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Home My WebLink AboutResolution No. 2011-43cayaf KENAI. SKIT Suggested by: Administration CITY OF KENAI RESOLUTION NO. 2011 -43 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AUTHORIZING THE PURCHASE OF MULTI - FUNCTION COPIER FROM KONICA MINOLTA BUSINESS SOLUTIONS. WHEREAS, the Kenai Peninsula Borough recently completed a request for proposal for the purchase of multi - function copiers with the following result: FIRM TOTAL SCORE Konica Minolta Business Solutions 280 HiSseed Gear 252 Arctic Office Products 222 OfficeTECH of Alaska 217 Oce' North America 215 IKON Office Solutions 198 ; and, WHEREAS, KMC 7.15.050 (f) permits the purchase utilizing the contract resulting from the Borough's process; and, WHEREAS, application of KMC 7.15.045 Local Preferences, did not alter the results of the Borough's process as each of the two highest ranking firms have business locations in the City of Kenai; and, vvnanhno, purchase of a new multi-function copier is estimated to result In a.IVC year savings of S9,100 to the City. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, the Council authorizes the City Manager to award a contract to purchase a multi - function copier from Konica Minolta Business Solutions. Resolution No. 2011 -43 Page 2 of 2 PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this first day of June, 2011. ATTEST: Carol L. Freas, City Clerk Approved by Finance :tit PAT PORTER, MAYOR (Contingent upon passage of Resolution 2011 -42) KENAI PENINSULA BOROUGH 144 North Binkley Street • Soldotna, Alaska 99669 -7520 Toll -free within the Borough: 1- 800 -478 -4441, Ext. 2260 www.boroug h.kenai.ak. us DAVID R. CAREY BOROUGH MAYOR MEMORANDUM TO: David R. Carey, Mayor FROM: Mark Fowler, Purchasing & Contracting Officer DATE: May 3, 2011 SUBJECT; Authorization to Award Contract for the Purchase of Multi- Function Copiers The Purchasing and Contracting Office formally solicited and received proposals for the purchase of multi - function copiers for all departments /services areas. Proposal packets were released on March 3, 201 1 and the Request for Proposal was advertised in the Peninsula Clarion on March 3, 2011. On the due date of March 22, 2011 six (6) proposals were received and ranked by a review committee as follows: FIRM TOTAL SCORE Konica Minolta Business Solutions 280 HiSpecd Gear 252 Arctic Office Products 222 OfficeTECH of Alaska 217 Oce' North America 215 LKON Office Solutions 198 The highest ranking proposal was submitted by Konica Minolta Business Solutions. The proposal review committee recommends award of a contract to Konica Minolta Business Solutions. Your approval for this award is hereby requested. Funding for these purchases will be made on a department/service area basis based on need and available funds. 1.9„,-1 A n 3 7%Zti..s Z011 David R. Carey, Mayor Date Q Multi Function Copiers • All Digital Copiers shall have network printer capability using Ethernet 10 /100 /1000Base -TX, TCP /IP and IPX /SPX Protocol. • All equipment/software shall be compatible with networking protocol TCP /IP and be capable of operating from Windows Server 2000, 2003, Windows 95, Windows 98, Windows 2000 Windows XP and Windows Vista. • All equipment shall support SNMP for device identification and for collection of print statistics. • Bidder shall provide Network support for networked digital output devices and LAN interface upgrades, including hardware and software. • Bidder shall provide toll -free customer service phone support from 8:00 AM (AKST) to 5:00 PM (AKST) Monday through Friday (except for Borough holidays). • Bidder shall provide an after -hours contact number for Customers for emergency orders after standard customer service operating hours. Bidder shall designate a Copier Program Manager (CPM) who will be authorized to make decisions on behalf of the Bidder to ensure that the contract implementation and day -to -day operation is as specified. • The CPM will be the first contact for the Customer regarding all copier related issues. • The CPM will obtain meter readings, with the designated Borough representative in each department/division and therefore be responsible for the accuracy and verification of the readings. • Bidder will provide a system for each Customer to order all consumable supplies for delivery directly to their office within 48 hours. Bidder shall provide a toll -free telephone number for this purpose. The toll free number shall be prominently displayed on each copier. Delivery, Installation and Setup • As part of the bid price, Bidder shall be required to deliver, install and set up equipment in accordance with the purchase order, which shall include all standard and Borough selected optional accessories /equipment. • Bidder shall be responsible for scheduling delivery with the Department • In some instances, the set up shall require coordination with the Borough's MIS Division to complete the network connection and fax set up. All charges for network integration /support connectivity must be included in the bid price. • Equipment shall be delivered with a minimum of thirty (30) days consumable supplies • Training shall be provided to Customer staff on the day of delivery and installation of each copier, at no additional cost to the Borough. Repair and Preventative Maintenance: • A minimum of a four (4) hour response time on service calls shall be required, after a call is placed during normal business hours of 8:00 AM to 5:00 PM, Monday through Friday. Response time is defined as the time between the initial service request and the time that technicians actually respond to the service request either via phone or in person. • Preventative maintenance shall be based upon the specific needs of the copier as determined by the Bidder. • Bidder(s) shall have available, and operational, a meter credit arrangement, to allow for machine malfunction and to compensate for extra meter clicks when service technicians make test copies in servicing or repairing the machine. This provision is not intended to cover defects in copy quality, which are the result of operator errors (incorrect paper selection, operation of machine with insufficient toner, etc.) • Loaner equipment of equal performance capabilities may be required if a machine is Inoperable for more than 36 hours from placement of the service call. • Bidder(s) shall be required to remove and /or replace machines, at the Bidders expense, which in the opinion of the Customer fail to operate at an acceptable level. • Unacceptable operating service is defined as poor copy quality, excessive jamming, excessive maintenance /service calls, etc. • At the Borough's request bidder(s) shall provide log book that accompanies the machine(s) and shall be required to sign off in the book, the date, what the problem was, how it was fixed and who worked on the machine. Information such as service call, service date, nature of the problem, number of copies and parts replaced are to be included. The successful bidder will commit to a cost per copy price for equipment maintenance for five (5) years. The bid price of the maintenance portion of the contract will be annually adjusted to account for inflation. The bid price will be adjusted July 1 each fiscal year by the percentage change in the inflation of the previous year based upon the U.S. Department of Labor statistics for Anchorage, Alaska. This adjustment will be made by September 1st of each year commencing in 2012. • Maintenance agreements will be on a cost per copy basis to be calculated at the end of each month and billed accordingly. Supplies • Original equipment manufacturer consumable supplies such as, but not limited to, toner, developer, fuser oil and staples shall be included in the monthly service cost. The only exclusion to consumable supplies furnished by the Bidder is paper, which shall be the responsibility of the Borough. • Bidder(s) shall provide and maintain adequate levels of all copier supplies to be stored at each site. Black and White 21+ Pages Per Minute — Konica Minolta bizhub 223 Max Paper Size: Variable Zoom: Automatic Duplex: Document Feeder: Minimum Paper Capacity: Standard Memory: Multiple User Code Capacity Base Equipment Cost: $3,105.00 Cost per Copy: $0.0061 11" x 17" R/E from 25% to 200% (1:2, 2:2, 2:1) Minimum 50 pages 750 sheets (dual cassette tray /drawer paper supply 1 GB RAM Additional Options Fax Module Collate: Minimum of 10 Sets Offset Stapling /Finisher: Up to 50 Sheets $559.00 included $624.00 41+ Pages Per Minute — Max Paper Size: Variable Zoom: Automatic Duplex: Automatic Paper Select Document Feeder: Minimum Paper Capacity: Konica Minolta bizhub 423 11" x 17" R/E from 25% to 200% (1:2, 2:2, 2:1) Standard Memory: Multiple User Code Capacity Base Equipment Cost: Cost per Copy: Additional Options Fax Module Collate: Offset Stapling /Finisher: Minimum 50 pages 2,500 sheets (minimum three separate cassette tray /drawer paper supply) 1 GB RAM — 60GB HD $4,134.00 $0.0061 Minimum of 10 Sets Up to 50 Sheets $559.00 included $810.00 71+ Pages Per Minute — Konica Minolta bizhub 751 Max Paper Size: Variable Zoom: Automatic Duplex: Automatic Paper Select Document Feeder: Minimum Paper Capacity: Standard Memory: Multiple User Code Capacity Base Equipment Cost: Cost per Copy: Additional Options Fax Module Collate: Offset Stapling /Finisher: 11" x 11 7" R/E from 25% to 200% (1:2, 2:2, 2:1) Minimum 100 pages 7,500 sheets (minimum four separate cassette tray /drawer plus 4,000 sheet LCT) 1 GB RAM — 60 GB HD $9,959.00 $0.0062 Minimum of 20 Sets Up to 50 Sheets $604.00 included $1,682.00 Full Color 31+ Pages per Minute — Konica Minolta bizhub C35 Max Paper Size: 8'/" x 14" Variable Zoom: R/E from 25% to 200% Automatic Duplex: (1:2, 2:2, 2:1) Automatic Paper Select Document Feeder: Minimum Paper Capacity: Standard Memory: Multiple User Code Capacity Base Equipment Cost: $1,904.00 Cost per Copy: Minimum 50 pages 750 sheets (minimum dual cassette tray /drawer paper supply) 1 GB RAM — 60 GB HD Additional Options Fax Module Collate: Offset Stapling /Finisher: $0.0062 black & white /$0.045 color Minimum of 20 Sets Up to 50 Sheets included not available not available 41+ Pages per Minute — Konica Minolta bizhub C452 Max Paper Size: 8'/2" x 14" Variable Zoom: R/E from 25% to 200% Automatic Duplex: (1:2, 2:2, 2:1) Automatic Paper Select Document Feeder: Minimum Paper Capacity: Standard Memory: Multiple User Code Capacity Base Equipment Cost: $8,260.00 Cost per Copy: Minimum 100 pages 3,500 sheets (minimum three cassette tray /drawer paper supply) 2 GB RAM — 80 GB HD Additional Options Fax Module Collate: Offset Stapling /Finisher: $0.0061 black & white /$0.045 color Minimum of 20 Sets Up to 50 Sheets $604.00 included $810.00 61+ Pages per Minute — Konica Max Paper Size: Variable Zoom: Automatic Duplex: Automatic Paper Select Document Feeder: Minimum Paper Capacity: Standard Memory: Multiple User Code Capacity Base Equipment Cost: Cost per Copy: Additional Options Fax Module Collate: Offset Stapling /Finisher: Minolta bizhub C652 11 "x17" R/E from 25% to 200% (1:2, 2:2, 2:1) Minimum 100 pages 3,500 sheets (minimum three cassette tray /drawer paper supply) 2GB RAM —80 GB HD $10,629.00 $0.0061 black & white /$0.045 color $604.00 Minimum of 20 Sets Up to 50 Sheets $810.00