SR-850-008-02
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rE6 23 1981
santa Monica, California
LI:CAA:vcr
City Council Meeting of 2/23/88
TO:
Mayor and City council
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FROM: City staff
SUBJECT: Recommendation to Authorize city Manager .- - J
and Execute Contract for Photocopy Service in Main and
Branch Libraries
INTRODUCTION
This report requests that the City council authorize the city
Manager to negotiate and execute a contract with West Coast Copy
Inc. to provide coin-operated photocopiers for public use at the
Main and Branch Libraries.
BACKGROUND
The City provides coin-operated photocopy machines at each of the
four city libraries to facilitate the copying of library
materials for users who do not wish to check the materials out of
the library, and for reference materials the library does not
permit to circulate for home use. These machines are supplied
and maintained by a vendor at no cost to the City. In exchange,
the City participates with the vendor in the proceeds from the
sales of copies.
The City's current contract with a vendor has been extended on a
yearly basis for two years during the time the Main Library has
been closed. In anticipation of the re-opening of the Main
Library on March 21 and the resumption of normal library
activity, the City prepared an RFP and sent it to three vendors
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with extensive experience in providing coin-operated photocopy
service to libraries and commercial institutions.
Responses from the three vendors were received by the City
Librarian on February 1, 1988 and analyzed. An analysis grid is
attached. Library staff contacted vendor-supplied references as
part of the response analysis. Based upon our study, we
recommend the firm of West Coast Copy Inc. to provide the service
for the next three years.
This recommendation is based upon the following factors:
1) Machines: West Coast Copy Inc. is the only one of three
vendors proposing new current model equipment for the
branch libraries, as well as the Main Library. In
addition, West Coast Copy Inc. will provide a bill/coin
changer at the Main Library at no additional cost.
2) User Satlsfaction: Of the three vendors under
consideration two, Quality Copying Inc. and West Coast Copy
Inc., received high marks for frequency and reliability of
service from the users staff contacted. EZ Copy, Santa
Monica's current vendor, received mixed reviews. While
some libraries were completely satisfied, others reported
various problems including old machines with ongoing
service ?roblems and excessive down time, slow response
time on emergency repairs, and failure to make regular
service ~necks. These problems are the same as Santa
Monica has experienced.
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3) Accessibility of Service Personnel: West Coast Inc.
headquarters are in the San Fernando Valley, whereas EZ's
is in San Bernardino. In addition, West Coast Copy Inc.
provides photocopy service at Santa Monica College, and so
has service personnel deployed in this area.
BUDGET/FINANCIAL IMPACT
As the vendor supplies all equipment and supplies for this
service, there is no cost to the City other than the space and
utilities cost. The vendor provides a commission to the City
which is a percentage of the gross proceeds from copy sales. The
commission is recorded in Library Revenue Account
#01-907-163-000-000. Based upon previous years' experience when
the Main Library is open, revenue is estimated at $16,000 per
year.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager
to negotiate and execute a contract with West Coast Copy Inc. to
provide a coin-operated photocopy service for the Main and Branch
Libraries.
Prepared by:
Attachment:
Carol A. Aronoff, City Librarian
Vendor Analysis Grid
(coprpt)
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