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HomeMy WebLinkAboutV(I) Approval to Waive City's Formal Bid Process and Piggyback off State of Florida for Fair Market Lease of Replacement Copiers for City Hall and Public Works • Agenda 08-03-2004 Item V.I. Mayor ,t1,e Center of Good Lip, Commissioners S. Scott Vandergrift ,, .,�'►�-„*i Danny Howell, District 1 Scott Anderson, District 2 City Manager Rusty Johnson, District 3 Robert Frank Nancy J. Parker,District 4 STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Brian Ross,Information Systems Director DATE: July 26,2004 RE: Copier contract ISSUE Should the Honorable Mayor and City Commissioners waive the City's formal bid process and approve the contract for service with Lanier Worldwide, Inc. for a fair market lease of replacement copiers for downstairs city hall and the Public Works administration trailer? BACKGROUND/DISCUSSION The copiers in downstairs city hall and the Public Works administration trailer have been paid off and starting to show signs of wear and tear. The 2003/2004 fiscal year budget included funds to lease new copiers to replace these older units. Seven vendors(Canon,Imagistics,Dex,Lanier,Zeno,Toshiba, and Xerox)presented quotes for both the local and building copier models. Lanier provided the lowest 5-year total cost of ownership that best matched the quote specifications and used our existing copier software for each model. Lanier's pricing is based on their State of Florida contract and will be $493.80/month plus $0.0055/page for the city hall copier and$126.49/month plus $0.0095/page for the Public Works copier. The estimated total cost of ownership for the copiers is $42,168 and$9,442 respectively. RECOMMENDATION Staff respect fully recommends the waiving of the City's formal bid process and piggy-backing on the State of Florida contract and authorizing the Mayor and City Clerk to sign and execute all contracts and agreements for the fair market lease of two copiers from Lanier Worldwide, Inc. City of Ocoee Copier Vendor Selection Worksheet Product Selection Worksheet Cannon Imagistics Dex Lanier Zeno Toshiba Xerox - Cannon Imagistics Dex Lanier Zeno Toshiba Xerox Selection Criteria Weight Image Runner 2200 im2020 Kyocera KM-3035 LD122 Savin 4022SP e-Studio 200 WCP 35 Image Runner 2200 im2020 Kyocera KM-3035 LD122 Savin 4022SP e-Studio 200 WCP 35 ^' .kr,' 'tor morir' �"� ;.;872 2,547 1,673 2,472 220 200 300 220 220 200 350 Duplex(copy,print,&scan) 8 10 5 10 10 10 10 10 80 40 80 80 80 80 80 Sorter 8 10 10 10 10 10 10 10 80 80 80 80 80 80 80 Stapler capacity(must be 50 sheets) 9 50 50 50 50 50 30 10 450 450 450 450 450 270 90 #of Pa.er tra s must be 3 8 4 4 4 4 4 2 5 32 32 32 32 32 16 40 0 100 100 80 80 100 60 Heaviest Index.a.er must be a 90 Ib. 8 32 110 110 90 43 110 256 880 880 0 720 344 880 80 80 80 80 80 80 80 20 20 20 20 20 20 20 600x600 dpi scanning 8 6 6 6 6 6 6 0 48 48 48 48 48 48 0 600x600 dpi printing 9 7 2 2 2 2 4 2 63 18 18 18 18 36 18 Document build 8 10 0 10 10 10 80 0 0 80 80 0 80 Reductions/enlargement from 25%-400% 8 10 8 8 8 8 8 8 80 64 64 64 64 64 64 Touchscreen controls 8 10 10 10 10 10 10 10 80 80 80 80 80 80 80 0 100 100 40 60 0 100 ADF for duplex copy&scan(t50 sheets) 8 5 8 10 5 5 5 8 40 64 80 40 40 40 60 LAN mana.eable via one program 8 10 10 10 10 10 10 10 80 80 80 80 80 80 80 Offer a 5 i'-',.. ope'--g tease(rental) 0 10 ' 1 0 100 100 100 100 100 100 1?aa -.r• j,: ao s .. .r _ +.� A 100 100 100 100 100 0 100 Quarterl maintenance.Ian 8 0 10 10 10 0 10 0 0 80 80 80 0 80 +0._ 15 100 85 100 35 35 30 Functional Preferences 343 623 638 602 538 321 648 Hole punch(3 holes) 6 10 10 10 0 0 0 10 60 60 60 0 0 0 60 PCL6 emulation 7 0 10 10 10 10 10 10 0 70 70 70 70 70 70 Semi-annual maintenance plan 7 0 0 10 0 0 0 0 0 0 70 0 0 0 Windows 2000/2003 server queues 7 10 10 10 10 10 10 10 70 70 70 70 70 70 70 Active Directo su..ort 5 0 10 10 10 0 0 0 0 50 50 50 0 0 0 0 70 70 70 70 0 70 Scanning to exchange e-mail 5 10 10 10 10 10 10 0 50 50 50 50 50 50 Scannin.throu.h Exchan.e to Internet 4 10 10 10 10 10 10 0 40 40 40 40 40 40 0 60 60 60 60 0 60 Highest printing resolution(>_1200x1200 dpi) 7 10 0 0 0 0 0 0 70 0 0 0 0 0 0 SNMP Support 7 10 0 0 0 0 0 0 70 SNMP plug in for NMS 6 10 0 0 0 0 0 0 60 Web interface for configuring the device 5 0 0 0 0 0 0 0 Support of cover stock 6 0 0 0 0 0 0 0 Sheets in manual paper tray(must bet50) 7 2 6 8 4 4 4 4 14 42 56 28 28 28 28 RAM(MB)included 7 4 2 2 6 6 0 4 28 14 14 42 42 0 28 Hard drive(GB)size 5 1 4 0 2 2 0 0 2.5 20 0 10 10 0 0.455 Warm-up time(minutes) 7 9 6 7 8 5 63 42 49 0 56 35 0 1 st copy(seconds) 7 5 5 7 6 6 4 6 35 35 49 42 42 28 42 0 0 0 0 0 0 0 Partial T-1 WAN 10 _ 0 0 0 0 0 0 0 10/100 Mb Ethernet LAN 10 0 0 0 0 0 0 0 —1-CP/IP(static addressing) 10 -- 0 0 0 0 0 0 0 1111.1111111111.111.11111r , _ 0 0 0 0 0 0 0 NT Server 4.O SP5 10 _ 0 _ 0 0 0 0 0 0 2000 Server SP2 10 0 0 0 0 0 0 0 2003 Server 10 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Local B&W Page 1 of 2 City of Ocoee Copier Vendor Selection Worksheet Windows 2000 Professional-restricted user 10 0 0 0 0 0 0 0 Compliance 0 0 0 0 0 0 0 MS SQL 10 0 0 0 0 0 0 0 Windows 2003 Server 10 0 0 0 0 0 0 - 0 Capacity Workstation Capacity-Memory 10 0 0 0 0 0 0 0 Workstation Capacity-Disk Space 10 0 0 0 0 0 0 0 Workstation Capacity-Processor 10 0 0 0 0 0 0 0 Server Capacity-Memory 0 0 0 0 0 0 0 0 Server Capacity-Disk Space 0 0 0 0 0 0 0 0 Server Capacity-Processor 0 0 0 0 0 0 0 0 Network Capacity-Bandwidth 0 0 0 0 0 0 0 0 Network Capacity-Connections 0 0 0 0 0 0 0 0 Phone System Capacity-Connection: 0 0 0 0 0 0 0 0 ,, 2,147 3,259 3,495 2,474 3,085 1,994 3,120 Setup and installation 10 $ 125.00 0% 0% 0% 0% 0% 0% 0% Discount off MSRP 10 0% 0% 0% 0% 0% 0% 0% Equipment Cost(/month) 10 $ 419.30 $ 133.50 $ 152.52 $ 126.49 $ 151.69 $ 85.86 $297.00 42% 64% 68% 48% 60% 39% 61% Monthly maintenance cost(/month) 10 $ 29 $ 25 $ 32 $ 26 Monthly consumables cost(/month) 10 $ 46 $ 18 $ 19 $ 31 $ 40 $ 29 $ - Recurring Costs Year 1 0 $ 5,707 $ 2,166 $ 2,353 $ 1,888 $ 2,296 $ 1,759 $ 3,874 Year 2 0 $ 5,582 $ 2,166 $ 2,353 $ 1,888 $ 2,296 $ 1,759 $ 3,874 Year 3 0 $ 5,582 $ 2,166 $ 2,353 $ 1,888 $ 2,296 $ 1,759 $ 3,874 Year4 0 $ - $ 2,166 $ 2,353 $ 1,888 $ 2,296 $ 1,759 $ 3,874 Year 5 0 $ - $ 2,166 $ 2,353 $ 1,888 $ 2,296 $ 1,759 $ 3,874 Total Cost 0 $ 16,871 $ 10,830 $ 11,763 $ 9,442 $ 11,480 $ 8,797 $19,368 $ 16,871 $ 10,830 $ 11,763 $9,442 $ 11,480 $ 8,797 $19,368 3 5 2 4 1 $ 7.86 $ 3.32 $ 3.37 $ 3.82 $ 3.72 $ 4.41 $ 6.21 Usage Costs Pgs/mo B&W copy Pages(actual) 2,500 $ 0.011 $ 0.014 $ 0.006 $ 0.010 $ 0.012 $ 0.009 B&W print pages(estimate) 750 $ 0.011 $ 0.014 $ 0.006 $ 0.010 $ 0.012 $ 0.009 Color copy pages(estimate) 0 Color print pages(estimate) 0 Consumables Costs Toner-Black 0 0 Toner-Cyan Toner-Magenta Toner-Yellow Photo conductor-black 0 0 Photo conductor-color Developer-black 0 0 Developer-color Fuser 0 0 Fuser oil 0 0 Waste bottle 0 0 Paper feed roller 0 0 Staples 28 Local B&W Page 2 of 2 City of Ocoee Copier Vendor Selection Worksheet Product Selection Worksheet Cannon Imagistics Dex Lanier Zeno Toshiba Xerox Cannon Imagistics Dex Lanier Zeno Toshiba Xerox Selection Criteria Weight Image Runner 8500 DL850 Kyocera KM-8530 LD090 Savin 4090 e-Studio 900 WCP 90 Image Runner 8500 DL850 Kyocera KM-8530 LD090 Savin 4090 e-Studio 900 WCP 90 3,765 3, 18 3,550 4,008 3,902 3,430 3.29 850 850 850 900 900 900 900 Duplex(copy,print,&scan) 8 10 10 10 10 10 10 10 80 80 80 80 80 80 80 Sorter 8 10 10 10 10 10 10 10 80 80 80 80 80 80 80 Stapler capacity(must be?50 sheets) 9 100 50 50 100 100 100 50 900 _ 450 450 900 900 900 450 #of Paper tra s(must be z 3) 8 6 5 5 7 5 6 6 48 40 40 56 40 48 48 100 100 100 80 100 100 100 Heaviest Index paper(must be S 90 Ib. 8 110 110 110 110 90 90 100 880 880 880 880 720 720 800 80 100 100 100 80 100 80 30 40 40 20 40 20 40 600x600 dpi scanning 8 8 10 6 8 6 6 6 64 80 48 64 48 48 48 600x600 dpi printing 9 7 2 2 6 6 6 7 63 18 18 54 54 54 63 Document build 8 10 10 10 10 10 10 80 80 80 80 80 0 80 Reductions/enlargement from 25%-400% 8 8 10 8 8 10 10 64 80 64 64 80 0 80 Touchscreen controls 8 10 10 10 10 10 10 10 80 80 80 80 80 80 80 100 100 100 60 100 0 100 ADF for duplex copy&scan(550 sheets) 8 2 10 10 10 10 8 16 80 80 80 80 0 60 LAN manageable via one program 8 10 10 10 10 10 80 0 80 80 80 0 80 100 100 100 100 100 100 100 0 100 100 100 100 100 100 Quarterly maintenance plan 8 10 10 10 10 10 0 80 80 80 80 0 80 _:..-n, r iii II 0 .11 tOr :0 500 340 491 773 634 473 685 Hole punch(3 holes) 6 10 10 10 10 10 0 60 60 60 60 60 0 0 PCL6 emulation 7 10 0 10 10 10 10 0 70 0 70 70 70 70 Semi-annual maintenance plan 7 0 0 10 0 0 0 70 0 0 0 Windows 2000/2003 server queues 7 10 10 10 10 10 70 0 70 70 70 0 70 Active Directo su..ort 5 0 0 0 0 0 0 0 .. 0 0 70 70 70 70 70 Scanning to exchange e-mail 5 10 10 10 10 10 10 10 50 50 50 50 50 50 50 Scanning through Exchange to Internet 4 10 10 10 10 10 10 10 40 40 40 40 40 40 40 Scanning to Windows 2000/2003 share 6 10 10 10 10 10 60 0 60 60 60 0 60 Highest printing resolution(>_1200x1200 dpi) 7 7 0 0 6 6 6 7 49 0 0 42 42 42 49 SNMP Support 7 10 0 0 0 0 0 0 70 SNMP plug in for NMS 6 10 0 0 0 0 0 0 60 Web interface for configuring the device 5 10 0 0 0 0 0 0 50 Support of cover stock 6 0 0 0 0 0 0 0 Sheets in manual paper tray(must be>50) 7 2 6 10 10 2 14 42 0 70 0 70 14 RAM(MB)included 7 6 4 4 4 7 4 42 28 28 28 49 28 0 Hard drive(GB)size 5 1 2 2 8 4 8 5 10 10 40 20 40 0 Saddle stitch option available 4 10 10 10 10 10 10 40 40 40 40 40 0 40 Warm-up time(minutes) 7 2 2 2 2 _ 2 2 14 0 14 14 14 14 14 1st copy(seconds) 7 8 7 7 7 7 4 56 0 49 49 49 49 28 Compatibility-Network 0 0 0 0 0 0 0 Partial T-1 WAN 10 0 0 0 0 0 0 0 10/100 Mb Ethernet LAN 10 0 0 0 0 0 0 0 TCP/IP(static addressing) 10 0 0 0 0 0 0 0 Compatibility-Server 0 0 0 0 0 0 0 NT Server 4.0 SP5 10 0 0 0 0 0 0 0 2000 Server SP2 10 0 _ 0 0 0 0 0 0 2003 Server 10 0 0 0 0 0 0 Compatibilit -Client Windows 2000 Professional-restricted user 10 i r r I r a r Compliance 0 0 0 0 0 0 0 MS SQL 10 _ 0 0 0 0 0 0 0 Windows 2003 e 10 - 0 0 0 0 0 0 0 Capacity Workstation Capacity-Memory 10 0 0 0 0 0 0 0 Workstation Capacity-Disk Space 10 0 0 0 0 0 0 0 Building B&W Page 1 of 2 City of Ocoee Copier Vendor Selection Worksheet Workstation Capacity-Processor 10 0 0 0 0 0 0 0 Server Capacity-Memory 0 0 0 0 0 0 0 0 Server Capacity-Disk Space 0 0 0 0 0 0 0 0 Server Capacity-Processor 0 0 _ 0 0 0 0 0 0 Network Capacity-Bandwidth 0 0 0 0 0 0 0 0 Network Capacity-Connections 0 0 0 0 0 0 0 0 I • one ystem apacity- onnections -' 0 0 0 0 0 0 0 Pricing 4,265 3,858 4,041 4,781 4,536 3,903 4,214 Setup and installation 10 $ 465.00 0% 0% 0% 0% 0% 0% 0% Discount off MSRP 10 0% 0% 0% 0% 0% 0% 0% '^' Equipment Cost 10 $ 832.96 $ 616 $ 498 $ 494 $ 611 $ 564 $ 598 83% 75% 79% 93% 89% 76% 82% , - Monthly maintenance cost(/month) 10 $ 190 $ 250 $ - $ 171 $ 277 Monthly consumables cost(/month) 10 $ 141 $ 42 $ 201 $ 209 $ 182 $ - Recurring Costs Year 1 0 $ 12,148 $ 10,166 $ 11,398 $ 8,434 $ 9,515 $ 8,820 $ 10,494 Year 2 0 $ 11,683 $ 10,166 $ 11,398 $ 8,434 $ 9,515 $ 8,820 $ 10,494 Year 3 0 $ 11,683 $ 10,166 $ 11,398 $ 8,434 $ 9,515 $ 8,820 $ 10,494 Year4 0 $ 11,683 $ 10,166 $ 11,398 $ 8,434 $ 9,515 $ 8,820 $ 10,494 Year 5 0 $ 11,683 $ 10,166 $ 11,398 $ 8,434 $ 9,515 $ 8,820 $ 10,494 Total Cost 0 $ 58,879 $ 50,830 $ 56,990 $ 42,168 $ 47,574 $ 44,102 $ 52,470 $ 58,879 $ 50,830 $ 56,990 $42,168 $ 47,574 $ 44,102 $ 52,470 $ 13.81 $ 13.18 $ 14.10 $ 8.82 $ 10.49 $ 11.30 $ 12 45 Usage Costs Pgs/mo B&W copy Pages(actual) 35,000 $ 0.004 $ 0.005 $ 0.005 $ 0.006 $ 0.005 $ 0.004 B&W print pages(estimate) 3,000 $ 0.004 $ 0.005 $ 0.005 $ 0.006 $ 0.005 $ 0.004 Color copy pages(estimate) Color print pages(estimate) Consumables Costs Toner-Black 0 Toner-Cyan Toner-Magenta Toner-Yellow Photo conductor-black 0 Photo conductor-color Developer-black 0 Developer-color Fuser 0 Fuser oil 0 Waste bottle 0 Paper feed roller 0 Staples 39 Building B&W Page 2 of 2