ORD 38246 - RFP from Toshiba Business Solutions for multi-funcional office machines OMAHA,NF6 �.. \I I
`,r/ ��� Finance Department
�►����;,f Omaha/Douglas Civic Center
°A���1j( ' c? Cy F _t"t ri+ " 10: 50 1819 Farnam Street,Suite 1004
��, r i1 F; • 4 Omaha,Nebraska 68183-1004
;may.;,,.,
°t' yam` (402)444-5416
A� ��t.�ry Telefax 402 444-5423
TFD FEBRJ !.,
f.•!.a +A+, f ,fi:h 'i;.t� Carol A.Edon
City of Omaha Director
Mike Fahey,Mayor
Allen R.Herink
City Comptroller
Honorable President
and Members of the City Council,
The attached Ordinance approves the Request for Proposal from Toshiba for providing Multi-
Functional Office Machines City wide.
The following RFP's were received on July 9, 2008:
Vendors RFP's
Toshiba Business Solutions $157,589.09/year- Option#1 (Recommended Supplier)
$133,950.73/year- Option#2
J Q Office Equipment $258,676.97/year- Option#1
$223,551.47/year- Option#2
Modern Methods $166,275.57/year- Option #1
$180,056.87/year- Option#2
Oce'North America $177,273.19/year
Simplified Office Solutions $290,175.56/year
This price agreement will be made for a five-year period ending October 15, 2013, with a sole
option by the City to extend it for two additional one-year options.
The Vendor has on file a current Contract Compliance Report Form (CC-1). As is City policy,
the Human Rights and Relations Director will review the contract to ensure compliance with the
Contract Compliance Ordinance.
The Finance Department is authorized to pay the cost out of various organizations' funding.
An Evaluation Committee comprised of representatives from five City Departments--the Omaha
Police Department, the Omaha Public Library, Parks and Recreation Department, Public Works
and Finance--reviewed all materials and eight (8) proposals along with non-voting,
representatives from Douglas County Purchasing.
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There were five (5) proposals that provided pricing based upon cost per copy only whereby
departments pay only for the copies made, and three (3) proposals that provided monthly
equipment charges in addition to cost per copy charges.
The Committee's final recommendation is to seek the City Council's favorable consideration to
award an Ordinance to Toshiba Business Solutions in the amount of$161,683.99/year based on
paying for the cost of copies made, being the lowest and best RFP received within the
specifications, and requests your consideration and acceptance of this Ordinance.
Resp 1; ly submitted, Referred to City Council for Consideration:
o e
dek...-142--- 0 9 - 5-- 6e7
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At____,
atrick M. Burke Date Mayor's Office/Title Date
i ity Purchasing Agent/Douglas County Purchasing
Approved as to Funding: Approved:
out, c4Kkad
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Carol A. Ebdon Date Gail Kinsey-Th mpson Date
Finance Director Human Rights and Relations Director
P:\FINADM\1010slb
$180,056.87/year- Option#2
Oce'North America $177,273.19/year
Simplified Office Solutions $290,175.56/year
This price agreement will be made for a five-year period ending October 15, 2013, with a sole
option by the City to extend it for two additional one-year options.
The Vendor has on file a current Contract Compliance Report Form (CC-1). As is City policy,
the Human Rights and Relations Director will review the contract to ensure compliance with the
Contract Compliance Ordinance.
The Finance Department is authorized to pay the cost out of various organizations' funding.
An Evaluation Committee comprised of representatives from five City Departments--the Omaha
Police Department, the Omaha Public Library, Parks and Recreation Department, Public Works
and Finance--reviewed all materials and eight (8) proposals along with non-voting,
representatives from Douglas County Purchasing.
1 S t day
Ildaii.b 6Z..
co ig ti' am_
0 tober 20 8
SAY , ' P
u741W • .
t Not li t as County,
tate of Nebraska
jm
•
.a DESIGNED
m LOT 1,COX CABLE ADDITION REPLAT 1 R�q
o DOUGLAS COUNTY,NEBRASKA *SCHEMMER DPAW" Co
• An UM OF MB MIME 0.
CHECKED Dwi
,•30101.3 lei De TOM OF
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•:04 CON CAM E' « an ,�«.
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ORDINANCE NO. c5f,2/6o
AN ORDINANCE to accept the RFP from Toshiba Business Solutions for Multi-Functional
Office Machines for a five-year period ending October 15, 2013, with a sole option by
the City to extend it for two one-year options; providing for the payments from
appropriations of more than one year in accordance with Section 5.17 of the Home Rule
Charter of 1956 as amended; to authorize the Assistant Purchasing Agent to issue
purchase orders, and to provide an effective date hereof.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
s
Section 1. That the RFP from Toshiba Business Solutions for Multi-Functional Office
Machines in the amount of$161,683.99/year for a five-year period ending October 15,
2013, with a sole option by the City to extend it for two one-year options is hereby
accepted.
Section 2. That payments for Multi-Functional Office Machines shall be made from
appropriations of more than one year in accord with Section 5.17 of the Home Rule
Charter of the City of Omaha of 1956, as amended.
Section 3. That the Finance Director is authorized to make payments in accordance
therewith from the various funding accounts.
Section 4. That the Assistant Purchasing Agent is authorized to issue purchase orders
for Multi-Functional Office Machines.
City to extend it for two additional one-year options.
The Vendor has on file a current Contract Compliance Report Form (CC-1). As is City policy,
the Human Rights and Relations Director will review the contract to ensure compliance with the
Contract Compliance Ordinance.
The Finance Department is authorized to pay the cost out of various organizations' funding.
An Evaluation Committee comprised of representatives from five City Departments--the Omaha
Police Department, the Omaha Public Library, Parks and Recreation Department, Public Works
and Finance--reviewed all materials and eight (8) proposals along with non-voting,
representatives from Douglas County Purchasing.
1 S t day
Ildaii.b 6Z..
co ig ti' am_
0 tober 20 8
SAY , ' P
u741W • .
t Not li t as County,
tate of Nebraska
jm
•
.a DESIGNED
m LOT 1,COX CABLE ADDITION REPLAT 1 R�q
o DOUGLAS COUNTY,NEBRASKA *SCHEMMER DPAW" Co
• An UM OF MB MIME 0.
CHECKED Dwi
,•30101.3 lei De TOM OF
LAND SURVEYORS CERTIFICATE .`.`s o M+... va AMI106.1.
•:04 CON CAM E' « an ,�«.
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INTRODUCED BY COUNCILMEMBER
( ?63âL APPROVED BY:
)')•ti.13.4 d"1/4,!!e_l f5/46'
MAYOR OF THEOF OMAHA DATE
PASSED SEP 2 3 200a 0--
ATTEST:
TY CLERK OF THE CITY OF OMAH
APPROVED S FO
cr/i
Y A Y D TE
P:\FINADM\1010slb.doc
ows the location of the
proposed tank on the property. The property is currently zoned CC, does this tank
placement meet the proper zoning setbacks for this class of zoning district.
YesKI Date & Initial: 46.1to
No Date & Initial:
If not, can you please provide me with information on what corrections would have to
be taken before the placement of this tank would be permitted at this address.
Please return all documents to myself, when you have finished your review.
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Digital Multi Functional Office Machines (Copiers)
• The committee was made up of representatives of 5 City Departments and
representatives from the Purchasing Department.
• The RFP closed on July 9, 2008 and each committee member was given a
complete copy of all materials provided by the vendors.
• The committee first met on Thursday July 24, 2008.
• When the committee met all stated that they had had the opportunity to review the
materials before the meeting.
• Committee members were given copies of the spread sheet, deviations and
customer service documents.
• After a review of the documents and all vendors it was decided to focus on the
two vendors with the lowest pricing. OCE' and Toshiba.
• It was determined that both companies met the mandatory requirements.
• The committee reviewed the spread sheet and compared the pricing
(OCE'/Toshiba) for each segment.
• Toshiba was the lowest for Segment 2, 4 & 5. OCE' was lowest for Segment 1, 3
and 4.
• Of note on the Segment 5 copiers — The contract term in the RFP is for 5 years
with 2 1-year options — total 7 years. The current Segment 5 copiers are leased
for three (3) years with no option. Both segment 5 copiers will be replaced with
potentially 4 years left on the contract. The difference between OCE' and
Toshiba is $31,122/month or$373,464/year.
• The committee reviewed the vendor's deviations. Toshiba's Option 1 had no
deviations. Toshiba Option 2 had minimal deviations. OCE' had several minimal
deviations.
• The committee had several questions for each vendor (Toshiba OCE'). The
vendors responded quickly and appropriately.
• References were checked and both companies received very good
recommendations.
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• Most committee members currently used Toshiba products or had used Toshiba
and had no complaints about the customer services.
• The committee voted to recommend Toshiba based on the cost, lack of deviations,
previous service and ease of use.
ATTEST:
TY CLERK OF THE CITY OF OMAH
APPROVED S FO
cr/i
Y A Y D TE
P:\FINADM\1010slb.doc
ows the location of the
proposed tank on the property. The property is currently zoned CC, does this tank
placement meet the proper zoning setbacks for this class of zoning district.
YesKI Date & Initial: 46.1to
No Date & Initial:
If not, can you please provide me with information on what corrections would have to
be taken before the placement of this tank would be permitted at this address.
Please return all documents to myself, when you have finished your review.
43.
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NOTICE TO PUBLIC THE DAILY RECORD
The followingcil Ordinance has been set 16 OF Ow rr II �
City Council hearing on September 76, l�/�
2008, at 2:00 p.m., in the Legislative
Chambers, Omaha/Douglas Civic Center, RONALD A. HENNINGSEN, Publisher
1819 Farnam Street, at which hearing all
persons interested,may be heard. PROOF OF PUBLICATION
AN ORDINANCE to accept the RFP from
Toshiba Business Solutions for Multi-
Functional Office Machines for a five-year UNITED STATES OF AMERICA,
period ending October 15,2013, with a sole
option by the City to extend it for two one- The State of Nebraska,
year options; providing for the payments SS.
from appropriations of more than one year District of Nebraska,
in accordance with Section 5.17 of the Home County of Douglas,
Rule Charter of 1956 as amended; to
authorize the Assistant Purchasing Agent to City of Omaha,
issue purchase orders, and to provide an
effective date hereof. J.BOYD
BUSTER BROWN,
City Clerk
9-12-08 being duly sworn,deposes and says that she is
LEGAL EDITOR
of THE DAILY RECORD, of Omaha, a legal newspaper, printed and
published daily in the English language, having a bona fide paid
circulation in Douglas County in excess of 300 copies, printed in
Omaha,in said County of Douglas,for more than fifty-two weeks last
past; that the printed notice hereto attached was published in THE
DAILY RECORD,of Omaha,on
September 12, 2008
That said Newspaper during that time as regularly published and
in gener . 't�:r . in the County of u las, d State of Nebraska.
P NERA�
::�F i Subscribed presence and sworn to before
•
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)/\40/./ .
TO PUBLIC- THE DAILY RECORD
PUBLIC-ORDINA"NOTICNCE
CE NO.38246
AN ORDINANCE to accept the RFP from OF OMAHA
Toshiba Business Solutions for Multi-
Functional Office Machines for a five-year
period ending October 15,2013, with a sole RONALD A. HENNINGSEN, Publisher
option by the City to extend it for two one-
year options; providing for the payments PROOF OF PUBLICATION
from appropriations of more than one year
in accordance with Section 5.17 of the Home
Rule Charter of 1956 as amended; to UNITED STATES OF AMERICA,
authorize the Assistant Purchasing Agent to
issue purchase orders, and to provide an The State of Nebraska,
effective date hereof. SS.
SUMMARY: AN ORDINANCE to District of Nebraska,
accept the RFP from Toshiba Business County of Douglas,
Solutions for Multi-Functional Office
Machines for a five-year period ending City of Omaha,
October 15,2013,with a sole option by the
City to extend it for two one-year options; J.BOYD
providing for the payments from
appropriations of more than one year in
accordance with Section 5.17 of the Home being duly sworn,deposes and says that she is
Rule Charter of 1956 as amended; to
authorize the Assistant Purchasing Agent to LEGAL EDITOR
issue purchase orders, and to provide an
effective date hereof. of THE DAILY RECORD, of Omaha, a legal newspaper, printed and
PASSED: September 23,2008, 5-0
APPROVED BY: published daily in the English language, having a bona fide paid
MIKE FAHEY 9/25/08 circulation in Douglas Countyin excess of 300 copies, printed in
MAYOR OF THE g P r
CITY OF OMAHA Omaha,in said County of Douglas,for more than fifty-two weeks last
BUSTER BROWN, past; that theprinted notice hereto attached was published in THE
City Clerk P �
10-1-08 _- DAILY RECORD,of Omaha,on
October 1 , 2008
That said Newspaper during that 1, : was regularly published and
in g_.r• c �'at'on i- iie,inn the County t t glas,and State of Nebraska.
Q- . NERD.('
;'V- Subscri.:! in my presence and sworn to before
i'ubtlisheii' ee�10N$ 4 me this 1 S t da •f
COM " S
•adktionaMio es $ i1
,r!ll f. ,4002°.4$ s
iil i•'••
IE 0� NE6c Not is' an f o glas County,
ate of Nebraska
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