RES 1997-2050 - Purchase of copiers from Bishop Business Equipment Company t
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o�oth"A.A/4-4 Omaha Police Department
c': `,��� 505 South 15th Street
.Vir ; Omaha,Nebraska 68102-2769
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® ��, � � (402)444-5600
A - ti Jim Skinner
°RerFD FaBR°r�� Chief of Police
City (402)444-5666
of Omaha
FAX 444-4225
Hal Daub,Mayor .
Honorable President
and Members of the City Council,
Submitted herewith for your consideration is a Resolution authorizing the purchase of two (2)
Toshiba 6560 copiers from Bishop Business Equipment„Company, for use by the Criminal
Investigation Bureau of the Police Department of the City of Omaha.
The Police Department needs to acquire these two (2) copiers at a unit cost of$11,530.00, for an
aggregate cost of$23,060.00.
The bids were received and opened on May 7, 1997, and have been carefully reviewed by the police
administration.
The Contractor has on file a current Annual Contract Compliance Report Form(CC-1). The Human
Relations Director will monitor the Contractor to ensure compliance with the Contract Compliance
Ordinance.
Funds will be paid from the 1997 Omaha Police Department Budget, Fund 001, Agency 132,
Organization 1344.
Your favorable consideration of this Resolution is respectfully requested.
Respectfully submitted, Approved:
J
77 y7 0 €_; �fJ v 7/i5h7
Jim inner Date George L. D visYJr. Date
Cl e of Police Human Rel,.tions Director q"%YA-c`7
Approved as to Funding: Referred to City Council for Consideration:
Louis A. D'Ercole Mayor's Office/Title
Finance Director
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CITY OF OMAHA r. '.�g�
REQUEST FOR BID AND BID SHEET `'
• ON POLICE COPIERS
FROM: P.M.Burke Published April 24, 1997
. City Purchasing Agent
1003 Omaha-Douglas Civic Center NOT AN ORDER Page 1
1819 Farnam Street
Omaha,Nebraska 68183-0011
BID BOND OR CERTIFIED CHECK REQUIRED IN THE
AMOUNT OF 5% IF THE TOTAL AMOUNT
• FOR THE ITEMS OFFERED IS$20,000 OR MORE
Bid Closing Date
11:00 A.M.
IMPORTANT 4. If Federal Excise Tax applies,show amount of same and deduct.
Exemption certificates will be furnished. Do not include tax in bid..
1. Bid must be in the office of the CITY CLERK,LC-1, OMAHA-DOUGLAS
CIVIC CENTER, 1819 Farnam Street,Omaha, NE 68183-0011 by the 5. BiD MUST INCLUDE ANY DELIVERY OR SHIPPING CHARGES. .
closing date and time indicated,in sealed envelope marked BID ON 6.When submitting bid on items listed,bidder may on a separate sheet,
POLICE COPIERS make suggestions covering reduction in costs wherever this is
2. As evidence of good faith a bid bond or certified check must be possible through redesign,change of material or utilization of standard
cubmiticd...:"•bld. FAILURE TO DO SO IS CAUSE FOR REJECTION. i`=s s: quantI j changc.
3. Right is reserved to accept or reject any or all bids in their entirety and 7.If you do not desire to bid,return sheets with reasons for declining.
the bidders shall have the right to appeal any decision to the City Failure to do so will indicate your desire to be removed from our
Council. Right is also reserved to accept or reject any part cf your bid mailing list. If you desire a copy of tabulation check[ ].
unless otherwise indicated by you. Please do not call for this information.
Quote your lowest price,best delivery and terms,F.O.B.delivery point on the items(s) listed below:
QUANTITY DESCRIPTION UNIT PRICE EXTENSION
• 2 Copiers per attached six (6) pages _ _. $ 11,530.0(Yea. $23,060.00
BRAND & DESCRIPTION OFFERED Toshiba 6560
Less trade-in allowance for two Sharp 9750 units - • . , $ .. 0 lea. $ 0
All attached sheets to be filled out in their entirety. .
ENCLOSE TWO (2) COPIES OF LITERATURE •
All bidders awarded a contract in the amount of 55,000 or more must comply with the Contract Compliance Ordinance and have on file with the Human
Relations Department the Annual Contract Compliance Report(Form CC-1).This report shall be in effect for 12 months from the date received by the ' _ .. •' '
Human Relations Department.Any questions regarding the Contract Compliance Ordinance should be directed to Contract Compliance Officers Rita
Vlademar at(402)444-5067 or Tony Acosta at(402)444-5053;however,please refer any questions regarding the REQUEST FOR BID or --- -- :-
SPECIFICATIONS directly to the Purchasing Department(402)444-5400 or as shown on bid.
(Please Print Legibly or Type)
N30 Bisho Business E ui ment Compan Incorporated in
•
Payment Terms ok Firm P 9 P Y
Sinatur>/11 //
Delivery(or completion) Name Dale Davies g i/
10 calendar days following award Title Vice President Phone 551-5377 Fax 1-0448
Address 4811 Dodge St. Omaha NE 68132 A
HP-8B (94) Street/P.O.Box City State Zip
Finance Department
0MNHA..ye
of eq Purchasing Division
s
t, Omaha/Douglas Civic Center
at
1819 Farnam Street,Suite 1003
1_< Omaha,Nebraska 68183-1003
(402)444-5400
AoR �ti. Fax(402)444-5423
'rFo Fse�°r
P.M.Burke
City of Omaha Purchasing Agent
Hal Daub,Mayor
April 24, 1997
NOTICE TO BIDDERS:.
REQUEST FOR BID
ON
POLICE COPIERS
Closing Date: May 7, 1997
ADDENDUM NO. 1:
Please make the following change to POLICE COPIERS bid which closes 11:00 A.M.
on May 7, 1997:
Leasing
Cost of lease per copier per month for 60 month lease $ 270.95 /Mo. (x60)
$ 16,257.00 instead of 48 as shown.
ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING BELOW AND
ET, RNING THIS ADDENDUM WITH YOUR BID.
„..j/
M. Burke
1 City Purchasing Agent
PMB:jr
Bishop Business Equipment Company
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The City of Omaha is requesting bids for two high-volume copiers. The City will
deteimine if the units are to be purchased or leased, subject to budget restrictions, based
upon the following information.
The Criminal Investigation Bureau of the Omaha Police Department has determined that
photocopier requirements for each unit are as follows:
1`-iverage monthly volume is 100,000 copies per unit./LW 150
2. The CM requires copiers that will average 125,000 copies between service calls
(CBC's) as long as the copier is under continuous service agreement with vendor.
3). The minimum service speed of copiers the City will consider is 60 copies per minute on
8-1/2" x 11" paper. The City judged this minimum copy speed to be the determining
factor when comparing national averages of other copiers in this machine segment.G5CIYC\
4 Lequires a reverse automatic document feeder (RADF). =G,
5.1/Requires document feeder/duplex trays that will hold 5-172" x 8 1/2"`,'fo 11" x 17>
paper. Dual cassette (2 x 250), elevator tray (2,000 sheet), stack bypass (50 sheet).
Straight through feed.
6.1/Co iers must be able to copyonto Cityletterhead, transparencies, and colored paper
P P P P
stock.
7. The copiers must be able to copy from bound items, photographs, penciled and color
originals.
8. Copiers equipped with 20 bin sorter/In-line stapling.
9.'Iagnification/Zoom 64-141%. 50—2
10 Automatic duplexing.
11. Copiers must come supplied with a surge protector.
12. Price must be in effect for 180 days from the date of your bid/additional copiers
meeting these specifications may be purchased during this 180 day term.
Pricing
2 each Copiers meeting the above specifications $ (x2)$
Copier brand name, make and model offered
Trade-in offered for two Sharp 9750 units currently on site $ (x2)S
Two (2) complete copies of descriptive literature for copiers offered must accompany the
bid.
The attached "Exceptions to Specifications" sheet must be filled out noting any
exceptions, signed, and returned with bid.
The City of Omaha is requesting bids for two high-volume copiers. The City will
determine if the units are to be purchased or leased, subject to budget restrictions, based
upon the following information.
The Criminal Investigation Bureau of the Omaha Police Department has determined that
photocopier requirements for each unit are as follows:
1. Average monthly volume is 100,000 copies per unit.
2. The CIB requires copiers that will average 125,000 copies between service calls
(CBC's) as long as the copier is under continuous service agreement with vendor.
3. The minimum service speed of copiers the City will consider is 60 copies per minute on
8-1/2" x 11" paper. The City judged this minimum copy speed to be the determining
factor when comparing national averages of other copiers in this machine segment.
4. Requires a reverse automatic document feeder (RADF).
5. Requires document feeder/duplex trays that will hold 5-1/2" x 8 1/2", to 11" x 17"
paper. Dual cassette (2 x 250), elevator tray (2,000 sheet), stack bypass (50 sheet).
Straight through feed.
6. Copiers must be able to copy onto City letterhead, transparencies, and colored paper
stock.
7. The copiers must be able to copy from bound items, photographs, penciled and color
originals.
8. Copiers equipped with 20 bin sorter/In-line stapling.
9. Magnification/Zoom 64-141%.
10. Automatic duplexing.
11. Copiers must come supplied with a surge protector.
12. Price must be in effect for 180 days from the date of your bid/additional copiers
meeting these specifications may be purchased during this 180 day term.
Pricing
• 2 each Copiers meeting the above specifications $ 11 ,530.00 ( 2)$ 23,060.00
Copier brand name, make and model offered Toshiba 6560
Trade-in offered for two Sharp 9750 units currently on site $ ° (x2)$ o
Two (2) complete copies of descriptive literature for copiers offered must accompany the
bid.
The attached "Exceptions to Specifications" sheet must be filled out noting any
exceptions, signed, and returned with bid.
Leasing
The City may, subject to budget restrictions, lease two photocopiers meeting the above
described specifications.
Cost of lease per copier per month for 48 month lease $ 314.19Mo.(x48)$15.081 .12
Cost of lease per copier per month for 60 month lease $270.95 Mo.() k8)$ 16.257.00
x60
Lease options will include a $1.00 buyout option at the end of term, either 48 or 60
months.
Lease Security Deposit per unit (if applicable) $ N/A Each
advanpe payments
Number of sgcleposks required: 1 , for 1 number of months, at
the amount shown above. (First Payment Due at Signing)
Documentation Fees per unit (if applicable) $ 7.50 Each (x2) $ 15.00
Terms and Conditions
1. Does Vendor offer a standard 90-day warranty that covers all preventative
maintenance parts and items covered under the service contract regardless of copy column
within the first 90 days?
x Yes No
2. How long does Vendor offer a 100 percent money-back guarantee regardless of the
problem for the stated period of time?
None 30 days 60 days x 90 days Other
3. Will Vendor warranty these machines to perform within City specifications for a period
of 60 months or 6,000,000 impressions, whichever occurs first, and will Vendor replace
the machine on a like-for-like basis that will meet City specifications if the machine fails to
perform to City specifications while under a service agreement with Vendor, so long as
the City uses supplies recommended by the equipment manufacturer?
Please initial one:
x Yes No
•
4. Will Vendor guarantee this copier to average 125,000 impressions between any service
calls including PM service calls, during any immediately preceding 24-month period,
excluding service calls caused by an untrained operator?
Please initial one:
Yes x No
5. If"NO" to above item #4, Vendor will warranty this copier to average
impressions between any service calls including preventative maintenance service calls,
during any immediately preceding 24-month period (excluding service calls caused by an
untrained operator). Bishops will warranty machine for the entire time of lease with a
service agreement. These copiers are warranted for 150,000 copies per month.
6. Please provide three references for this specific equipment:
1. Catholic Mutual - Jane Weatherholt Company Contact/Phone# 551-8765 (6560/6550)
2. Alegent Health - Doris Johnson Company Contact/Phone# 572-2083 (6560/6550)
3. Vulcan Industries - Company Contact/Phone#712-642-2755 (6560/6550)
Service Agreement Terms and Conditions:
The City anticipates these copier to run approximately 100,000 impressions per month and
would like the service agreement to be billed monthly with overage charges for copies in
excess of the anticipated volume per month to be billed at the end of each period.
1. Will Vendor provide pages from the service manual indicating the manufacturer's
replacement schedule for preventive maintenance kits, including a detailed list of parts,
and any other consumable parts?
x Yes No
2. The average in-person service response time (including preventive maintenance calls)
by a factory trained service technician provided by Vendor will be 2 hours. The
maximum in-person service response time (including preventive maintenance calls) by a
factory trained service technician will be 4 hours.
3. If the City utilizes your company to supply the City copier needs, the City will depend
on you to provide us the necessary service support for at least the next five years. We
also are aware that there will be times when your company will be unable, for any number
of reasons, to respond to our service needs as have been stated above. Please list how you
will compensate the City for those unforeseeable times.
5% Discount on next invoice.
4. Will your company provide a loaner machine of equal or superior capability to the
C.T.B. office if a copier is down for more than eight hours of normal business operation
for the City?
x Yes No
5. Will any and all service copies run by any representative of your company be tracked
and credited back to us at the end of each service billing period?
x Yes No
Note: If service copies cannot be tracked and credited to us, we will add 5 percent to
your proposed service costs when calculating our actual service costs in our service
agreement.
6. For the entire life of the service contract between Vendor and the City, Vendor will
replace all parts and provide"Preventive Maintenance" parts according to.manufacturer's
estimated yields.
x Yes No
7. Your company currently has (number: 2 ) factory trained technicians on staff
for this specific product model and will supply us with copies of factory certificates upon
request.
8. We reserve the right to monitor or evaluate service work being performed on the
copying equipment covered with this service agreement. Will Vendor agree not o object
or hinder in any way an evaluation of the service work performed by Vendor.
x Yes No
Service Pricing
The City requests pricing about service contracts from Vendor. The price of the service
contract will include drums, developer, all consumable parts, toner waste containers and
all other supply items. All parts, travel time, mileage, and labor to keep the copiers within
manufacturer's specifications for the warranty period offered by Vendor, excluding only
toner and paper. This service must include the replacement of all parts according to the
manufacturer's estimated yields. Service includes toner.
First year service cost will be $ .0095 per impression up to All impressions, plus $N/A
per impression in excess of this quantity.
Second year service cost will $ .0095 per impression up to All impressions, plus
$ N/A per impression in excess of this quantity.
Third year service cost will be $.0095 per impression up to All impressions, plus
$ N/A per impressions in excess of this quantity.
Fourth year service cost will be $ .0099 per impression up to All impressions, plus
$ N/A per impressions in excess of this quantity.
Fifth year service cost will be $ .oiO4 per impression up to All impressions, plus
$ N/A per impression in excess of this quantity.
Toner Pricing - rncluded in Service
1. At our annual copy volume of 1,200,000 copies, we will need to buy N/A toner
cartridges per year and they will cost $ N/A each. Each cartridge will yield N/A
impressions.
2. The manufacturer uses a N/A % fill rate to determine its published toner yields.
Summary
The City will give serious consideration to the warranties, guarantees, service contracts
and any other agreements associated with the purchase/lease of this equipment that include
the replacement of parts according to manufacturer's estimated yields and machine pricing
offered by Vendor. The City will also consider your firm's commitment to service
response times as well as the compensation your firm offers should you fail to meet your
service goals.
The City reserves the right to reject any or all proposals. The final decision will be made
solely by the City.
All bids are to be submitted on this bid form as provided.
Questions regarding this bid may be directed to Lt. Robert Parker at (402) 444-4907.
•
EXCEPTIONS TO SPECIFICATIONS
Check One
x The equipment offered meets all specifications as set forth in the bid.
Name (print) Dale Davies
Signed
Title Vice-President •
The equipment offered meets all specifications with the following exceptions:
(Use separate attached sheet if more room is needed.)
•
•
•
•
Failure to list exceptions may.be cause for equipment to be rejected at time of delivery
Name (print)
Signed
Title
•
C-25A CITY OF OMAHA = °
• LEGISLATIVE CHAMBER
ti Omaha,Nebr 19
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS,bids were received and opened on May 7, 1997 for two(2)high volume
copiers for use by the Criminal Investigation Bureau of the Police Department of the Cityl'of Omaha;
and,
WHEREAS, Bishop Business Equipment Company, a Nebraska Corporation,
submitted the lowest and best bid of$11,530.00 per unit for a Toshiba 6560 copier with a total cost
of$23,060.00; and,
WHEREAS,the bids have been reviewed by Deputy Police Chief Charles J. Circo and
Jim Skinner, Chief of the Police Department, who recommend acceptance of the bid of Bishop
Business Equipment Company;and,
WHEREAS,the supplier,Bishop Business Equipment Company,is in compliance with
the City of Omaha Contract Compliance Ordinance.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF OMAHA:
THAT,the City of Omaha shall acquire for the Criminal Investigation Bureau of the
Police Department of the City of Omaha two (2) Toshiba 6560 copiers from Bishop Business
Equipment Company at a unit cost of$11,530.00, making an aggregate cost of$23,060.00, said
expenditure to be funded from the 1997 Police Department Budget, Fund 001, Agency 132,
Organization 1344.
PROVED AS TO FORM:
ka 7 3/1-7
ASSISTANT CITY ATTORNEY DATE
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