Transcript
Request for a Quote Multi-Functional Photocopier
Prepared: November 21, 2014
Township of Spallumcheen
Multi-Function Photocopier
Introduction The Township of Spallumcheen has approved the replacement of the sole Municipal Multi-function photocopier. This brief report will summarize the current situation, the future office needs and develop criteria to be proposed to four vendors for quote submission. The total budget for a purchase is $12,000, annual operating expenses (maintenance service agreement) and existing machine trade-in; in addition lease options are being considered. The following options are detailed: Major Options
Option 1: Option 2: Option 3:
Purchase Lease 48 month Lease 60 month
Minor Options
Option 4: Option 5:
Maintenance Service Agreement Trade-in Value of Existing Machine (Kyocera)
Situation Analysis
Table 1: Current Use: Estimated over a 4 year period
Output B/W Mono Color Full Color Total Scan Count Document
1|Page
Copy
Printer
Fax
Total
156,572
55,734
14,437
226,743
0
0
0
0
38,335
50,287
0
88,623
194,908
106,021
14,437
315,366
Copy
Scanner
Fax
Total
78,884
52,891
15,942
147,716
Township of Spallumcheen
Multi-Function Photocopier
Table 2: Current Use Estimated over a 5 year period
Output
Copy
Printer
Fax
Total
B/W
195,715
69,668
18,046
283,429
Mono Color
0
0
0
0
Full Color
47,919
62,859
0
110,778
Total
243,635
132,527
18,046
394,207
Scan Count
Copy
Scanner
Fax
Total
Document
98,605
66,113
19,927
184,645
General Specifications Table 3: Multi-Function Photocopier
Capabilities Network Speed Scanning Fax Specifics Equipment Paper Trays
Other Operating Noise Control Function Control Function Maintenance Cost per Copy
Additional fees Frequency Emergency Response 2|Page
Unit must act as a network printer Minimum pages per minute (PPM) Black and white Minimum pages per minute (PPM) Colour Direct to email (IT support maybe required for this) Capability Staple, 3 hole punch, Collate 3 trays plus manual feed
Prefer quieter operating units Ability to add page numbering to documents Ability to edit file names of scanned documents Black and White Colour Shipping, toner or parts Regular maintenance schedule Local, typical response time for call outs
Required 50 PPM 45 PPM Required Required Required High capacity (Letter) Legal Ledger Optional Optional Optional Include rate(s) and conditions Specified Specified Estimated
Township of Spallumcheen
Multi-Function Photocopier
The Township is interested in developing a close working relationship with a Supplier that will assist in achieving the following objectives:
Reduce operating costs for photocopying, printing, faxing and scanning, without reducing quality or service currently enjoyed by the end users.
Replace the existing Multi-Functional Photocopier with the most current technology and related maintenance service agreement.
Ensure that all equipment is well maintained, end users are well trained, and ongoing service needs are responded to in a timely manner.
Major & Minor Option Details Option 1:
Purchase
Direct purchase not to exceed total after tax cost of $12,000 (may include tradein value in Option 5 if applicable) New machine ONLY to be considered (no refurbished units please)
Option 2:
Lease for Four year or 48 months
The term of this lease option is for four (4) years, beginning January 1, 2015, and terminating on December 31, 2019. There is one (1) additional one (1) year option for extension, subject to mutual agreement and under the same terms and conditions, bringing the total possible contract length to five (5) years, or December 31, 2020. Consideration for option to purchase at the end of the lease will be considered
Pricing is to remain fixed for each of the initial terms, to December 31, 2019, or, December 31, 2020 respectively. For the optional extension year, if offered, a price adjustment may be requested by the successful supplier. Any such requests for adjustment must be substantiated by relevant economic factors, and must be supported by proof of cost increases such as supplier invoices, commodity prices, etc. In any event, the maximum price escalation in extension year will not be in excess of the 12-month change in the Consumer Price Index (CPI) published by Statistics Canada for the month of November 2019.
3|Page
Township of Spallumcheen
Multi-Function Photocopier
Option 3: Lease for Five years of 60 months
The term of this lease option is for five (5) years, beginning January 1, 2015, and terminating on December 31, 2020. There is no consideration for extension on this term. Consideration for option to purchase at the end of the lease will be considered.
Options 1-3: Additional Considerations requested in the submission include:
On-site delivery and set-up (include any costs) o To the Township of Spallumcheen:
4144 Spallumcheen Way Spallumcheen, B.C. V0E 1B6
On-site Training (specific hours) Three references of clients utilizing specific product or similar model Warrantee Specifications
Minor Options Option 4:
Maintenance Service Agreement
The terms of the contract should take into consideration the amount of color copies as a major factor as this trend is anticipated to continue. Specify the annual price increase proposed in the Maintenance service agreement, written notification is required more that 30 days prior to the effective date of any pricing changes.
Option 5:
Trade-in Value of Existing Machine (Kyocera)
Model Kyocero KM-C4035E
Specifications Summary: Output Speed: Up to 35ppm in A4 Colour; Up to 17ppm in A3 Colour Up to 40ppm in A4 B&W; Up to 20ppm in A3 B&W Resolution: 600 x 600 dpi Multi Bit Technology First Copy Out Time: 5.5 Seconds in B&W; 7.5 Seconds in Colour Paper Capacity: 2x 500 sheet universal Cassettes + 100 sheet MPT + Duplex standard (Maximum: 4,100) Memory: Copier: 768MB + 40GB HDD Standard Printer: 256MB Standard Network Colour Printing: Standard Network Colour Scanning: Standard
4|Page
Township of Spallumcheen
Multi-Function Photocopier
PDF Encyption & Compression: Standard Finishing Options: Up to 1,000 Sheet Finisher with 1 Position Stapling Up to 3,000 Sheet Finisher with 3 position Stapling Optional Booklet Folder, Mail Bin (7) & Hole Punch Unit Other Options: Fax System, 1,000 Sheet Paper Feeder, 3,000 Sheet Paper Feeder, Automatic Document Feeder, Data Security, 256MB & 512MB Additional Printer Memory, 40GB HDD for Printing
Current Meter Reads:
OUTPUT COUNT B/W
COPY
PRINTER
FAX
TOTAL
210,193
74,821
19,381
0
0
0
FULL COLOR
51,464
67,509
TOTAL
261,657
142,330
19,381
423,368
COPY
SCANNER
FAX
TOTAL
105,899
71,004
21,401
198,304
MONO COLOR
SCAN COUNT DOCUMENT
304,395
118,973
Table 4: Decision Matrix
Criteria Within Budget Meets Required Maintenance Options On-site Training Trade-in
5|Page
$12,000 total purchase price All specifications have been met Specifications have been exceeded Contract Suits our needs Contract Exceeds our needs Meets some or all our options Reliability Possible
Weight 30% 20% 5% 10% 5% 5% 10% 15% 100%
Township of Spallumcheen
Multi-Function Photocopier
Conclusion The Township of Spallumcheen invites a quote submission for the supply, delivery, installation and/or maintenance service of our multi-functional photocopier located at the Municipal office at 4144 Spallumcheen Way, Spallumcheen, B.C.
Please submit quotes, by December 5, 2014 for consideration to attention: Brian Freeman-Marsh, CFO by email to
[email protected] Phone:
250-546-3013
Fax:
250-546-8878
For any additional details of clarification please contact Brian Freeman-Marsh directly 250-546-3013.
Thank you
6|Page
