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Home My WebLink About4.3 Authorize Purchase of Copy Machine 366 -2-0 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 22, 1985 SUBJECT Authorization to Purchase Copy Machine EXHIBITS ATTACHED Brochure Outlining Features of Royal 5003 Copier; Cost Proposal Presented by Royal Business Machines dated July 10 , 1985 ; Proposal presented by OMI dated July 16 , 1985 RECOMMENDATION Authorize a waiver of the formal bidding procedures and direct Staff to purchase one Royal 5003 ZMR to be installed at City Offices FINANCIAL STATEMENT: Base Cost of Machine $10,600 Large Document Feeder 375 Key Counter Receptacle 66 Sales Tax 718 Installation 225 1-Year Maintenance Agreement 3 , 284 Total 15 , 2 Sufficient funds are budgeted in the 1985-86 Capital Improvement Program for the purchase of the machine . The cost of maintenance is budgeted in the depart- mental accounts . DESCRIPTION Section 5 (f) of Ordinance No . 16-83 , establishing procedures for the purchase of goods and services allows for a waiver of the formal bidding procedures when a purchase involves goods of a technical nature . Staff has reviewed products on the market in relation to the City ' s current needs . The Recreation Department has been required to bring items to City Offices to copy them. This is both inefficient and can result in delays in processing documents . Also , at times Staff has found it necessary to secure an alternate machine when repairs are required. Therefore , it is proposed to relocate the existing machine to the Recreation Office and install a new machine in City Offices . The review of products on the market indicated- that a wide variety of the City' s copying needs could be met at a favorable price by the Royal 5003ZMR. Preparation of the agenda requires multiple sized pages and both colored and white paper. The Royal product has the capability of having three different types of paper ready for use . The selection of the paper size can be done automatically or manually with the press of a button. Other machines require reloading of the paper when more than two types are used. The Royal 5003 also is capable of producing copies on 17" x 22" paper. This feature will /'enhance the production of size for size documents in the Engineering and Planning Departments . Other features include the ability to print on both sides , a copy speed of 50 copies per minutes , the ability to reduce documents and enlarge documents and automatic exposure control . Some of the other machines are able to produce copies at a faster rate , however, the Royal provides the greatest number of features which are directly related to the City ' s needs . In" September of 1982 , the City purchased a Royal 145R at a cost of $11 ,682 . The newer model has a substantial number of additional features . The current machine has approximately 875 ,000 copies. Overall , the machine has been reliable . Staff has contacted the manufacturer directly and they have presented prices based on the government pricing schedule . An independent dealer, OMI , has also presented a proposal . The cost of the machine and a 1-year service agreement is approximately $435 less when purchased from the manufacturer. ---------------------------------------------------------------------------- COPIES TO : ITEM NO . �3 AGENDA STATEMENT : Authorization to Purchase Copy Machine Page 2 A comparison of the proposals is as follows : ROYAL OMI Cost of Machine with Large Document Feeder/Counter Receptacle/ Large Capacity Tray/20 Bin Sorter $11 , 041 $10, 810 Installation 225 350 One Year Service Agreement 3 , 284 3 ,840 Sales Tax 718 703 Total $15 , 2 15 ,703 Royal Business Machines has been providing preventative maintenance and repair on the existing model 145R. The response time has been reasonable and during 1984-85 , the cost per copy was approximately 2 cents . This included maintenance charges , supplies , paper and the replacement of the drum. Given the reliability of our existing Royal copier and the cost effectiveness , Staff is recommending the purchase of a Royal 5003 from the manufacturer. This will assure continuity in having both machines serviced by the same company. The City ' s purchasing ordinance requires formal bidding on purchases of more than $5 , 000. However, an exemption is allowed for technical purchases , when approved by the City Council . The review of available copiers indicated that the production of large size copies is not a common feature . Also , the ability to do both enlargements and reductions is not a standard item on machines in the price range of the Royal 5003 . Staff recommends that the City Council waive the formal bidding procedure as most other vendors would not be capable of meeting specifications containing features which are useful to City operations and authorize the Staff to purchase the machine from Royal . i Item 4.3 Exhibit Missing Brochure Outlining Features of Royal 5003 Copier ROYAL BUSINESS MACHINES,INC. 8390 Capwell Drive,Oakland,California 94621 415 562-8120 SU8SI01ARY0F TAIU Anite July 10, 1985 City Of Dublin 6500 Dublin Blvd. Dublin, Ca. 94568 Attention: Paul Rankins Dear Paul : Per your request, the cost of the Royal 5003 ZMR copier with a 20 bin sorter, automatic duplexing unit, and large capacity tray is $10, 600 . 00 . The cost of the large document feeder is $375 . 00 . Installation is $225 . 00 . If you have any questions or find any discrepancies, please feel free to call me. SrrkH ' y; �— e nt Sales Representative P.S . You can use the blue key counter on the 5003 ZMR. Additional keys are $26 . 25 , and the receptacle is $65 . 60 . CITY OF DUBLIN Royal 5003 Copier - Includes fully automatic document feeder, automatic duplexing unit , large capacity tray, large document handler, 20-bin sorter & receptacle unit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $10, 810.00 + tax Maintenance Agreement $3 ,645.00/yr. - Includes 360,000 copies - Excess $ .0108/copy Auto Duplexing Unit - $40.00/yr. Sorter - $155.00/yr. Includes drums , rollers , parts & labor for one-year Supplies Toner. . . . . . . . . . . . . . . . . . . . . . . . $ 18. 25 (Yield approximately 7, 500 copies) Developer. . . . . . . . . . . . . . . . . . . . $110.00 (Yield approximately 60,000 copies) Example based on 30,000 copies per month First 5 Yrs . After 5 Yrs . Amortization $191 .88 $ -0- Maintenance $320.00 $320.00 Supplies $127 .90 $127 .90 $639. 78 $447 .90 $639.78 y 30,000 = $ .021/copy $447.90 t 30 , 000 = $ .014/copy Setup & Customer Training : $350.00 Warranty: 90 days parts and labor Effective Date : July 16, 1985