HomeMy WebLinkAboutRESOLUTION 1985-08r
-~er~,
~\ .-~,
Suggested by: Administration
CITY OF KENAI
RESOLUTION N0. SS-08
---'---
A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA,
AWARDING A CONTRACT IO IBM CORPORATION FOR THE PURCHASE OF A
COPIER/DUPLICATOR.
WHEREAS, the City of Kenai solicited bids for a copier/
duplicator, and the bids were opened on January 10, 1935, with
the following results:
Bidder Machine(s) Cost
Xerox 8200 $27,535
Mat-Su Photocopy Sharp 901 (2) 15,560
IBM 60 26,960
WHEREAS, the City considers the bid from Mat-Su Photocopy to be
non-responsive in that their bid was for two smaller machines,
and the bid documents specified that one machine was desired, and
WHEREAS, although the Xerox bid includes one year of free
maintenance at a value of approximately $6,000, their machine
does not meet specifications regarding duplexing capabilities,
and the physical size of the machine will require major
modifications to the reproduction room, and
WHEREAS, the IBM machine c~eets the bid specifications in all
respects, and
WHEREAS, maintenance costs for the IBM and the Xerox are similar.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
KENAI, ALASKA, that a contract be awarded to IBM Corporation for
the purchase of a copier/duplicator at a cost of $26,960.00, and
that the City enter into a maintenance agreement with IBM per
their bid.
PASSED BY THE COUNCIL OF THE CI1Y OF KENAI, ALASKA, this 6th day
o f February, 19 8 5. A ,
OM WAGONER; MAY
ATTEST:
~ t elan, Ci y Clerk
Approved by Finance: ~°4Q
~~
_ ~_
_; .,
~,.
!'
I
.~
CITY OF KENA~
• ~ 210 PIDAI.00 KENAt. ALASKA X811
- -- TELEPHONE283 - 7535
MEMO T0: Renai City Council
2 . .
' %j
M - _~ -
i.__.
FROM: Charles A. Brown, Finance Director
DATE: January 23, 1985
SUBJECT: Resolution 85-08, Copier Bids
As stated in Resolution No. 85-08, we received three bids on copiers. One bid
was deemed to be non-responsive in that two machines, rather than one, were bid.
Consideration is between Xerox and IBM.
ISM
XEROX Series III
8200 Model 60
Sittnificant ltesulta of Nritten Bids
Price:
The Xerox does not have a
collator. The IBM has a
20-bin collator (40-bin would
be su additional $1,360).
Maintenance Cost:
Xerox bid one year of free
maintenance. Otherwise:
Cost per awnth
Copies k1,201 and up/mo.
Copies 1-100,000/mo.
Copies lOt1,001 and up/mo.
Supplies Cost
Based on.my calculations of costa,
ae represented in the bids, the
per copy supplies cost is:
Power Requirements:
Xerox did not respond
Size:
Duplexing:
Bid specs say that machine must be
able to hold letter and legal sire
paper simultaneously while duplexing.
Can it2
$27,535.00 $26,960.00
$501.50
$.0094
$226.25
$.008
$.019
5.0016338 $.001
- 220V
78x58x48.5 67x29.5x47.5
No Yes
i
I
1
~,
J
~~_
~ ~
Resnlta of Demonstrations
Duplexing:
Both machines have a stack feeder, but the IBM also has a single sheet
document feeder. To convert single-sided originals to duplexed
copies, the Xerox requires that you (1) reverse the order of the
originals, (2) run the originals through the machine, (3) unload legal
paper from the machine, (4) place copies in the legal (or alternate)
tray, (5) reverse the order of the originals again, and (6) run the
originals through the machine again.
To do this same thing on the ISM involves running the originals
through one time. No reversal of the order of the originals is
required. It's fully automatic.
When converting 2-sided originals to duplexed copies, both systems
require reloading of the copies and running *_he originals through
twice. However, the Xerox requires that you empty the legal
(alternate) paper tray first; the IBM does not require this.
I have enclosed a checklist that was used during the demonstrations
for your review.
Collation:
The Xerox collates in a single exit bin by placement of the seta in a
staggered fashion. However, the exit bin will only hold 350 sheets
(of 20 lb, stock). So, if we were collating a 40-page document, it
would only hold 8 sets.
The IBM has a 20-bin or 40-bin collator. The City is considering
the 20-bin collator. Each bin will hold 100 sheets. A separate
feature allows you to collate more than 20 sets - the machine inserts
a Legal sheet of paper between the sets in each bin. Therefore, in
the 20-bin collator, you could collate 40 seta of a 40-page document
(two sets would go in each bin). This would require running the
originals through twice (but, using the stack feeder, this simply
means placing the originals in the feeder tray twice).
Oper$ting Costs:
For analysis purposes, let's assume that the City makes 40,000 copies
per aonth (this is close to current usage):
XEROX IBM
Maintenance:
Monthly charge $501.50 $226.25
Use charge - 320.00
Total Maintenance 501.50 546.25
Supplies:
40,000 x .0016338 65.35 -
40,000 x .001 - 40.00
Grand Total (excl. paper) 566.85 586.25
The operating cost difference is immaterial. In fact, if we assume the
monthly usage is 60}000 copies, the total cost of the IBM becomes $10/mo. less
than the Xerox.
Other Considerations:
1 The City will have to relocate the blueprint cabinet if we buy the
Xerox. In addition, about 4 feet of the counter will have to be
cut out. The IBM will fit as is.
2) The IBM will feed computer-size paper automatically. The Rerox
will not; we would have to place the computer paper one sheet at a
time on the glass. This will be very inefficient when copying a
large document, such as the monthly financial report that the
Council receives.
3) The IBM has an interrupt feature which allows you to stop a large
run to let another employee take, let's say, a single copy; then
the large run picks up where it left off. The Rerox will not do
this.
4) The IBM produces a single copy (the first copy) in 4.5 seconds.
The Xerox takes 11 seconds to produce 1 copy.
Conclusions:
1~ Based upon the bid prices (considering the 20-bin collator for the IBM),
and after deducting $b,018 from the Rerox price for one year of free
maintenance, the Xerox is $21,517. The IBM is $2b,9b0. The Xerox is
$5,443 less expensive.
2) Operating costa are virtually the same.
3) The Xerox does not meet the specifications, or the City's needs, with
regard to method of duplexing documents.
4) The City does not have apace in Citq Hall to relocate the blueprint
machine. Also, we do not have excess counter apace in the reproduction
room.
S) The IBM appears to be simpler to use, faster, smaller, and
technologically advanced over the Xerox.
Feco~endatioa:
Award the bid to IBM.
To respond to the Xerox representative's questions at the January 16, 1985
Council meeting:
1) IBM price - $26,960 or $28,576? The higher figure includes the 40-bin
collator, rather than the 20-bin, and a copy control (counter). The
City does not desire these accessories.
2) Duplexing? Hopefully, the duplexing features of both machines are
explained above, plus in tt-e attached checklist of the demonstrations.
3) Demonstration? The representative was correct. The IBM Model 60 that
was demonstrated did not have a stack feeder. Since then, two City
employees went to Anchorage to view a Model 60 with the stack feeder.
We did not feel that tills was n2ceassry, but it was the only way to
answer the question that he posed to Council.
4) Modifications to reproduction room? We believe that the Xezox will
require the modifications, se stated above.
5) If we buy IBM, will we require that they set up and demonstrate? Yes.
t
DSKONSTFJITIONB OF COPIERS - JANUARY 22 6 23, 1985
XSROB
~:
1)
Can it duplex with the stack feeder?
Yes
2) Can it duplex with the stack feeder,
using multiple 2-sided originals,
' without running the copies through twice? No
2) a) Do you have to reverse the order
of the originals to duplex 2-sided
---. originals using the stack feeder? No
3) Can it duplex with the stack feeder,
~._-: using multiple 1-sided originals,
without running the copies through
twice? No
~,
-
3) a) Do you have to reverse the
order of the originals to
duplex 1-sided originals using
the stack feeder? Yes
;'F' 4) Caa it duplex 1 2-sided original without
running the copy through twice? No
`.
~ S) Can it duplex with both letter and legal
=',° paper in holding trays at the same time? No
6) Will it collate 40 sets? Yes
. ' 6) a) In one pass of the originals? Yes
7) Is it capable of collating 40 sets of
' S0 each (2,000 sheets)? Yes
7) a) Without emptying the exit tray
''
~~ or bins? No
`°'' 8) Will the machine (IBM with 20 bin) fit
'` ~; ~ through a 34" doorway? Yea
IB?i
Yes
No
No
Yes
No
Yea
Yes
Yes
No
Yes
Yes
Yes