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Home My WebLink About34-Purchasing CI'C' OF SAN BERNARDCO - REQUQT FOR COUNCIL AC., JON From: Dean R. Meech. Purchas i ng A9~EC'O.. ,,~*.cC Fe Purchase Typesetting , Linotype. Series 100 '. Central Services Equipment Dept: Purchasing \337 DEe - 3 Date: November 20. 1987 BID SPEC: F-88-04 A~ , Synopsis of Previous Council action: None Recommended motion: Adopt Resolution Dean R. 'eo'" 4.-A r Signature Contlct person: Dean R. Meech. Purchasino Aoent Phone: 384-5085 Supporting data attached: Yes Ward: N/A Amount: $46.590. 42 ~ Source: (ACCT. NO.) 001-123-55981 (ACCT. DESCRIPTION) Typesetting Equipment Finance: L/4 C? I'" A... CouncIlNotel:....L.1I3,f).' ~.. "." O..J)I+. [..>.I... P,......Lu. +. .&.. FUNDING REQUIREMENTS: 4"''''''-\. J ~..., . ,..J.&..I .J... .p., .~''''~J'~'''''''' . 75.0162 Agenda Item No. 34 - ~- - CI'" OF SAN BERNARDLo - REQUCr FOR COUNCIL AC'...A>>N STAFF REPORT BID SPEC: F-88-04 The proposed contract is for Typesetting Equipment to be utilized in daily operations by the Central Services Department. At the request of the department, specifications were prepared. published and furnished to area suppliers of this equipment. The bids were publicly opened and declared on October 29. 1987. The following is a summary of bids received. COMPANY ALPHATYPE CORP. LI NOTYPE CO. VARITYPER TOTAL BID INCL. TAX NO BID $46.590.42 v $20.670.00 The elements of this particular bid consisted of . 1. PRE-BID CONFERENCE - Oct. 13. 1987 for reasons of demonstrating by providing proof that the product is in fact equal to technical specifications all deviations or exceptions to be detailed and submitted in writing. Furnish two references using equipment proposed. All documentation to be furnished to Purchasing Agent no later than Oct. 22. 1987. 2. A PRE-BID DOCUMENT CONFERENCE - Oct. 22. 1987 for reasons of burden of proof on the prospective bidder that goods conform to bid specifications. It is the bidders responsibility to furnish sufficient data for this determination. 3. BID OPENING CONFERENCE - Oct. 29. 1987 for reasons quality needed to reach the department objective. than price. of determining the level of Cost may include things other Section B of the Technical Specifications asks the vendors to substantiate the findings if the department in fact was not asking for the proper equipment vs the expected result. At this time the department learned of shortcomings offered in Varityper model VT-600. This awareness was fortified by the process and prior department quotes and exploration of the marketplace. The vendor offered a totally different machine than what was dis- cussed at a prior time. The vendor had different teams of people at different times in the process. It is felt something was lost within the company. All opportunites were provided for continuity. The vendor. Verityper did not comply with Technical Specifications. The Purchasing Agent supports the department recommendation (Department letter attached) because of the prior quotations offered in the department preliminary budget estimate shopping. the prices were comparable and equipment compatable. This is not the case with equipment offered in the bid. 75.0264 11/20/87 - -- - - - -- - c' ......,; "...... V (2) Varityper Typesetter Model 6400 $47,435.00 Compugraphic Typesetter Model MCSPUIO/8000 $49,449.00 Another most important factor is for ~ vendor to mantain and service the equipment. It is not the best economy for several vendors to have a partial responsibility. Specification as bid have been reviewed with the Central Services Supervisor, Ed Farkas who concurs that the bid of Linotype meets specifications and requirements. It is therefore recommended that the bid be accepted for contract. The funding is in the 1987/88 Budget. Dean R. eech Purchasing Agent Central 11/20/87 - -- --- - ~ITY OF SAN (~E~ARDINO .'"", '-"- \~JEMORANDUhri To Dean Meech, Purchasing Agent From Ed Farkas, Supervisor Central Services Date October 27, 1987 Subject Furnishing and Delivering of Typesetting Equipment Approved Date Re: Exceptions to specifications number F-88-G4 as submitted by Varityper "Pre-Approval Requirements," item "3", page I of "Technical Specifications on Tyesetting Equipment," which reads, "Prospective bidders desiring to propose equipment other than as specified shall be required to obtain pre-approval of that equipment PRIOR TO BIDDING ON THE PROJECT, in the following manner;" sub-section "b", which reads "Provide proof, satisfactory to the City, and in sufficient quantity to show that the product is, in fact, equal to the technical specifications. TWs proof may be in the form of manufac- turer's brochures, specifications, including pictures and/or dimensional drawings," was not complied with. Sub-section "c" of Item 3, page I, was incomplete and unacceptable. There were no exceptions to specs listed on page 7 regarding ML-314 Processor Specifications. Item 8, page 2, which reads "It shall be the res- ponsibility of the prospective bidder to furnish the City with sufficient data to determine if the goods or services offered conform to the bid specifications." Data, such as model names or model numbers or any other information was not furnished to the City. At the Pre-Bid Conference, October 13, 1987, Mr. Giles of Varityper, made remarks in regards to Item 10, page 3, the paragraph following sub-item 3 which states "The successful bidder shall be the SOLE contact point and the SOLE responsible party to whom the City shall hold accountable for the proper functioning of the services and/or materials required under the finalized contract." It was my understanding that the SOLE responsible party of service and/or material would not be borne by Varityper. Pre-Bid documentation and sufficient proof of specifications was imcomplete and unacceptable. I request non-consideration of prospective bidder, Varityper, on these grounds. g:e~ Supervisor, Central Services .. PRIDE -I ~ESS - -- --...... c !"'i - '-" (^') " CENTRAL PRINTING SERVICES Compugraphic System Proposal Compugraphic Composition System Investment Description Produ.1 1.0. Qll'. Unll Price Tolal Amount System Malnt. WgI. Hardware Powerview 10/8000 Includes: 1MB Memory One floppy disk drive 25' Interface MCS PV10/8000 28,000 28,000 4500 436 30MB Hard Disk MPDATA30MB 995 5,595 995 129 6 50 N/A Second Floppy Drive FD2 20.24 Fonts-on-Iine 2,000 5,595 2.000 375 DISK I N/A Soflware PAGE PLUS 995 3,500 995 N/A N/A Ruling RULE SW Powerpa8e Plus 3,500 N/A N/A Accessories MONTHLY LEASE fREIGHT ASD 879/909 2.595 2,595 600 146 TYPE 2.970 2,970 N/A N/A 546,650 55,604 2,799 549,449 55,904 51152.16 5645.00 8000Z Processor w/Dryer Type-25 Typepac SUBTOIAL SALES TAX: TOIAL INVESTMENT Sales Tax Included fREIGHT: F.o.B, Wiliminglon TRADE.IN NOT INCLUDED , L ,c~_... '- t, .J ,'/ -...,./ ('\ '-- QUOTATION pi!? ",0 One Comp/Edit Digital Typesetter 6400 One Digital Image One Rules/Plus Comp/Plus 256K Advance Image Sof tware One RMFL Spanieh One Comp/Edit Terminal Telecanmunications .- 20 Standard Digital Fonts One Daylight procesSl:)r~ It,l:.. I~\ Trade-In IBM Composer & Typositor Total Municipal Lease Purchase Option: . Option: $1.00 buyout at end of term. $27,990.00 6,500.00 1,750.00 500.00 1,000.00 5,995.00 2,400.00 $46,135.00 1,300.00 $47,435.00 -..t~ -- . 1I1~ -.;:;::1.4 J ..1111 Cancellation - due to non-appropriation of funds in subsequent fi seal yea rs. Lease Pur chase Pe r Mont h - $1,019.90 /i-' , 'Z.. ,"J.. "'?$ , fit' George Tiana Sales Representative Vari typer (.~ (. .'" c." /( . C' - - . r" ~ "' 'n"l 1 RESOLUTI ON NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A BID TO LINOTYPE FOR THE FURNISHING AND DELIVERY OF TYPESETTING EQUIPMENT TO BE UTILIZED BY 3 THE CENTRAL SERVICES DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-88-04. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNAR- DINO AS FOLLOWS: 5 6 SECTION 1. Linotype is the lowest and best bidder for the furnishing and 7 delivery of Typesetting Equipment in accordance with Bid Specification F-88-04 8 for the total amount of $46,590.42; pursuant to this determination, the 9 Purchasing Agent is hereby authorized and directed to issue a purchase order 10 I for said Typesetting Equipment to said lowest and best bidder; such award shall 11 only be effective upon the issuance of a purchase order by the Purchasing Agent; 12 and all other bids therefor are hereby rejected. 13 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the 14 Mayor and Common Council of the City of San Bernardino at a 15 meeting thereof, held on the , 198___, by the following vote, to wit: day 16 of 17 AYES: Counc il f.lembers 18 19 I NAYS: I ABSENT: II ~ City Clerk I' Ii The foregoi ng reso 1 uti on is hereby approved thi s day jl of , 198_ I " , ,. 'I II Approved as to form and 1 ega 1 content: II 111, Hayor of the City of San Bernardi no I' /) '1 il . ,.u::;~.'/ L/]"'-I____ " ,ei ~y Attorney II / ~' :111/20/87 20 2\ 22 23 24 25 26 27 28