HomeMy WebLinkAbout40-Purchasing
el'O OF SAN BERNARDt'O - REQUOT FOR COUNCIL AGJION
From: Dean R. Meech REC10.-A0I4IN. OFF. Subject: Copy Machines Throughout City
Purchasing Agent
Dept: Purchasi ng 1986 AUG II Pl.; 12 25
Date: August 5, 1986
Synopsis of Previous Council action:
Phase I - Dec,. 1984
Recommended motion:
Adopt Resolution
Contact person: Dean R. Meech. Purchasing Agent
Phone:
5085
N/A
FUNDING REQUIREMENTS:
Yes Ward:
tI i.i-;-'-l..'{e ,.",
Amount: $106.538.00 $y,..., Source:
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Supporting data attached:
Finance: (.Je_ (' /c.....Z
Council Notes:
75-0262
Agenda Item No.
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CI'Cf OF SAN BERNARDOO - REQU~T FOR COUNCIL AOION
STAFF REPORT
In calender year end 1984, the City replaced eight copy machines, in an ongoing program
to update obsolence and provide the needed ability to stay abrest of the growing product-
ion needs of the City.
Half the machine requirements are resolved. The requested action is to complete the pro-
gram.
Since the remaining machines are 10 to 12 years old it is im~erative that we complete the
replacement program.
The average functional production life is 5 to 7 years. At that time the manufactured
item goes into an obsolescence phase.
Replacement assures the City of 5 to 7 years life of service support but not much there-
after.
In todays industry and fast changing state of the art, to consider a machine beyond the
service norm is not efficient,
A work study survey was conducted to determine the correct machine to staff requirement.
The survey concludes the following is our need.
1. Document preparation and copying of various reports, correspondence,
agendas. etc. are wasting too much staff time throughout city hall.
2. Required quality copying and finishing of reports are being taken
to other floors because of waiting time, or lack of machine features
to do the job on their own floor.
3. The current machines are functionally obsolete, and too small or too
slow for the number of employees supported.
Replacement criteria has been established to enable the City to gain the most advantageous
continuing results:
A. Cost, brand of machine. and features which are specific to departmental
needs; not features which almost do the job. but we have to adjust to
the way the machine works.
B. Service cost, response time history. and ability to fix the problem
the first time. Local availability of parts. We can't wait 2 or 3 days
while they order and receive.
C. Expendable supplies cost. actual useful life, buying quantity and quality
to achieve cost objective. use guarantee if life protection overrated or
defective, compatibility with currently stocked supplies, and the cost
effect of lesser quantities, if machines change. The ability to turn in
unused quantities, or credit, when machine changes no longer require these
items.
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D. Auditron compatibility; each machine has a mechanical control device
which prevents unauthorized users from making copies on city machines.
These devices provide accountability for federal, state, and city pro-
ject chargebacks, and internal budgeting cost recovery. The city cur-
rently has 73 of these control devices in use.
E. Ease, and cost, connected with phased upgrades of the present machines,
cancelling contracts, and penalties.
t,1achines that are easy to use by city employees on a "walk up" basis, without manual
adjustments for document completion, will provide the best efficiency with regard to
staff time and involvement.
The recommended configurations are summarized by floor as follows:
6. Mayor, City Administrator, Finance, and City Attorney will share this machine with
some specialized emergency use by other floors. Recirculating document handler,
with ability to turn originals over automatically, as well as copies, without
adjustments, and to be able to mix 110 lb. cover stock in package in the same manner.
Stapler/finisher to complete sets, with Offset Catch Tray, for staggered set comple-
tion without unloading sorter bins, Agendas and reports have sometimes required
more sets than bins on unit. This has required the project to have to be done
two or three times to get enough completed sets for the required meeting, or confer-
ence. tlore management reports come from this location than any other.
5. Park and Recreation is using a machine with no features, We are recommending the
relocation of the present Finance unit to replace the 10 year old machine at this
location.
4. Engineering, Streets, Refuse, Traffic, and Risk 11anagement, share this 12 year old
machine. Copies are sold over the counter to the public, and the waiting time for
use is prohibitive to good public service, or internal efficiency. Plans, Specs.,
and forrns are copied for public, and contributes to general fund. This unit does
not need the finisher, but the same configuration as the sixth floor, reducing
portions of maps, cover stock, and multiple, two-sided production of collated
sets, and information for Public.
2. City Clerk is responsible for agendas, issues licenses, ordinances, and Resolutions.
Most of these are fee paid, so the necessity for better response to public demand
is justified. The recommended unit will reduce and enlarge, and provides a
recirculating document handler/offset catch tray for multiple sets. Currently using
a 10 year old machine now, this location needs more capabilities.
2. Personnel, and varied use by second floor employees, including the City Clerk,
utilize this machine. Again, being 10 years old, it is obsolete for the multiple
set use now required of its users and the public. A recirculating document handler;
offset catch tray configuration, turning over originals, and copies, automatically,
the recommended machine is best suited for two sided forms which are prevalent in
personne 1. t1uch saving of staff time wi 11 occur with the abil i ty to make multi p 1 e
copies without one-at-artime operation. Because of public demand, it is more
efficient to have the City Clerk and Personnel have their own machines as is the
current configuration.
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Common Council:
The Council is currently renting a copier on a three year contract. Charges in the
manner in which reports, agendas, and development requests are answered, and acted upon,
require that housing and tract map portions be enlarged and/or reduced. Since each
project is unique, different packages are assembled, completed, and distributed to the
various interested parties, both pro and con, internally, and by mail. The recor.~endation
is to upgrade the present rental unit to one which more readily represents the present
and future requirements. Current processes require that council staff constantly travel
to other floors to complete reports and packages, often on an emergency basis.
The machine selected again utilizes a recirculating document handler, offset catch tray
combination, for best approach to finishing sets. This unit was chosen also because of
limited space on Mezzanine for staff and machine. Reduction/enlargement, and selective
deletion were configured on this unit because of sensitive "prior knowledge facts" which
might jeopardize the objectivity of a proposed'report or project. Again, the one-at-a-
time capability is not conducive to good'results requested by constituents, given the
volume of demand of the Council.
Purchasing:
Formal and informal bid packages have risen over 50% since last year. The current pur-
chasing staff requires multiple set capability to complete these packages in a more
timely manner. We recommend that the present machine be transferred to Police Dispatch
in the basement, and upgrade this unit to one more suited to the present purchasing
needs, The bid packages contain odd sized sheets, and maps, specifications, etc., which
must be reduced and/or enlarged for vendor response. Reducing, and two-sided preparation
also saves mailing costs, depending on the size' of the package, and the number of vendors
selected.
Summary:
As previously stated, the selected machines were compared with the task-oriented require-
ments existing within the City, and with service, supply compatability, and the penalties
attached with cancelling the currently existing contracts, Economically, and for depart-
mental task results, we believe that the recommendati,ons are the best configuration for
the present and future needs of the City of San Bernardino. Phase II is the last of
the rented machines to be replaced,
The lease-purchase will be made utilizing a blanket purchasing agreement (Level III) with
the County of Riverside. This allows buying below the regular State and Local Government
pricing structure. A savings of approximately $30,000 will be realized by utilizing
this agreement provided that action is taken prior to the August 29 expiration of this
agreement.
The approximate first year cost (assuming an October 1, 1986, delivery date) will be
$21,240 This cost will be funded from within existing departmental budgets. Subsequent
years funding will be included in the operating budget.
The total cost will be $106,538, which is based upon BY,% financing provided by Xerox.
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RESOLUTI ON NO,
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE EXECUTION OF AN
ItISTALU~ENT PURCHASE AGREEMENT WITH XEROX CORPORATION ImEREBY THE C 1 TY OF
SI-,II BERNARDINO WILL PURCHASE SIX XEROX COpy MACHINES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is authorized and
directed to execute on behalf of said City, an installment purchase agreement
with Xerox Corporation to purchase six (6) Xerox Copy machines as follows:
TWO
TWO
ONE
ONE
(2)
(2)
(1 )
(1)
XEROX Model
XEROX Model
XEROX Model
XEROX Model
1075
1050
1048
1038
I HREBY CERTIFY that the foregoing resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
, 1986, by the following vote, to wit:
day
of
AYES:
Council Hembers
NAYES:
ABSENT:
City Cl erk
The foregoing resolution is hereby approved this
day
of
, 1986.
Mayor of the' City of San Bernardino
Approved as to form:
City Attorney