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HomeMy WebLinkAboutItem 1e: Purchase of Konica multi-funciton copers from Image IV.P r�� �� M� i 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" v' 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