The URL can be used to link to this page

Home My WebLink About10- Purchasing CITY OF SAN BERNARDINO REOUEST FOR COUNCIL ACTION From: Dean R. Meech, Purchasing Agent CD.-htCPA4P.Pnc,'- Purchase Typesetting Equipment Dept: Purchasing �, ., c - ,Linotype, Series 100 �r OLC -S Central Services Date: November 20, 1987 BID SPEC: F-88-04 Synopsis of Previous Council action: None Recommended motion: Adopt Resolution - Dean Signature Contact person: Dean R. Meech, Purchasing Agent Phone: 384-5085 Supporting data attached: Yes Ward: N/A FUNDING REQUIREMENTS: Amount: $46,590.42 iR Source: (ACCT. N0.) 001-123-55981 (ACCT. DESCRIPTION) Typesetting,/Equipment Finance: ��Qc.a Council Notes: _' 13,e3-( ;, (.aQla. zosu.,4e.. to 64- !Ae CITY OF SAN BERNARDINO - REQUE T FOR COUNCIL AC ION 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 TOTAL BID INCL. TAX ALPHATYPE CORP. NO BID LINOTYPE CO. $46,590.42 VARITYPER $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 of determining the level of quality needed to reach the department objective. Cost may include things other than price. 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. �2) Varityper Typesetter Model 6400 $47,435.00 Compugraphic Typesetter Model MCSPU10/8000 $49,449.00 Another most important factor is for one 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 Ed/Farkas Purchasing Agent Central Services Supervisor � i inn iQ7 i CITY OF SAN ".GERNARDINO - "IEMORANDUM To Dean Meech, Purchasing Agent From Ed Farkas, Supervisor Central Services Subject Furnishing and Delivering of Typesetting Equipment Date October 27, 1987 Approved Date Re: Exceptions to specifications number F-88-04 as submitted by Varityper "Pre-Approval Requirements," item "3", page 1 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. This 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 1, 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 incomplete and unacceptable. I request non-consideration of prospective bidder, Varityper, on these grounds. A. Farkas Supervisor, Central Services PRIDE_ IN PROS ESS CENTRAL PRINTING SERVICES Compugraphic System Proposal Compugraphic Composition System Investment Unit Total System Description Product I.D. Qty. Price Amount Maint. w9t. Hardware Powerview 10/8000 MCS PV10/8000 1 28,000 28,000 4500 436 Includes: 1MB Memory One floppy disk drive 25' Interface Second Floppy Drive FD2 1 995 995 129 6 30MB Hard Disk MPDATA30MB 1 5,595 5,595 375 50 20-24 Fonts-on-line DISKI 1 2,000 2,000 N/A N/A Software Ruling RULE SW 1 995 995 N/A N/A Powerpage Plus PAGE PLUS 1 3,500 3,500 N/A N/A Accessories 8000Z Processor w/Dryer ASD 879/909 1 2,595 2,595 600 146 Type-25 Typepac TYPE 1 2,970 2,970 N/A N/A SUBTOTAL 546,650 $5,604 SALES TAX: 2,799 TOTAL INVESTMENT $49,449 S5,904 MONTHLY LEASE $1152.16 FREIGHT X5.00 Sales Tax Included FREIGHT: F.O.B. Wilimington TRADE-IN NOT INCLUDED QUOTATION One Comp/Edit Digital Typesetter 6400 $27,990.00 One Digital Image 6,500.00 One Rules/Plus Comp/Plus 256K 1,750.00 Advance Image Software 500.00 One RMFL Spanish 1,000.00 One Comp/Edit Terminal Telecommunications 5,995.00 20 Standard Digital Fonts 2,400.00 $46, 135.00 One Daylight Processor jZG. 1,300.00 $47,435.00 Trade-In IBM Composer & Typositor Total Municipal Lease Purchase Option: Option: $1 .00 buyout at end of tern. Cancellation - due to non-appropriation of funds in subsequent fiscal years. f� Lease Purchase Per Month - $1 ,019.90 i�,�•�z-. Viz" George Tiana Sales Representative Varityper I RESOLUTION 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 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 i 14 Mayor and Common Council of the City of San Bernardino at a 15 meeting thereof, held on the day 16 of 198_, by the following vote, to wit: 17 AYES: Council Members 18 19 NAYS: 20 ABSENT: 21 City Clerk 22 The foregoing resolution is hereby approved this day 23 ' of 198 24 25 I Approved as to form and legal content: 26 1 Hayor of the City of San Bernardino 28 /:City Attorney i v I i 1 1 /7()/R7