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Home My WebLink AboutRes2008-001 CITY OF SF.R',aRD, ALASKA RESOLUTION 200A-001 Sponsorrd bp: Oates A RFaOl.U7lON OF' "CHE CITY COUNCIL OF THE CITY' OF SF;W'ARD, ALASKA, AG'I'HURI"LING'I'HE CITY' ~1:1NAGER TO ENTER TNTO.a fill- MONTH I,F..aSF: AGRF;F:MEN'I' Wl"I'H OFFICE TF.CII INCORPORATED FOR FOUR RF.PI,ACEY1F;N'1' COPIERS FOR CITY' IL1LL, TILE II:IRBOR, AND TIfE FIRE DF.PART11iFN`I' F'OR A BAtiE AAIOUN"(' NOT TO GtCEED $70,040 WHEREAS, the City has four copy machines that have reached the end of their Icasc agreements -the Harbor department, Pire department, and rivo City Hall copiers, inchiding the City's utain high-capacity copier; and WHEREAS, the City packaged a Request for Proposals for all four copiers to achieve cost savings and received duce quotes 1'or lease., maintenance, and supplies, with various levels of responsiveness in terms of features a»d service response limes; and V1'HF;REAS, proposals were evaluated un the basis of service and maintenance response times, cost, and copier feantresifiatetionality, with one vendor meeting all advertised requirements for all machines; and ,.. R'HERF.AS, the proposal by Office'fech, lne. received the hi~~ test score, altering 24-hour response time, meeting all of the required feahues and fimetions, anil at a base price of $33 L90 per month for the downstairs copier, plus an estimated $ I R5.0f1 per month for copies, fir a total monthly cost of $516.90, versus the cost of the current copier of $2,3611.02 per month; and R'IIGREAS, the base price ofthe remainingthree copiers, including fax machine, is $278.47 per month, plus copies at 50.0084 for black and white, and $0.089 for color copies (in excess of 2511 per uwnlh); and WHEREAS, the estimated monthly cost foreach of the three remaining copiers (inclusive of all supplies and support) is as follows: 1) the mailroom copier is $324.47per month, versus the current lease rare of $422.71; 2) the harbor copier is $307.47 per nwuth versus the current lease rate of $321.89; and 3) the fire copier is $291).47 per otonih versus the current Icasc rate of $275.18. NOW, THGRL•'FORG, BE IT RF.SO[,VF.D BY THF. CITY COIJNC'Tl, OF THF, CTTY OF SF,«':1RD, ;1L;1SIv1, that: Section I .Thu City ~lanagcr is authorized to enter into a lease agreement with Office Tech, Incorporated for replacentcnt copiers as follows: 1) Onc Xerox W'C 7655 P color copieriprinter/scanner, including maintenance plan for a base rate of $331.90 per a[unt], plus crrY or sEwAKll, ALASKA Kh;tiOLU'I'ION 211118-11111 black-and-white copies at 50.0060 plus color cupies at $0.089, including consumable supplies lur all prints, for the downstairs copier; and 2) three Xcrux WC 7335 colur cupicrrprintcr'scanncr; lax machines, including maintenance plan 1'or a base rate uC5278.47 per month, plus black-and-white copies at 50.0084 plus color copies iu excess of 250 copies per month at 50.08~IU, including consumahle supplies for all prints, for the harbor, fire, and mail roam copiers. Section 2. There are sufficient monies within the current operating budget to pay far the new copier contract and no new appropriation is needed. Section 3. This resolution shall take effect immediately upon adoptian. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 14th Jay of January, 2008. THE CITY OF SEWARD, .Ai.ASKA ~~ d Clark Corbridge, 1layor AYES: F3ardarson, Smith, llwiltant, Arnbcrg, Valdatta, Kellar. Corbridge NOLS: ABSENT: ABSTAIN: ATTEST: ~ , JeanLewis, Cilj+ Clerk CMG ,,,aerrr;. DD ~ (City Seal) ~ • ~~; •~~G"i'Ur'j,S'.•.. ,~ %' ~~ a . .... ~ - \J .' i' ,•-~ y D'tilri ids" r Council Agenda Statement Meeting Date: January 14, 2008 Through: Phillip Oates, City Manager From: Kristin Erchinger, Finance Director Agenda Item: Replacement Copiers BACKGROUND & JUSTIFICATION: The City has four copy machines that have reached the end of their lease terms and require replacement. In an effort to achieve cost efficiencies, the administration packaged a Request for Proposals for all four machines and received three responses. The City currently pays $3,381.09 per month to lease four copy machines (City Hall mail room and downstairs, harbor, and fire). We propose a new lease agreement for the four copiers at an approximate cost of $1,448.31 per month, for annual estimated cost savings of $23,000. Proposals were received from Compucom, Frontier, and Office Tech. The vendors provided varying levels of responsiveness to the Request for Proposals. For example, one vendor offered a service response time of 3-5 days, versus our current 24-hour response time. Another vendor offered 24- hour response time but charged for each response ($400 or actual costs). Another vendor offered 24- hour response time at no additional cost over the base cost. Some proposals failed to meet one or more functionality requirement (e.g. maximum copy size, color copy option, speed). To account for variations in responses, proposals were evaluated on the basis of features/functionality (40%), maintenance plan and response time (30%), cost (20%), and vendor experience (10%). Features included such things as copier speed, color capability, network printing, professional finisher, etc. The cost component of each vendor’s proposal was adjusted to ensure comparability. For example, some vendors offer a monthly charge which adjusts each year based on the prior years’ actual copy count. Some vendors consider each faxed or scanned page as a “copy” for the purposes of charging for copy counts, while others do not. The proposals scored as follows: Office TechCompucoFrontier m 1.Features/functionality (40) 40 18 31 2.Maintenance/response (30) 30 10 20 3.Cost (20) 18 20 16 4.Vendor (10) 9 9 9 TOTAL: 97 57 76 CITY OF SEWARD, ALASKA RESOLUTION 2008- _____________________________ The Office Tech proposal received the highest score by offering all of the features requested, a 24- hour response time included in the base rate, and for the downstairs copier, a base rate of $331.90 per month plus an estimated $185.00 for copies, for a total monthly cost of $516.90, versus the cost of the current copier of $2,366.02 per month. The Office Tech proposal includes all scans and all faxes within the base cost. For the remaining three copiers (mail room, harbor, and fire), the base rate (including fax) is $278.47 per month, plus copies at $0.0084 for black and white, and $0.089 for color copies (in excess of 250 per month). The per-copy cost includes all supplies. Since departments have varying usage on the machines, the estimated total cost per copier is as follows: 1) the mailroom copier is $324.47per month, versus the current lease rate of $422.71; 2) the harbor copier is $307.47 per month versus the current lease rate of $321.89; and 3) the fire copier is $299.47 per month versus the current lease rate of $275.18. CONSISTENCY CHECKLIST: This resolution is consistent with the administration’s current goal of achieving cost efficiencies. The number of estimated monthly copies has been reduced due to the migration to online printing of City Council, and Boards and Commissions packets. FISCAL NOTE: There are sufficient monies within the current operating budget to pay for these copier contracts with no new appropriation needed. Approved by Finance Department _________________________________ RECOMMENDATION: Council approve Resolution 2008-___ authorizing the City Manager to enter into a lease agreement with Office Tech Incorporated for replacement copiers.