SR-02-11-2014-3CCity Council Meeting: February 11, 2014
Agenda Item: 3®c-
To: Mayor and City Council
From: Sarah P. Gorman, Records & Election Services Director
Subject: Award a Non - Renewable Lease Agreement for One Xerox Color Copy
Machine for the City's Print Shop
Recommended Action
Staff recommends that the City Council award Bid #4105 and authorize the City
Manager to execute a Contractual Services Agreement with Xerox Corporation, a
Connecticut -based company, in the amount of $346,020 for a five -year period for the
lease and maintenance of one color copy machine, with future year funding contingent
on Council budget approval.
Executive Summary
The Print Shop, under the Support Services Division of the Records & Election
Services Department, provides internal printing and bindery services to City
departments. With the lease expiration of one of two color copy machines, the Support
Services Division solicited bids for a replacement. Staff recommends awarding Bid
#4105 to Xerox Corporation for a 60 month lease and maintenance for a color copy
machine, as required by the Print Shop.
Background
The City Clerk's Office has provided printing services to City departments since the
early 1980's. In September 10, 1996, Council approved the lease of a color copier to
allow the Print Shop to produce full color documents as City departments were sending
color print jobs to outside vendors. On average, the Print Shop prints over one million
pages a year of which over 800,000 or 80% are color pages. With the lease expiration
of one of two color copy machines, staff seeks a new machine to replace an older and
less cost - efficient machine to continue to produce large volume, full color documents for
City staff.
1
Discussion
Vendor Selection
In October 2013, the City published Notices Inviting Bids to furnish and provide a 60
month lease and maintenance for a color copy machine as required by the Support
Services Division /Records & Election Services (City Clerk) Department responsible for
providing internal printing services in accordance with City specifications.. The bid was
posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Santa Monica Municipal Code
(SMMC) provisions. 541 vendors were notified and 23 vendors downloaded the bid.
Six bids were received and publicly opened on November 12, 2013 per Attachment A.
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product and service, compliance with City
sustainability requirements and specifications and trial runs with the actual product.
Xerox Corporation is not the lowest bidder, but offered a color copy machine with 2600
x 2600 Dots Per Inch (DPI), excellent color consistency, the option to deactivate colored
toner to produce solid black prints, skewing (ability to straighten images), improved
center registration to align double -sided copies, a booklet maker, a self - cleaning fuser
and corotron wires, a seamless belt and inline cooling module for better temperature
control, an inline de- curler to straighten paper, a shorter paper path causing less
jamming, and better ergonomics to reduce repetitive bending and prevent injuries. The
savings in staff time and increase in productivity will outweigh the cost difference
between the other proposed machines over the five -year period. Based on these
criteria, Xerox Corporation is recommended as the best bidder to provide a 60 month
lease and maintenance for a color copy machine in accordance with the City
specification.
Financial Impacts & Budget Actions
The lease agreement to be awarded to Xerox Corporation is for an amount not to
exceed $346,020 for a five -year period. Funds for Fiscal Year (FY) 2013 -14 and FY
2
2014 -15 in the amount of $69,204, per year are available in FY 2013 -15 budget in the
Records & Election Services Department. The agreement will be charged to account
01214.522610. Budget authority for subsequent budget years will be requested in each
budget for Council approval. Funding for future year is contingent on Council budget
approval.
Prepared by: Sarah P. Gorman, City Clerk
Approved:
Forwarded to Council:
r, '.,G
Sarah P. Gorman Rod Gould
Director, Records & Election Services City Manager
Attachments:
A. Bid Summary
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Reference:
Agreement No. 9869
(CCS)