HomeMy WebLinkAboutItem 1e: Purchase of Konica multi-funciton copers from Image IV.P r�� �� M�
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DATE: November 20, 2012
Administrative Services Department
TO: Honorable Mayor and City Council
FROM: Hue Quach, Administrative Services Dir ctorq
By: Jan Steese, Purchasing Offices"
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SUBJECT: MULTI - FUNCTION COPIER REPLACEMENT PURCHASE
Recommendation: Approve the purchase of six (6) Konica multi-
function copiers from Image IV not to exceed $46,857
SUMMARY
The City currently has five (5) copiers that are in need of replacement. The City
currently has Konica model copiers throughout the City. The copiers recommended for
replacement are antiquated, analog type copiers that continually experience a high
number of service repairs, and parts are becoming more difficult to obtain or simply not
available. These antiquated copiers do not have the capability of being added to the
City's network to allow all departments to utilize the copiers as needed. Our current
service provider, Image IV, has done a great job providing service on these aging
copiers and, at times, was required to make parts for a temporary solution in order to
keep the copiers operating. These copiers need to be replaced with new multi- function
copiers with better technology, faster print output, minimal service requirements and the
ability to be added to the City's network.
During the evaluation process of the copier bids, it was discovered that an additional
copier located at the Senior Center is in need of replacement. This copier has
experienced numerous breakdowns and service calls in the last 4 -6 weeks and is on the
list for replacement in the FY 2013 -14 Budget. Due to the poor condition of the copier,
the age of the copier, and the numerous requests for service in the last 4 -6 weeks, it is
recommended that the purchase be accelerated and included in the FY 2012 -13 as part
of this request. Sufficient funds in the amount of $47,100 were appropriated in the
current budget for the original five (5) copiers. Upon City Council approval, there are
sufficient funds available to accelerate the purchase of the Senior Center copier and the
original five (5) copiers.
It is recommended that City Council approve the purchase of six (6) Konica multi-
function copiers from Image IV to replace existing antiquated copiers allowing for faster
copies and efficient production of documents.
Multi- function Copier Replacement
November 20, 2012
Page 2 of 3
DISCUSSION
The copiers being recommended for replacement were placed in service in 2000, 2003,
and 2004. Recently, these copiers have required more frequent service calls, more
parts replaced and, in some cases, they required multiple service calls per week. Parts
for these copiers are becoming more difficult to obtain or simply no longer available. On
one such occasion, Image IV had to make a part in order to provide a temporary
solution and keep the copier operating. Historically, analog copiers have an expected
life span of 4 to 6 years. The current copiers have been in place for over 8 years and
one of them is over 12 years old.
In 2010, City Council approved the purchase of six (6) digital multi- function Konica
devices from Image IV, the local Konica authorized dealer. At that time, the City
purchased 3 different models of copiers, Model 601, 751, and 360. All of these copiers
are operating satisfactorily with little or no interruption in service. All are connected to
the City's network with fax, copy, and scan capabilities.
The copiers being recommended for replacement are as follows:
Department
Current
# of Prints
Date
Recommended
# of Prints
Model
per
placed in
Model
per Minute
Minute
service
Public Works
7272
72
04 -01 -2000
552
55
Administration
Fire Department
7256
56
11 -09 -2004
552
55
Headquarters
City Clerk's
7222
22
12 -03 -2004
552
55
Office
Rec. & Community
7272
72
12 -04 -2003
552
55
Services /Senior
Center
Public Works Fleet
7020
20
10 -18 -2000
223
22
Police
7222
22
11 -01 -2004
223
22
Administration
Several options for the purchase of new copiers were investigated including
opportunities to use other agencies contracts (also known as piggy back contracts) that
may afford the City better pricing, more features, and all the same capabilities currently
being used on other copiers citywide. Contracts that were reviewed were Los Angeles
Unified School District (LAUSD), Western States Contracting Alliance (WSCA),
CalSave /Monterey County Board of Education, and Image IV. It was determined that
Image IV has the best pricing for Konica multi- function copiers and they were the only
company offering a trade -in- allowance for the old, antiquated copiers being replaced.
The purchase of Konica brand multi- function copiers from Image IV also allows the City
Multi- function Copier Replacement
November 20, 2012
Page 3 of 3
to continue to maintain an inventory of the same make and model copiers currently in
place.
The following is an analysis of the purchase price of each model copier if purchased
utilizing the various contracts reviewed:
Model
CalSave
LAUSD
WSCA
Image IV
552 (4)
$40,524.00
Not available
$36,418.68
$36,288.00
223 (2)
$ 9,316.00
$ 8,276.00
$ 7,506.82
$ 6,798.00
Sub Total
$49,840.00
$ 8,276.00
$43,925.50
$43,086.00
Tax
$ 4,361.00
$ 724.15
$ 3,843.49
$ 3,770.03
Total
$54,201.00
$ 9,000.15
$47,768.99
$46,856.03
It is recommended that the City to purchase Konica brand multi- function copiers from
Image IV for the following reasons:
• They offer the lowest price for the copiers requested.
• They offer a trade -in allowance of $500 on every copier exchanged for a new
one, which is not offered in any of the other contracts reviewed. This cost has
been included in the proposal above.
• Currently, there are several Konica brand copiers in place throughout the City
allowing for toner sharing if needed.
• The new copiers have networking capabilities and would require virtually no
employee training as most employees are familiar with Konica copiers.
• They have consistently provided excellent service within the required four (4)
hour time frame, and in most cases they are on site within two (2) hours.
FISCAL IMPACT
The purchase of six (6) multi- function copiers will cost $46,857. Sufficient funds were
appropriated in the FY 2012 -13 Equipment Replacement Fund for these purchases.
RECOMMENDATION
It is recommended the City Council approve the purchase of six (6) multi- function
copiers from Image IV in the amount not to exceed $46,857.
Approved:
Dominic Lazza
City Manager