HomeMy WebLinkAboutItem VDecember 11, 2000
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STAFF REPORT
TO: Mayor Campbell and Members of the City Council
Thru: Donald F. McIntyre, Interim City Manager
From: Pamela Arends-King, Director of Administrative Services/Treasurer
SUBJECT: APPROVE PERSONNEL SERVICES CONTRACT WITH
RICOH BUSINESS SYSTEMS
REQUEST:
Staff requests City Council approve a 'cc contract with Ricoh Business Systems
for informational technology support, digital imaging printers/copiers, and document production
support, authorizing the City Manager to sign the contract pending review by legal counsel.
BACKGROUND:
Currently the City produces documents using laser printers, DeskJet printers, dot matrix printers;
makes copies of documents using two analog copiers, a Canon 3050 and a Kodak 235 plus staff
regularly sends documents to outside printing sources for professional mass production. The
cost of producing documents has increased due to expenses involving the maintenance of two
analog copiers that have outlived their useful lives and the replacement of printers with an
�+ average life of two years. Another cost is the purchase of printer cartridges and the number of
labor hours it takes to produce copies. A good example of an inefficient use of labor hours is
the preparation of the Council Meeting Agenda packages. Currently the employee who puts the
agenda packet together must spend hours monitoring the documents copied with the Kodak 235.
Because of the increase in cost to produce documents and the labor involved, staff researched
different possibilities to resolve the issue such as buying and or leasing new copiers. After the
research was complete we decided digital imaging produced the best quality document and was
the most cost effective in terms of labor. We also realized the average print shop could not
produce professional looking documents cost effectively because they usually had to send the
documents out to manufacturers that had the right equipment to produce the documents.
Looking at these variables and taking into consideration that digital imaging also required file
server/informational technology expertise, we decided to use a company that had the right
equipment but also had the informational technological expertise and the expertise of producing
documentation without sending it out to be produced.
Agenda Item !�
StajffReport
Approve Personnel Services Contract with Ricoh Business Systems
December ll, 2000
After careful deliberation we determined Ricoh Business Systems suited the City's needs. Not
only is Ricoh Business Systems a company known throughout the world it manufacturers digital
imaging equipment that is considered the best in today's market. The Company also has a large
informational technology staff that will provide the expertise we need to work with our current
file server infrastructure. Also all documents the City usually sent out to printing companies can
be sent to Ricoh through the network system to be professionally produced at half the cost.
Ricoh Business Systems will be providing three digital imaging printer/copiers. All machines
will be printers on our network system therefore the employee can produce the documents at
their computer with as many copies they need. The documents can be printed at different page
sizes, stapled and or collated without the employee leaving his or her desk. The machines will
print from 22 pages a minute to 85 pages a minute and the machines will also have scanning
capabilities.
FISCAL IMPACT:
There will not be any negative fiscal impact. Ricoh Business Systems monthly fee will be
$2,180. The cost of producing documents that would normally be sent out to a printing company
will run approximately half the normal cost, therefore when the Recreation Department produces
the recreation booklets it will cost around $2,500 to produce instead of what is paid now of
approximately $5,000.
Staff analyzed the monthly costs for producing documents with the current equipment and
determined that just maintaining the Canon 3040 and the Kodak with service cost, supplies and
copy charges runs the City on average $2,130 per month and the average cost to maintain eight
computer printers is $800.15. Also staff time will be used more cost effectively because
employees will not have to spend so much valuable time in font of the analog copy machines
monitoring the copies. Because the cost of maintaining the two analog copy machines and the
expenses involved in maintaining the other city printers averages $2,900.15, the monthly fee for
professional services from the Ricoh Business Systems of $2,180 will provide an average
monthly cost savings to the City of $720.
Slnf%Repart
Approve personnel Services Com .a wish Ricoh Business S vsl
December 11, 2000
RECOMMENDATION:
City Council to approve the professional services contract with Ricoh Business Systems, and
authorize the City Manager to sign the contract pending review by legal counsel.
Pamela Arends-King
Director of Administrative Services/Treasurer 0"�
Donald F. McIntyre
Interim City Manager
' CATION
P.)
I am a citizen of the United States
and a resident of the county afore-
said; I am over the age of eighteen
years, and not a party to or inter-
ested in the above -entitled matter.
I am the principal clerk of the printer
of the SEAL BEACH SUN,a
newspaper of general circulation,
printed and published weekly in the
City of Seal Beach, County of
Orange and which newspaper has
been adjudged a newspaper of
general circulation by the Superior
Court of the County of Orange, State
of California, under the date of
2/24/75. Case Number A82583; that
the notice of which the annexed is a
printed copy (set in type not smaller
than nonpareil), has been published
in each regular and entire issue of
said newspaper and not in any
supplement thereof on the following
dates, to -wit:
/7/00
all in the year 2000.
I certify (or declare) under penalty of
perjury that the foregoing is true and
correct.
Dated at Seal Beach, CA,
this_Z:Z_day of 2000.
Sign re
PUBLICATION PRO 3ESSED BY:
THE SUN NEWSPAPERS
216 Main Street
Seal Beach, CA 90740
(562) 430-7555 a (949) 759-7726
This space is for the County
Clerk's Filing Stamp
Proof of Publication of
,,is. loading Bid.
The City 1 seal Beach, ill receive
sealed Lies umll 'e00AM me-
ai .yat eBpee penes and read
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following9Baeh(:s,ha la, seen.
gequipment
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THREE (3) DIGITAL
COPYSVSTEMS
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city Of Sear Beach
211 Eghth Barrel
Seal Beach, CA 9700
Spe,ricallons, bid Wan" and banner
War nnington CarMalyd,m �e
1211 Blh Street Seal Beacn, CA
9740, 561A31-2527, eM 301.
published In the Seal Beach Sun
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NOTICE INVITING BEDS
The City of Seal Beach, will receive sealed bids until 10:00 A.M. Thursday, August 31, 2000 at
which time they will be publicly opened and read at the office of the City Clerk in the City
Administration Building, 211 81h Street, Seal Beach, California, for the following equipment:
Three (3) digital copy systems
Bids must be submitted on the form supplied by the City in accordance with all provisions
of the specifications. Bids should be mailed or delivered to:'
City Clerk
City of Seal Beach
211 8'" Street
Seal Beach, CA 90740
Specifications, bid blanks and further information may be obtained from Ginger
Bennington, City Manager's Office at 211 8th Street, Seal Beach, CA 90740, 562/431-2527, x
301.
Date Printed 08/24/00
General: Dieital Copier Systems
The City of Seal Beach is requesting bids for leasing three digital imaging machines that allow
for: 1) 85 page per minute digital copying, printing and document storage system; 2) 35 page per
minute multifunctional digital printing, copying and network scanning system; and 3) 22 page
per minute multifunctional digital printing, copying and network scanning system.
Bidders shall furnish complete information on equipment they propose to furnish. Only new
models in current production, which are cataloged by the manufacturer and for which
manufacturer's published literature and printed specifications are currently available, will be
considered. Bidders shall furnish complete information on all components and installation of all
components of this equipment shall be subject to inspection and approval of the Director of
Administrative Services,
ITEM 1
MINIMUM SPECIFICATIONS PER COF SEAL BEACH - 85 page per
minute system - must be a segment 5 digital copier/printer/document storage
system in one (for space reasons)
City Specifications
Bidder's Specifications (Must be
fully completed)
Copy Resolution: 600 dpi
minimum/scanner resolution 600 x
1200 enhancement
Document Feeder: Minimum 100
Sheet paper capacity minimum with
unlimited feed capabilities
Document Feeder Scan
Capability: Scan original once and
print many; scan at 72 originals /
minute minimum
Document Feeder - Must have:
Auto -stamping capability; mixed
size originals capability; unlimited
batch feeding capability; ability to
feed 5 1/2" x 8 1/2" up to 11"x17"
Paper Capacity - Must be 7500
sheet minimum with 6 different
paper drawers able to feed 90#
index stock
Date Printed 08/24/00
Duplexing Capability: able to
duplex 90# index stock; unlimited
duplexing copying and printing
capability - no stack trays
Tandem Copying - Must have
ability to do tandem copying when
requested.
Tab Printing - Must have ability to
print on tabs and insert tabs in a
document automatically.
Must have ability to print on
9"x11" cover stock
Finishing Capacity - 3,000 sheets
minimum with ability to
proportionally staple a minimum of
100 sheets
Reduction/Enlargement - from
25% to 400%
Must have minimum Dual 4.3 GB
hardrives for high volume
printing, copying and storage of
documents and files on the system
- must have ability to store up to
5,000 pages minimum ons stem.
System must have additional
rewritable CD ROM capability
for saving files to DC and
downloading files from CD, thus
saving paper for City.
System must have document
server and editor for rile merging
and document creation flexibility.
System must support both PCL
and Postscript printing languages
Date Printed 08/24/00
ITEM 2
Digital Copy System - 35 pages per minute must be a segment 3 digital
multifunctional printing/copying and network scanning system in one
City Specifications Bidder's Specifications
Copy Resolution - 600 dpi
minimum
Paper Capacity - 50 sheet
minimum in document feeder with
unlimited feed capabilities
Document Feeder - Must have
ability to scan once and print many;
scan @ 30 originals per minute with
600 x 600 dpi
Document Feeder - Must have
image rotation capability; and
ability to feed 5 1/2" x 8 1/2" up to
11"xiT' paper.
Paper Capacity - 2000 Sheet
minimum with 4 different paper
drawers
Card Stock copying - Must be able
to copy onto stock from 5 1/2" x 8
1/2" up to 11"x1T'
System must have unlimited
duplexing capability for printing
and copying.
System must have auto paper
tray select / auto tray switching
for printing and copying.
Finishing Capacity - 1,000 sheets
minimum with ability to staple a
minim of 30 sheets
Reduction/Enlargement - From
25% to 400%
Date Printed 08/24/00
Must have minimum 4 GB
hardrive and 1.6 GB hardrive for
printing, copying, network
scanning and archiving
capability. System must come
with software to route files to the
rile server for archiving and
retrieval.
System must support both PCL
and Postscript printing languages
xxx
ITEM 3
Digital Copy System - Must be a segment 2 digital multifunctional
printing/copying and network scanning system in one at 22 pages per minute
City specifications
Bidder's Specifications
Copy Resolution - 600 dpi
minimum
Sheet Capacity - Minimum 50
sheets in document feeder with
unlimited feed capabilities
Document Feeder - Must have
ability to scan original once and
print up to 99 copies.
Document Feeder - Must have
image rotation capability
Document Feeder - Must have
ability to scan at 20 originals per
minute minimum at 600x600 dpi
Document Feeder - Must have
ability to feed 5 1/2" x 8 1/2" up to
ll"x17" paper.
Paper Capacity - 2,000 sheet
minimum with 4 different paper
drawers
Date Printed 08/24/00
System must be able to copy onto
stock from 5 1/2" x 8 1/2" up to
11"x17" paper
System must have auto paper
tray select/auto tray switching for
printing and copying.
Finishing Capacity - Must be
1,000 sheets minimum with ability
to staple a minimum of 30 sheets.
Reduction/Enlargement - from
25% to 400%
Must have minimum of 1.6 GB
hardrive for printing, copying,
network scanning and archiving
capability. System must come
with software to route files to file
server for archiving and retrieval.
System must support both PCL
and Postscript printing languages
xxx
Date Printed 08/24/00
ITEM 4 - Vendor Service Requirements
Vendor Requirements - Vendor must provide manufacturer direct service and
support as follows:
City Specifications
Bidder's Specifications
Maintenance charge for systems
should cover all service and
supply items, excluding paper
and stables, with no base charge.
Vendor must provide a minimum
1 -hour response time.
Vendor must have both Microsoft
and Novell certified technicians
and network help desk to assist
and support the IS department.
Vendor must provide unlimited
on-going hardware training by
manufacturer certified trainers
for the life of the equipment.
Vendor must have a printing
services department strictly for
supporting the City's overflow
and unique print jobs at a cost
significantly below normal
outsourcing of printing jobs.
Printing service department must
be in-house and cannot be
accessible to general, walk-in
clients.
Date Printed 08/24/00
BIDS - DIGITAL COPIER SYSTEMS
BIDSHEET ALTERNATE A
Bid Item 1 - Digital Printing System - 85 pages per minute - Delivery and Installation
included.
Sixty (60) Month Lease In Words
Bid Item 2 - Digital Printing System - 35 pages per minute - Delivery and Installation
included.
Sixty (60) Month Lease In Words
Bid Item 5.1 - Service and Supply Pricing. assuming 85 pages per minute digital printing
system has a monthly minimum volume of 65,000 copies or prints, the fixed rate per copy or
print (including all supplies, except paper and staples) is
85 ppm digital system In Words
Bid Item 5.2 - Service and Supply Pricing, Assuming 35 pages per minute digital printing
system has a monthly minimum volume of 10,000 copies or prints, the fixed rate per copy or
print (including all supplies, except paper and staples) is
35 ppm digital system In Words
xx•
Date Printed 08/24/00
BIDSHEET ALTERNATE B
Bid Item 1 - Digital Printine System - 85 pages per minute - Delivery and Installation
included.
Sixty (60) Month Lease In Wards
Bid Item 2 - Digital Printing System - 35 pages per minute - Delivery and Installation
included.
Sixty (60) Month Lease In Words
Bid Item 5.1 - Service and Supply Pricing, assuming 85 pages per minute digital printing
system has a monthly minimum volume of 65,000 copies or prints, the fixed rate per copy or
print (including all supplies, except paper and staples) is
85 ppm digital system In Words
Bid Item 5.2 - Service and Suooly Pricing, Assuming 35 pages per minute digital printing
system has a monthly minimum volume of 10,000 copies or prints, the fixed rate per copy or
print (including all supplies, except paper and staples) is
35 ppm digital system In Words
Date Printed 08/24/00
Bid Item 5.3 - Service and Supply Pricing, assuming 22 pages per minute digital printing
system has a monthly minimum volume of 8,000 copies or prints, the fixed rate per copy or print
(including all supplies, except paper and staples) is
22 ppm digital system In Words
Date Printed 08/24/00
ALTERNATE A (In Figures)
Bid Item 1, 60 Mo. Lease Price
Bid Item 2, 60 Mo. Lease Price
Bid Item 5.1, Service/Supply Fixed Rate/Copy
Bid Item 5.2, Service/Supply Fixed Rate/Copy
Total Lease Price - Alternate A
ALTERNATE B (IN FIGURES)
Bid Item 1, 60 Mo. Lease Price
Bid Item 2, 60 Mo. Lease Price
Bid Item 3, 60 Mo. Lease Price
Bid Item 5.1, Service/Supply Fixed
Bid Item 5.2, Service/Supply Fixed Rate/Copy
Bid Item 5.3, Service/Supply Fixed
Total Lease Price - Alternate B
NOTE: The City reserves the right to award either Alternate A or Alternate B
Date Printed 08/24/00
CONTACT:
COMPANY:
ADDRESS:
Phone:
Fax:
E-mail:
Date Printed 08/24/00
Name and Title
City of Seal Beach
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