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Home My WebLink About15 - 05BA-030 - High Speed Color Imaging SystemCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 15 December 14, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Administrative Services Department Dennis C. Danner, Administrative Services Director (949) 644 -3123 ddanner @city.newport - beach.ca.us SUBJECT: PURCHASE OF HIGH SPEED COLOR IMAGING SYSTEM RECOMMENDATION: 1. Approve the purchase of a Konica Colorforce 8050 High Speed Color Imaging System from Century Business Services, Inc. 2. Authorize a Budget Amendment appropriating $38,650 from unappropriated General Fund reserves to Account No. 7017- C0620801. DISCUSSION: The City's print shop provides full service printing and copying functions for all departments. There is currently a seven - year -old Ricoh 6110 color copier installed in the print shop that is beyond its useful life. Approximately 2 million copies have been printed on the machine to date. The copier routinely requires corrective maintenance and staff is experiencing an increasing amount of down time with the equipment. Due to its unreliability, staff has had to outsource color print jobs at a higher cost to the departments. Since the use of color copies has become more standard, our volume has increased to approximately 50,000 copies per month. After significant research, print shop staff chose the Konica Colorforce 8050 as their machine of choice. A table is included at the end of this report that highlights the differences between the existing and proposed copiers. The City's Purchasing Supervisor issued a bid package to 30+ copier firms. Five firms responded to the first bid package. Those firms were: Century Business Services, Inc.; Image IV Systems; Pacific Office Solutions; Select Office Solutions; and Royce Digital Systems, Inc. It was the intention of staff to add the new copier equipment to the City's existing contract for maintenance and supplies. Unfortunately, our current vendor for these services decided the Konica machine could not be serviced by them after the City had obtained bids for the new equipment. Pricing estimates were obtained from vendors able to provide maintenance contracts for the Konica 8050. It quickly became apparent Purchase of High Speed Color Imaging System December 14, 2004 Page 2 that a significant price difference existed between vendors when the entire 'life cost' of the copier was considered instead of just the initial purchase price of the equipment. All of the original bids for the Konica 8050 were rejected and a new bid package was issued to the original five vendors. This time a combined price on the copier equipment in addition to maintenance and supply costs was requested. Two firms responded to the Request for Proposal and Century Business Services, Inc. responded with the best price. Their price for the copier plus 18 months of maintenance and supplies is approximately $24,915 less than the cost of the second bid proposal assuming 56,250 color and 18,750 black/white copies per month. Century Business Services proposed charging a "per copy" charge only for maintenance and supplies. There is no minimum charge applied so the City will only pay for the actual copies made. Funds for the purchase of this copier have not been included in the FY 04/05 budget. We took a conservative position hoping to get one more year of use out of the machine. Unfortunately, the existing copier has become too slow and unreliable for large specialty print jobs. We can continue to use the existing equipment but since it is out of service much of the time, it is unavailable; for even routine use by departments. Staff recommends appropriation of General Fund balance for the purchase in the amount of $38,650. There are sufficient funds available to cover the maintenance and supply cost in the existing Fiscal Services Division budget. Prepared by: Lois Thompson Fiscal Operations Manager Submitted by: Dennis Danner Administrative Services Director Purchase of High Speed Color Imaging System December 14; 2004 Page 3 Existing Copier — Ricoh 6110 Proposed Copier — Konica 8050 Average weight cardstock has to be run manually with Heavy cardstock can be run from any and all trays. small amount of sheets at a time. Coated and glossy stock can be run also. Collating projects based on a document sent to the Project can be built, saved, and even exported back to a copier is limited. PC for archive or internet use. Delivers three - folding, saddle- stitched booklets, trimming, 2 & 3 hole punch, and post -sheet insertion to produce finished products. Tab pages (budget books) are outsourced, copier is Tabs can be run within the job, completed sets will come unable to print. off of the copier. 10 copies per minute. 50 copies per minute. 2 -sided copies are made by using a duplex tray limited to Copies /Prints 2 -sided documents on the fly, no duplex 20 sheets. All of one side is printed and then the other tray or sorter needed. A large 2 -sided job can be side prints. If the job is sent from a computer, each 20 accomplished as a complete set. pages have to be sent as a separate job. Attachments: BID Results Konica 8050 Specifications Budget Amendment BID RESULTS BID No. 10 -27 P.O. No. 26_ BID's were sent to the five (5) firms that responded to BID No. 4 -30 for a Konica 8050 Color Copier. The results are as shown below: Revised Total $38,648.39 $38,926.63 Rank Lowest HIGHEST Difference Lowest $278.23 C -1a Color /Copy Century Image IV 0.070 Business Systems $2,531.25 Services, Inc. C -2a Black/Copy 1 0.012 John Coventry Per Month Steve Hecht Casey Jones Item # Description Quantity [ C ] Copy /Month Total A -1 8050 Copier 1 36,147.00 36,150.00 1 36,147.00 36,150.00 SubTotal 36,147.00 36,150.00 Tax 2,801.39 2,801.63 A -2 Installation Incl.) 125.00 Total _� $38,948.39 $39,076.63 Rank Lowest HIGHEST Difference Lowest $128.23 Terms Net 30 Days Net 30 Days Delivery 10 Days 3 -10 Days B Trade -In Ricoh 6110 :100.00 - 150.00 Revised Total $38,648.39 $38,926.63 Rank Lowest HIGHEST Difference Lowest $278.23 C -1a Color /Copy 1 0.045 0.070 Per Month 56250 $2,531.25 $3,937.50 C -2a Black/Copy 1 0.012 0.010 Per Month 18750 $225.00 $187.50 [ C ] Copy /Month Total $2,756.25 $4,125.00 Initial Contract 1 2,756.250 4,125.00 Period 18 $49,612.50 $74,250.00 TOTAL 8050 Copier w/ 18 -Mo. Maint/Svc/Supp $88,260.89 $113,176.63 Difference 24,915.73 * OkC Cu2rL - ti5i .�. . I cc f,.t Notes: 1 Century came in $6,070.14 lower than his copier cost for Bid No. 4 -30 on 5/2512004 2 Image IV came in $1,724.0914 lower than his copier cost for Bid No. 4 -30 on 5/25/2004 3 The following firms did not respond to this RFO: Pacific Office Solutions, Select Office Solutions & Royce Digital Systems, Inc. r -cap konica 8050 color 10- 27.xis 1 of 1 11/12/2004 AdIlk 4W I<ONICA MINOLTA U • Fast 50 ppm color output for high -speed printing with greater impact - ideal for both central corporate reprographic departments and print- for -pay applications. Workhorse reliability with 150,000 -page maximum monthly duty cycle to meet high- volume Production demands. 4,250 -sheet maximum paper capacity when you add optional Large Capacity Tray Simitr' Color Polymerized Toner enriches solid colors . enhances fine lines, sharpens halftone images. maintains precise color stability over long orinVpopv run. ACT' (Advanced Continuous Toner') technology lets you change toner on the fly - another time- saving advantage during busy document traffic. Powerful scanning lets you convert paper documents to digital files for electronic distribution - with Scan -to- Email, Scan- to -FTP, Scan- to -HDD and Scan to- Mailbox functionality. Two print control options for maximum versatility: IP -901 includes built -in Flory° ColorWise color management utilities with Pantme support and color calibration; IP-921 provides a cost - effective attemai for office color orodimtinn environments. Advanced Fiery Graphic Arts Capabilities address the needs of graphic arts professionals with greater color precision and repeatability, support for accurate color proofing and simulations, and varied document formats. Versatile paper handling: input 11' x 17' originals, output paper sizes from 13' x 19.2'. accommodate paper weights up to 110 lb. index in standard trays - and up to 140 Ib. index stock in 250 -sheet bypass. Standard auto duplexing with automatic duplexing of up fir, 110 lb ird =v p,no, e1 f Production quality finishing: options for Iri -fold flyers, saddle- stitched booklets, multi - position stapling, trimming, 2 -hole or 3 -hole punching, and Post-sheet insertion. PageScope software enhances networking pourer for both end-user and administrator: carvers fast, flexible access to spanned documents. performs OCR, enhances images, converts file formats, integrates with enterprise systems, downloads fMai --r„r ,o,n= and ma= Full Color Printer /Copier /Scanner. Change the way you think about color. New speed in color output. New economy in color cost. New simplicity in color control. New power to make your business more competitive - with a host of management tools and options to power up your print production. 8050 ""NOW",; :. The essentials of imaging IC 2 W 4 KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC. All ages reserved Reprotluction in wide or In pan withpul wmten permisson is prohibited. Konica Mlnam and The assenllals of Imaging are trademarks or KONICA MINOLTA HOLDINGS. INC. PageScope is a trademark of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC ACT and Ad,mbdn Continuous Toner are rademarks and Simitri S a registered Nei of KONICA MINOLTA BUSINESS SOLUTIONS. Rory Fiery Logo. Color Prime, Colorwise, Command evorvookin Continuous Print. D.Bwlder. Fery DowNOadar. fiery Driven. Fiery Fegrome. Fiery Sooner. Natvined. RNMe, RIP Wile Pmt antl Weldloi are trademarks of EFI. AN other brands and product names are monitored frademan d Or Irademafns of Ibelr resdr ive owners. Bieck teat my wren mrrmdong 6 Selec:ad trom Pnnl Diner. Some functions may require Whore, %,mm may or may not be avail at time Of lance. Design S Spacifwtims are SuNect to crape hoot noi,ca Adak KONICA MINOLTA KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC. ICU Wr1.anS Drive Ramsey, NU 07446 www.kmbs Fonicamimole.us 1:111097 General Specifications TYPE Full-Color Printer /Copier /Scanner with Stationary Platen PRINTACOPY PROCESS: Third. Intermediate Transfer Laser Electreetate Method DEVELOPMENT SYSTEM: Simitri' Color Polymerized Toner PRINT /COPY SPEED (COLOR 6 Bi 50 Pont (letter, 84/2' x 11' pol l) MAXIMUM MONTHLY DUTY CYCLE 150.000 pages PRINUCOPY RESOLUTION: True 600 x 600 dpi 2400 x 600 dpi quality' GRPDATIONk 256 cop Sheila. per pxel MEMORY 512 MB (Standard) 1.5 GB (maximum) WARM -UP TIME 8 minutes FIRST COPY. 7.6 Seconds (color) 6 Seconds (B&W1 COPY OUANTITY: 1 - 9,999 copies (Countdown interrupt eacal lty) MAGNIFICATION: Zoom range: 25 - 400 %. 1 is, inacrours COLOR MODES: Auto Full Cola Black & White Single Cola EXPOSURE MODES: Text (legible text) TB%UPhofo (clear text & nalftone5) Photo Image (Colonized to gradations) Map (fine edges, legible text) ORIGINAL SIZE: Up to 11' x 17' maximum PAPER SIZE: Up to 13' x 19 2- maximum (all ii PAPER WEIGHT: Up to 110 U. index UP to 140 lb. Index in bypass and large capacity tray STANDARD PAPER SUPT 500-sheet universal paper drawers (3) 250 -sheet bypass OPTIONAL PAPER SUPPLY: 2,500 -Sheet large capacity tray MAXIMUM PAPER CAPACITY 4.250 Sheets (total. WIN options) DOCUMENT FEEDER DF -319 Reversing Auto Document Feeder Capacity 100 Sheets, 37 ppm Original Size: up to 11" x 17" 1- sided. 2 -sided originals Mixed original defection POWER REQUIREMENTS: 208 V - 240 V. 60 Hz DIMENSIONS M x D a Hp 31 -1/4- x 35' x 41 -5/8' (machine only) WEIGHT: 551 Its. 0050 Options DF -319 Resuming Automatic Document Feeder IP -901 External Fiery' Print Controller tP -921 Internal Print Controller FS -606 Booklet Finisher FS -513 Staple Finisher PK 507 Punch t9t (3 -hole) PK -508 Punch tot (2 -hole) TU-109 Trimmer Unit Timmer Adaptor Wt PI -010 Po54Sheiat Inserter LT-211 Large CEpacity Tray (2.500 Shoats) CV-110 Plalan Cover HT -106 Hard Disk Drive MU -412 Memory Upgrade (256 MB) PAGESCOPE APPLICATIONS: Network & Device Management: PageScope Net Care PageScope Network Setup PageScope EMS Flug les PageScope NDPS Gateway PageScope Address Book Utility (ABU) Document Workflow Management PageScope Cabinet Pro PageScope Router IP -901 Fri Print Controller Specifications PROCESSOR Intel Pentium 4 4B 2GHz MEMORY: Standard: 512 NIB Maximum: 1 GB HARD DRIVE: 60 GB PAGE DESCRIPTION LANGUAGE: Adobe POStSCrlpt 3 FONTS: 136 tons (Atlobe Type 1) PRINT DRIVERS: Windows 98. ME. NT 4.0. 2000. XP INTERFACE: 10/100 BaseT NETWORKING: NDS SMB AppleTalk SNMP SCANNING: Scan Maclellan; 600 do Hen/' Handle Sian 5 Scan -to -Email Scan- to -FTP Scan to -HDD Scan -to- Mailbox UTILRIES: Command Workstation- 4.1 Command Worksfafiai - LE (Mac OS 102 and above) Fiery' Downloader' Fiery" FreeForm' Fiery" Job MergEdEtlIY' Eery Spoiler' Eery` Webiool5-' Fiery' Nadi Colawise" Cola Profiler" DRIVERS: Windows 98 /NTiMEJ20007XP OPTIONS: Fiery DocBerde :' Pro 1.5 EFI Cola Proffer" Fiery` Graphic Alts Package IP -921 Internal Fiery" Pr et Available Functions Controller Spacificaaons PROCESSOR: Intel° Mobile Pentium' IIf ® B50MHz MEMORY: Standard: 256 MB Maximum: 512 MB HARD DRIVE: 40 GB (a higher) PAGE DESCRIPTION LANGUAGES: Adobe" PostScript 3 PCL 6C FONTS: 136 PostScript Fonts (Adobe' Type 1) 80 Scarab 'e PCL Fonts PRINT DRIVERS: PCUPS33 Windows 98, ME, NT 40 2000, XP PS (PPD): Mac OS 9 antl OS 10 2 and above INTERFACE: 10/100 BaseT NETWORKING: Ethernet Applei(EtherTalk) IPX/SPX (NDJ') TCP /IP (Static IP, Auto IP) SMB HTTP. SNMP. SMB, IPP PServer IS Connections) Port 9100 (Non - Status Read Back) SCANNING: Scan Resolution 600 dpi Scan -to -Email Scan - to -FTP Scan -to -HDD (Mailbox) UnnUTIES: Command Wa rSfafton' 4 1 Command WorkSfafton'- LE (Mac OS 10.2 and above) Eery' WebTd01S- Fiery' Remote Scan' 5 Fear FreeForm' 2 Remy' Job Naga/EdA" (DOCBuilder) Fiery W'ebSpooler" Fiery' Om,nloadei Fiery' ColoWnte Pro" Fiery' Mail Port' - Fiery" Delete U lity OPTIONAL SOFTWARE APPLICATIONS: EFI* DocBullda" Pro 1.5 EFI' ColorWise' Profiler Kit EFI' Grephd Arts Features: Hot Folder Auto Trapping Spot -On Auto Layout (cenmeric) Auto Sleep Made Auto Original Detection (color. BW Awto Paper Selection IAPS) Auto Power Off Auto Tray Svntch Book Creation Book Erase Book Separator, Booklet Malon9 (stitch and told) Chapter Mode Color Mates & Functions'. Auto Color. Full Color, Black & Wind MOJOS. Single Color Mode Combination (2-in4, y in -1. 8 -in -1j Copy Track Function (399 accounts) Distribution Number Stamping Duplexing(High-SPeed StackleSa Energy Star Compliant Exposure Modes (text. text WJ photo, etc.) Folding (half -told and In -told) Frame /Cantor Erase Gloss Mark Hole Punching (2 -hole or 3 -hole) Image Insertion Image Repeat Image Rotarian Job lust Job Intel Job Store (Separate Scan) Muff Page Enlargement Non -Image Area Erasa Positive'Negative Reverse Preset Jobs (max. 5 jobs) Pent Modes (text. text & phofc, etc ) Proof Copy Sherri Insertion Shift Margin Sort, Non -Sort, Group Finishing Stamp/Overlay Stapling Trimming Wheelchair Accessib.li Zoom (auto, preset. custom sites) COLOR ADJUSTMENTS: Saturation Brightness Sharpness Contrast Red Blue Green COor Balance Hue Copy Density Item x aoo)S City of Newport Beach NO. BA- 030 BUDGET AMENDMENT 2004 -05 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT: S3a,s5o.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To increase expenditure appropriations for the purchase of a high speed color imaging system. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3605 General Fund - Fund Balance REVENUE ESTIMATES (3601) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) � r Signed: / Signed: f� t Administrative Appr val: City Manager Signed: City Council Approval: City Clerk Director Amount Debit Credit $38,650.00 Automatic $38,650.00 Date /L e� Cate Date Description Division Number 7017 General Fund - Automation /Communication Account Number C0620801 Color Imaging System Division Number Account Number Division Number Account Number Division Number Account Number � r Signed: / Signed: f� t Administrative Appr val: City Manager Signed: City Council Approval: City Clerk Director Amount Debit Credit $38,650.00 Automatic $38,650.00 Date /L e� Cate Date