HomeMy WebLinkAbout10/00/1989, C-8 - COPIER SERVICES MEETING DATE:
city o san ui s OBISPO
MEM -9NUee
WaGis -COUNCIL AGENDA REPORT
FROM: Pam Voges, City Cler
SUBJECT: Copier Services
CAO RECODODMNDATION:
Adopt resolution approving contract with Kinko's as recommended
BACKGROUND:
On August 1, 1989, the Council approved a Request for Proposals to provide
for Copier Services. RFP's were solicited from 30 companies although only
three bids were received. Provisions of the copier contract are
essentially the same as the last four years except that this contract
provides for an alternative bid for recycled paper.
The vendor being recommended can provide the lowest cost per copy at a
substantially lower cost than. the City's current vendor and provide all
required services including using recycled paper and additional extras
relating to color reproduction, oversizing, drilling and card stock.
RECYCLED PAPER EVALUATION
At its August 1, 1989, meeting, the City Council requested that recycled
paper alternatives be considered in the proposal request and evaluation
process. As reflected in the attached bid evaluation summaries, the use
of recycled paper will cost 30% to 368 more than regular paper stock
($10,000 - $15,000 annually) . This cost difference may not be significant
when considered in the context of the City's commitment to recycling
policies and goals. However, there is concern regarding the performance
of recycled paper in meeting the City's reproduction needs. Accordingly,
it is recommended that recycled paper be used for all standard "black and
white" production runs for the first three months of the contract, and a
report provided to the Council at that time regarding the City's experience
with the costs and benefits of the approach.
Regardless of which type of paper stock is used, Kinko's was the lowest
bidder, and as such, award of contract to this firm is recommended.
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MINIMA
COUNCIL AGENDA REPORT
ALTERNATIVES:
1. Award contract to Kinko's as recommended. Kinko's is the least costly and
has the capability of providing all required services in addition to
providing extra services such as color copies from drawings, photographs,
books and magazines.
2. Reject all proposals and direct staff to readvertise.
3. Reject all proposals and perform copier services in-house. A high-volume
copier would need to be leased or purchased. Minimum equipment costs range
from $125,000 to $150,000.
CONCURRENCES:
Management Information Committee, City Attorney, Finance Director
FISCAL IMPACT,:
Contracting for copying services continues to provide substantial labor
savings. The current vendor runs about 94,000 copies per month. In-
house copiers run about 85,000 per month. Cost per copy from vendor
averages .04 cents. This includes all services such as binding, padding,
cutting and business cards. It also includes pick-up and delivery to City
Hall twice a day (around 10:00 a.m. and 4:00 p.m. ) . Cost per copy from
the machines at City Hall and the Police Department averages .04 cents.
Outside copier costs average 94,000 @ .04 = $3,760/month and in-house
copier costs estimated at 85,000 @ .04 = $3,400/month. Last fiscal year
total vendor costs were $45,120.
RECOMMENDATION:
Adopt resolution approving contract with Kinko's as recommended.
ATTACHMENTS:
Draft resolution
Copier Services Agreement
RFP Bid Evaluation Sheet
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RESOLUTION NO. (1989 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
APPROVING AN AGREEMENT BETWEEN THE CITY AND KINKO'S TO
PROVIDE COPIER SERVICES TO THE CITY OF SAN LUIS OBISPO
WHEREAS, that certain agreement attached hereto marked Exhibit "A" and
incorporated herein by reference approving an agreement between the City and
Kinko's is hereby approved and the Mayor is authorized to execute the same.
NOW, THEREFORE, BE IT RESOLVED that the City Clerk shall furnish a copy
of this resolution and a copy of the executed agreement approved by it to:
Kinko's, City Finance Department.
On motion of , seconded by
and on the following roll call vote:
AYES:
NOES;
ABSENT:
the foregoing Resolution was passed and adopted this day of ,
1989.
Mayor Ron Dunin
ATTEST:
City Clerk Pam Voges
Resolution No. (1989 Series)
APPROVED:
QNistr�ative officer
City Attorney
Finance Director
U ;L
Citj Clerk
1
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on
this day of
SAN LUIS between the CITY OF
OBISPO, a municipal
the Kinko's on'
corporatilhereinafterdreferred to as CITY, and
as CONTRACTOR. hereinafter referred to
WITNESSETH
WHEREAS, on September 25, 1989
of Copier Sery ces 1989, CITY invited bids for the procurement
C—C 1 - per Specification No.
WHEREAS, pursuant. to said invitation, CONTRACTOR submitted a bid which was
accepted by CITY for said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and
covenants hereinafter contained, the parties hereto agree as follows:
1. TERM The term of this Agreement shall be from the date this Agreement is
made and entered, as first written above, and shall remain in effect for a period
of. one (1) year. .
2. INCORPORATION BY REFERENCE. The Notice Inviting Bids, the General
Bid Terms and Conditions, the Special Bid Terms and Conditions, Bid Submission
Form(s), and the Bid Specifications, are hereby incorporated in and made a part
�- of this Agreement.
3. CITY'S OBLIGATIONS. For furnishing services as specified in this Agreement,
City will pay and Supplier shall receive therefor payment based upon the actual
quantities ordered and received by CITY and the unit prices bid by CONTRAC-
TOR.
Payment to the CONTRACTOR shall be made within 30 days after receipt of an
original invoice from the Supplier and acceptance of the service by City.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments
and agreements hereinafter mentioned to be made and performed by CITY. CON-
TRACTOR agrees with CITY to furnish the services and to do everything
required by this Agreement and the said specifications. Without limiting the
generality of the foregoing, CONTRACTOR warrants on behalf of itself and all
subcontractors engaged for the performance of this Agreement that only persons
authorized to work in the United States pursuant to the Immigration Reform and
Control Act of 1986 and other applicable laws shall be employed in the perfor-
mance of the work hereunder.
5. HOLD HARMLESS AND INDEMNIFICATION. CONTRACTOR agrees to
defend, indemnify, and hold harmless CITY, its officials, officers, employees,
representatives, and agents, from and against all claims, lawsuits, liabilities or
damages of whatsoever nature arising out of or in connection with, or relating in
any manner to any act or omission of CONTRACTOR, its agents, employees, and
subcontractors of any tier and employees thereof in connection with the perfor-
mance or non-performance of this Agreement. The CONTRACTOR shall tho-
roughly investigate any and all claims and indemnify the CITY and do whatever
is necessary to protect the CITY, its officials, officers, employees, agents, and
representatives, as to any such- claims, lawsuits, liabilities, expenses, or damages.
6. AMENDMENTS. Any amendment, modification, or variation from the term
Of this Agreement shall be in writing and shall be effective only
by the Director of Finance. s
Y upon approval
7• TERMINATION. If during
CONTRACTOR is not faithfully duringthe term of this Agreement, CITY determines that
herein, CITY may notify abiding by any term or condition contained
perform; which notice mut gives CONTRACTOTRACTOR in R
r such defect of failure to
ure to perform, which notice must OR in writing of such defect or fail.
thereafter in which to give CONTRACTOR a 10-day notice of time
TOR has not perform said work or cure the deficiency. If CONTRAC_
Per the work or cured the deficiency within the ten days spe.
cified in the notice, such shall constitute a breach of this Agreement and
may terminate this Agreement immediately by written noticegto supplier
effect. Thereafter, neither CITY
responsibilities, or rights underthisshallhave
except, however,
any obligations to said
obligations of CONTRACTOR'S surety shall remain in full force and effect, and
shall not be extinguished, reduced, or in an y and all
nation
hereof. Ia said event, CON Y manner waived b
its services shall be entitled to the reasonable TRACTOR value of
Performed from the beginning of the period in which the breach
occurs up to the day it received CITY'S Notice of Termination, minus any offset
from such payment representing +
reserves the right to dela an the CITY'S damages from such breach.
donment of the Y Y such payment until completion or confirmedT ban-
project, as may be determined in the CITg of cots. Y'S sole discretion, so as
to permit a full and complete accountin
CONTRACTOR be entitled to receive in sIn no event,
ever, shall
bid. xcessof the compensation
quoted in its
$• COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated herein b '
agreement between the parties hereto reference shall constitute the complete
representation not reduced to writing and specifically incorporated herein shall be
oral agreement, understanding, or
of any force or effect, nor shall ay such oral agreeme
nnt, understanding,representation be binding upon the parties hereto.
g, or
9• ANTI-DISCRIMINATION. In the
SUPPLIER, agrees that it will not engage f Performance
Permit the terms b this Agreement,
may employ, to engage in discrimination in employment of such subcontractors as it
race, color, sex, national origin manonancestry,
ra thisPersons because l age,
provision may result in the imposition tion of 1penl of such persons. Violation
Code Section 1735. penalties referred to in
Labor
10. AUDIT. CITY shall have the option of inspecting and/or a
and other written materials used by CONTRACTOR in � auditing all records
CITY as condition precedent to any payment to CONTRACTOri
RS:,its statements to
11. NOTICE. All written notices to the parties hereto shall be sent by United
States mail, postage prepaid by registered or certified mail addressed as follows:
CITY: Pam Voges
City Clerk
990 Palm Street
San Luis Obispo P , CA 93401 '
CONTRACTOR: Kinko,s \
John Concha, Mana$er
\ 882 Marsh St. J1
\San Luis Obispo, CA 93401—
12. AUTHORITY TO EXECUTE AGREEMENT. Both CITY and CONTRACTOR
do covenant that each individual executing this agreement on behalf of each party
is a person duly authorized and empowered to execute Agreements for such party.
IN WITNESS WEREOF, the parties hereto have caused this instrument to be
executed the*day and year first above written.
ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation
By:
CONTRACTOR:
By:
APPROVED ED AS TO ORMana eT - Kinko's
By
Vicki Finu e, Acting City Attorney
APPROVED AS TO CONTENT:
n Dunn, Adt* r
William C. - tatler -
Director of Finance
COPYING SERVICES BID EVALUATION SHEET
<-----------BIDS----------> <--------WEIGHTING-------->
WEIGHT ITEM POOR POOR
MILLS RICHARD KINKO'S MILLS RICHARD KINKO'S
BASIC COPYING CHARGE: (NON-
RECYCLED PAPER) 11" OR 14"
7% 1-9 COPIES SO.0400 $0.0600 0.025 7.0
55% 10=399 COPIES $0.0350 SO.D300 0.025 55.0
9% 400-1000 COPIES $0.0300 50.0250 0.025 4.5 4.5
2% 1001+ COPIES 80.0250 50.0225 0.025 2.0
BASIC COPYING CHARGE
(RECYCLED PAPER) 11" OR 14"
7% 1-9 COPIES N/A 50.0650 0.034 N/A 7.0
55% 10-399 COPIES N/A 80.0350 0.034 N/A 55.0
9% 400.1000 COPIES N/A 80.0300 0.034 N/A 9.0
2% 1001+ COPIES N/A $0.0275 0.034 N/A 2.0
5% COLOR BOND 50.0100 50.0150 $0.0050 5.0
1% COLOR OFFSET 80.0100 50.0200 $0.0100 0.5 0.5
1% FANCY FINISH $0.0300 $0.0250 50.0300 1.0
1% BRIGHT/FLUORESCENT 80.0200 $0.0200 $0.0100 1.0
1% CARD/COVER (1118) 80.0500 $0.0500 $0.0300 1.0
1% CARD/COVER (1411) 80.0600 $0.0600 80.0350 1.0
2% NCR (2-PART) $0.1200 $0.1300 $0.1200 1.0 1.0
3% NCR (3-PART) $0.1500 80.2000 $0.1800 3.0 3.0
3% NCR (4-PART) 50.1800 80.2500 80.2200 3.0 3.0
1% COLOR COPY (1111) N/A 81.7500 51.7500 0.5 0.5
1% COLOR COPY (1419) N/A $2.2500 82.2500 0.5 0.5
1% COLOR COPY (1711) N/A $3.5000 83.0000 1.0
3% CERLOX BINDING $1.0000 $0.9500 81.0000 3.0
1% VELO BINDING N/A $1.2500 $1.0000 1.0
1% SADDLE STITCH 50.0200 $0.0300 80.0500 1.0
2% SIDE STITCH $0.0200 $0.0300 80.0100 2.0
1% DRILLING $5.0000 82.0000 $2.0000 0.5 0.5
1% CUTTING $0.5000 80.5000 80.5000 0.3 0.3 0.3
1% FOLDING (INCL. SET-UP) 51.0000 $6.0000 $1.0000 0.5 0.5
1% COPY PREP 835.0000 $15.0000 $15.0000 0.5 0.5
NON-RECYCLED TOTAL-> 9.3 12.8 88.8
RECYCLED TOTAL-> 9.3 17.3 84.3
Cj �'�
COPYING SERVICES BID EVALUATION SHEET
Seven copies, 1-side, color paper 100 copies, 20-pg report,co(or cover
<-- ------SAMPLE A-------------> I <--------`----SAMPLE 6-------------> I
I i
WEIGHT ITEM I POOR I POOR j
QUANTITY MILLS _ RICHARD KINKO'S I QUANTITY MILLS RICHARD KINKO'S
I d I
BASIC COPYING CHARGE (NON- I I I
RECYCLED PAPER) 1111 OR 141, I I I
7% 1.9 COPIES I 7 80.28 $0.42 80.18 I'
55% 10-399 COPIES I I 2100 $73.50 $63.00 852.50
9% 400.1000 COPIES I I I
2% 1001+ COPIES I I I
I I I
BASIC COPYING CHARGE I I
(RECYCLED PAPER) 11" OR 149" I I I
7% 1.9 COPIES I 7 N/A 80.46 80.24 I I
55% 10-.399 COPIES I I 2100 N/A $73.50 $71.40
9% 400-1000 COPIES
2% 1001+ COPIES I I I
i
5% COLOR BOND I 7 $0.07 80.10 80.04
1% COLOR OFFSET
1% FANCY FINISH I I I
1% BRIGHT/FLUORESCENT I I I
1% CARD/COVER (1111) ( I 200 810.00 $10.00 86.00
1% CARD/COVER (1411) I I I
i-_ 2% NCR (2-PART) I I I
3% NCR (3-PART)
3% NCR (4-PART) I I I
1% COLOR COPY (1111) I I I
1% COLOR COPY (1411) I I I
1% COLOR COPY (1711) I I I
3% CERLOX BINDING I I I
1% VELD BINDING I I I
1% SADDLE STITCH
2% SIDE STITCH I I 100 82.00 $3.00 .$1.00
1% DRILLING I I I
1% CUTTING I I I
1% FOLDING (INCL. SET-UP) I I I
1% COPY PREP I I I
NON-RECYCLED TOTAL-' 80.35 .$0.53 50.21 885.50 $76.00 859.50
RECYCLED TOTAL-> N/A- 80.56 80.27 N/A $86.50 878.40
COPYING SERVICES BID EVALUATION SHEET
500 copies, 2-page letter, folded 2000 copies, 4-pg survey, stapled
<------------•SAMPLE C-------------> I <-------------SAMPLE D-------------> I
I II
WEIGHT ITEM I POOR I POOR
QUANTITY MILLS RICHARD KINKO-S I QUANTITY MILLS RICHARD KINKO'S
I I I
BASIC COPYING CHARGE (NON- I I
RECYCLED PAPER) 11" OR 14° I I I
7% 1-9 COPIES I I I
55% 10-399 COPIES
9% 400-1000 COPIES I 1000 $30.00 $25.00 $25:00 I I
2% 1001+ COPIES I I 8000 $200.00 $180.00 $200.00
I I I
BASIC COPYING CHARGE
(RECYCLED PAPER) 17" OR 141,
7% 1-9 COPIES
55% 10-399 COPIES
9% 400-1000 COPIES I 1000 N/A $30.00 $34.00
2% 1001+ COPIES I I 8000 N/A $220.00 $272.00
I I I
5% COLOR BOND
1% COLOR OFFSET I I
1% FANCY FINISH
1% BRIGHT/FLUORESCENT I I I
1% CARD/COVER (11")
1% CARD/COVER (14") I I
2% NCR (2-PART)
3% NCR (3-PART)
3% NCR (4-PART) I I
1% COLOR COPY (1110) I I
1% COLOR COPY (1411)
1% COLOR COPY (1711)
3% CERLO% BINDING
1% VELO BINDING I I
1% SADDLE. STITCH
2% SIDE STITCH I I 2000 $40.00 $60.00 $20.00
1% DRILLING
1% CUTTING
1% FOLDING (INCL. SET-UP) I 5 $5.00 $10.00 $5.00 I I
1% COPY PREP
NON-RECYCLED TOTAL-> $35.00 $35.00 $30.00 $240.00 $240.00 S220.00
RECYCLED TOTAL-> N/A $40.00 $39.00 N/A $280.00 $292.00
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