COUNTY OF SAN MATEO

Inter-Departmental Correspondence

County Manager’s Office

 

DATE:

January 20, 2010

BOARD MEETING DATE:

February 9, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Reyna Farrales, Deputy County Manager

Peter Tocchini, Purchasing Manager

SUBJECT:

Agreement for the Rental of Department Copy Machines

 

RECOMMENDATION:

Adopt a Resolution authorizing the County Manager or his designee to execute a forty-eight (48) month master agreement, from March 1, 2010 through February 28, 2014, for the rental of department copy machines with Sharp Business Systems of San Francisco.

 

BACKGROUND:

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 and network requirements.

In 2005 your Board approved a resolution authorizing the Purchasing Agent to execute a four-year agreement for the rental of departmental copiers with Stringer Business Systems, Inc., acquired by and dba Toshiba Business Solutions.

 

DISCUSSION:

In September 2009, 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 thirty (30) vendors and advertised in the San Mateo County Times. Ten (10) 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

    • Cost to network copiers

    • Accurate monthly statistical reports

    • Replacement of copiers that do not meet performance standards

    • Service response time within four (4) business hours


Bid responses were received in September 2009 and were tabulated. Sharp Business Systems of San Francisco was the lowest responsible bidder meeting all bid specifications.

Currently departments use Toshiba Business Solutions 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 Sharp Business Systems of San Francisco. The new digital copiers will come with duplexing as a standard feature and will not require additional options unless departments wish to network the copier and use it as a printer/copier.

The resolution and agreement will create a master rental agreement with Sharp Business Systems of San Francisco, which establishes the prices and terms for the Addendum A, which are sub-agreements of the master rental agreement. These Addendum A will be signed by the Purchasing Agent for individual copiers to specify the particular copier to be provided in accordance with the terms of this Master Agreement.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits. Risk Management has reviewed and approved Contractor’s insurance, and County Counsel has reviewed and approved these documents as to form.

Authorizing this agreement will contribute to the Shared Vision 2025 outcome of a Collaborative Community by supporting fiscal accountability. Copiers placed under this agreement will have monthly costs approximately 25% lower than the former agreement.

 

Performance Measure(s):

Measure

FY 2008-09
Actual

FY 2009-10
Projected

Response time for service

Within 4 business hours

Within 4 business hours

Training operator

Within 24 hours

Within 24 hours

Reports for volume and service history

Within 8 business hours of request

Within 8 business hours of request

Acceptable Toner Recycling Program

Yes

Yes

 
 
 

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 approximately 25% lower than the former agreement with Toshiba Business Solutions. Rental fees are paid out of departmental budgets and the initial term of each copier contract has a dollar limit of $35,000. The approximate annual expenditure for digital copiers in 2009 was $455,000.

 

Exhibit A

Invitation to Bid Matrix

1.

General Description of RFP

Four Year Master Rental Contract for Digital Copy Machines

2.

List key evaluation criteria

    • Rental price for copiers and networking upgrades

    • Ability to network copiers

    • Accurate statistical reports

    • Four (4) business hour service response time

3.

Where advertised

San Mateo Times on 9/8/09

4.

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

1. Arista Business Imaging

2. Astro Business Technologies

3. Caltronics, Inc.

4. Canon Business Solutions (San Francisco)

5. Canon Business Solutions (San Francisco)

6. CG Inc.

7. Coast to Coast Computer

8. CPO Ltd.

9. EIS, Inc.

10. HP Imaging & Printing Group

11. Ikon Office Solutions, Inc. (San Francisco)

12. Ikon Office Solutions, Inc. (San Jose)

13. KBA Docusys

14. Konica Minolta Business

15. Newcal Industries

16. Océ North America (Sacramento)

17. Océ North America (San Francisco)

18. Office Depot

19. One Source

20. Pacific Office Automation

21. Rabbit Office Automation

22. Real Power Protection

23. Ricoh Business Solutions

24. Sharp Business Systems

25. The Swenson Group

26. The Document Solutions Co. (Burlingame)

27. The Document Solutions Co. (San Francisco)

28. Toshiba Business Solutions

29. Xerox Corporation

30. Zoom Imaging Solutions

5.

Total number sent to prospective bidders

30

6.

Number of bids received

13 Received (11 Responses, 2 No Bids)

7.

Who evaluated the proposals

Buyer, Candy Burns

8.

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

1. Canon Business Solutions/Canon

    1 Post St, Ste 400

    San Francisco, CA 94104

2. Ikon Office Solutions, Inc./Ricoh

    2290 N. First St, Ste 100

    San Jose, CA 95131

3. KBA Docusys/Mita

    32950 Alvarado Niles Rd, Ste 505

    Union City, CA 94587

4. Pacific Office Automation/Konica Minolta/Sharp/Canon

    1000 Atlantic Ave

    Alameda, CA 94501

    (3 Proposals)

5. Rabbit Office Automation/Lexmark/Savin

    6601 Koll Center Pkwy

    Pleasanton, CA 94566

    (2 Proposals)

6. Ricoh Business Systems/Ricoh

    2000 Sierra Point Pkwy, 7th Floor

    Brisbane, CA 94005

7. Sharp Business Systems/Sharp

    595 Market St, Ste 1220

    San Francisco, CA 94105

8. Toshiba Business Solutions/Toshiba

    3170 Corporate Place

    Hayward, CA 94545

9.

Six proposals were rejected for not meeting specifications.

1. Canon Business Solutions/Canon

2. Ikon Office Solutions, Inc./Ricoh

3. KBA Docusys/Mita

4–6. Pacific Office Automation/Konica Minolta/Sharp/Canon

    (3 Proposals)