COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Employee and Public Services

DATE:

January 6, 2005

BOARD MEETING DATE:

February 15, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Mary Welch, Employee and Public Services Director

Sarita Ledet, Purchasing Manager

SUBJECT:

Agreement for the Rental of Department Copy Machines

RECOMMENDATION:

Adopt a resolution authorizing the Purchasing Agent to sign a forty-eight (48) month agreement for the rental of department copy machines with Stringer Business Systems, Inc. as supplier and owner of the equipment.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This agreement contributes to this goal by enabling departments to conveniently utilize digital copiers at a low cost.

Performance Measure(s):

Measure

FY 2005-06
Projected

Response time for service

Within 4 hours

Training operator

Within 24 hours

Reports for volume and service history

Within 8 hours of request

BACKGROUND:

In May of 2000 your Board approved a resolution authorizing the Purchasing Agent to execute a three-year agreement with MBA of California for the rental of departmental copiers. In May 2003, your Board approved a two-year extension of this agreement.

DISCUSSION:

All departments use digital copy machines for their departmental photocopying needs. The Purchasing Division works closely with each department to ensure that their copy machine(s) meet their volume requirements.

In September 2004 the Purchasing Division issued an Invitation to Bid for the rental of digital copiers for various County departments. The Invitation to Bid was sent to twenty-five (25) vendors and advertised in the newspaper. Sixteen (16) vendors responded to the Invitation to Bid. Evaluation criteria for the bid included:

• Rental prices for a variety of copiers with different features and speeds including maintenance and supplies

• Accurate monthly statistical reports

• Cost to network copiers

• Replacement of copiers that do not meet performance standards

• A four (4) hour service response time.

Bid responses were received in October 2004 and were tabulated. Stringer Business System, Inc. was the lowest responsible bidder meeting all bid specifications.

Currently departments use MBA of California digital copiers. As agreements with this vendor expire, the Purchasing Division will work with departments to identify their needs and replace their digital machines with Stringer Business Systems, Inc. The new digital copiers will not require additional equipment unless departments wish to network the copier and use it as a printer/copier.

The resolution and agreement will create a master contract which establishes the prices and terms, with individual contracts, Addendum A, to be signed for individual copiers by the Purchasing Agent to specify the particular copier and its location to be provided in accordance with the terms of this Master Agreement.

FISCAL IMPACT:

The cost of renting departmental copiers varies depending on the type of machine specified by the department. The overall monthly cost per copy as a result of this bid process averages 47% lower than the former agreement with MBA of California. Rental fees are paid out of departmental budgets and each copier contract has a dollar limit of $35,000.

1.

General Description of ITB

Four Year Master Rental Contract for Digital Copy Machines

2.

List key evaluation criteria

• Rental price for copiers and networking

• Ability to network copiers

• Accurate monthly statistical reports

• Replacement of copiers that do not meet performance standards

• Four (4) hour service response time

3.

Where advertised

Redwood City Tribune

4.

In addition to any advertisement, list others to whom ITB was sent

1. American Business Equipment/Toshiba

2. A2Z Business Systems/Sharp

3. Astro Business Technologies/Konica Minolta

4. Caltronics Business Systems/Konica

5. Canon Business Solutions-West, Inc./Canon

6. CPO Ltd./Konica Minolta

7. Electro Imaging Sytems

8. FKM Copier Products/Mita

9. IKON Office Solutions/Ricoh

10. Konica Minolta Business Solutions/Konica Minolta

11. Konica Minolta Business Solutions/Konica Minolta

12. Lanier

13. MBA of California/Toshiba

14. Minolta/Minolta

15. Newcal Industries/Canon

16. OCE Printing Systems USA, Inc.

17. Pinnacle Document Systems/Sharp

18. Pitney Bowes Office Systems/Pitney Bowes

19. Rabbit Office Automation/Mita

20. Ricoh Business Systems/Ricoh

21. Stringer Business Systems, Inc./Panasonic

22. Taylor Made Digital Systems/Ricoh

23. The Swenson Group Business Technologies/ Konica

24. Ubec, Inc./Mita

25. Xerox Corporation/Xerox

5.

Total number sent to prospective proposers

25

6.

Number of proposals received

23 Received (19 Responses, 4 No Bids)

7.

Who evaluated the proposals

Buyer, Candy Burns

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Astro Business Technologies/Konica Minolta

7500 National Drive

Livermore,CA 94551

(4 Proposals)

CPO Ltd./Konica Minolta

2545 Scott Blvd

Santa Clara, CA 95050

FKM Copier Products/Mita

100 N. Hill Dr., Ste 16

Brisbane. CA 94005

IKON Office Solutions/Ricoh

One Waters Park Drive, Ste 260

San Mateo, CA 94403

Konica Minolta Business Solutions/Konica Minolta

100 Williams Drive

Ramsey, NJ 07446

Konica Minolta Business Solutions/Konica Minolta

3400 E 3^rd Avenue

Foster City, CA 94404

MBA of California/Toshbia

2000 Powell Street, Ste 1530

Emeryville, CA 94608

(2 Proposals)

Pinnacle Document Systems/Sharp

470 Boulder Court, Ste 100

Pleasanton, CA 94566

Rabbit Office Automation/Mita

904 Weddell Court

Sunnyvale, CA 94089

(2 Proposals)

Ricoh Business Systems/Ricoh

250 Executive Park Blvd., Ste 3125

San Francisco, CA 94134

Stringer Business Systems, Inc./Panasonic

20980 Cabot Blvd

Hayward, CA 94545

(2 Proposals)

Ubec, Inc./Mita

7042 Commerce Circle

Pleasanton, CA 94588

(2 Proposals)