313.65 $ 282.40 $ 977.00 $ 471.93 $ 268.50
LM C451 SHARP 4501N OCE CM4521 XEROX W7345 SHARP 4501 N
$ 374.10 $ 401.58 $ 1,277.00 $ 649.57 $ 400.75
KM C550 SHARP 6200N OCE CM6520 XEROX W7655 SHARP 5500N
$ 1,sol.sso $ 1,822.35 $ 3,672.00 $ 2,788.23 $ 2,029.72
IMAGING PLUS IKON
RATE PER MONTH
$ 12.40 $
AS LISTED CE459A
3 43.59 $
AS LISTED CB510A
$ 45.87 $
AS LISTED as listed
$ 76.60 $
AS LISTED as listed
$ 225.46 $
AS LISTED
$ 403.92 $
HP PRINTERS
OX
13.72 $ 27.79
XEROX 3600DN
48.93 $ 51.11
XEROX 4510 DT
53.42 $ 71.72
XEROX 6360DN
81.07 $ 127.60
XEROX 5550DT
236.63 $ 172.35
XEROX 4150XF
433.77 $ 450.57
MWB
EXHIBIT 1.
22C-3
$ 9.73 SUMMARY OF BID AWARD
KEROX 3250 LEASED COPIERS /PRINTERS
$ 66.71 RICOH AMERICA CORP
KEROX 6360DT CANON BUS. SOL.
$ 46.67 IMAGING PLUS
XEROX6360DN
$ 21.43 AGGREGATE LEASE TOTAL
XEROX 3600DN OF $60,000 ANNUALLY
$ 270.61
XEROX W5645P
$ 415.15
22C-4