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Home My WebLink About2023-4158Contract #2023-4158 CITY COUNCIL MEETING AGENDA SECTION CONSENT 0MEETING DATE MARCH 27, 2023 ITEM: Resolution 2023-23 Awarding A Copier Contract To Coordinated Business Systems, Ltd. and Appropriating a Budget Of $60,000 from the Fund Balance of Governmental Equipment Fund 431. DEPARTMENT: Finance BY/DATE:Joseph Kloiber, Finance Director/March 20, 2023 CITY STRATEGY:(please indicate areas that apply by adding a bold “X” in front of the selected text below) _Safe Community _Diverse, Welcoming “Small-Town” Feel _Economic Strength _Excellent Housing/Neighborhoods _Equity and Affordability X Strong Infrastructure/Public Services _Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population BACKGROUND: For administrative efficiency, most of the City’s largest copy machines are supported by a single centralized maintenance agreement and the devices themselves are replaced periodically in one or two large batches. The exceptions being specialized devices like the coin-operated machine at the library and the large format device used for engineering drawings, which have been purchased and maintained separately. The industry standard replacement cycle is generally five years. The City’s large copiers are all currently seven to ten years old. At this age, parts availability is increasingly problematic. The usual timing for the replacement of these devices was deferred to coincide with the occupancy of the new city hall, in order to avoid moving any device(s) between buildings. The council action proposed here reduces the number of large copiers from ten to seven, as the City’s processes have become more paperless than in the past, and the floorplan of the new city hall allows multiple departments to efficiently share a single large copier at that location. Proposals were obtained from two vendors, both of whom have provided acceptable service to the City in the past. Staff recommends the proposal from Coordinated Business Systems Ltd. (CBS), located in Burnsville, due to its favorable pricing available under the national purchasing cooperative, the Association of Educational Purchasing Agencies (AEPA) serving schools and governments. In addition, the devices proposed by CBS have slightly more capacity than the devices in the alternate proposal from Loffler. Note the equipment budget requested is 10% higher than the proposal by CBS. This is to allow for flexibility in the final configuration of the library device as staff and the vendor resolve issues with accepting public payments for prints. City of Columbia Heights - Council Letter Page 2 The two vendor proposals are summarized as follows: RECOMMENDED MOTION(S): MOTION: Move to waive the reading of Resolution 2023-23, there being ample copies available to the public. MOTION: Move to adopt Resolution 2023-23, being a resolution authorizing the city manager to enter into an agreement with Coordinated Business Systems, Ltd. for the purchase of seven Kyocera brand copy machines for up to $60,000 combined, plus maintenance costs; and to appropriate a related budget of $60,000 from the fund balance of the City’s Governmental Equipment Fund 431. CBS/Kyocera Loffler/Canon Proposed purchase price - 7 devices 55,400 65,500 Upgrade library device to 50 ppm 2,000 - Delete library payment module (3,600)- Add facsimile to police device 600 600 Purchase price as re-configured 54,400 66,100 Estimated five-year maintenance costs: Color prints 35,000 35,000 B&W prints 16,000 14,000 Staples 500 - Toner included included Total Five-year Cost to Own 105,900 115,100 March 12, 2023 www.coordinated.com . 952- 894-9460. 851 West 128th Street Burnsville MN 55337. Business Proposal Presented To: Joseph Kloiber City Administration Prepared By: Nathan Hamvas March 10, 2023 March 12, 2023 www.coordinated.com . 952- 894-9460. 851 West 128th Street Burnsville MN 55337. Proposal Summary: •Pricing based on AEPA national pricing for government, education, and non-profits. •Provides the City of Columbia Heights with the most up to date technology (ISO Certified Data Security, Streamlined Scanning, High Quality Color, 12”x 18” printing…). •The implementation is accomplished in a coordinated way: “plug and play” installation: certified I.T. support on-site and tenured trainers-minimal business distraction. •In addition to the standard streamlined scanning functions, the placement of the new system lays the groundwork for advanced scanning add-ons: establishing pre-set workflows, providing searchable content, levels of security & access and the framework for future applications. •Proposal includes the pickup/ recycling of the current equipment. If CBS is the City’s chosen vendor, we will work closely with Finance to ensure that any outstanding current contract obligations are met in a timely manner. •Resume’ •I have completed 25 years with Coordinated (12/08/1997). This is what I do every day-“Customers First, Always”. •The recommendations that I make must be a good fit because I’ll be living with them too. •As much as I want to earn the City of Columbia Height’s business today, I look forward to partnering long into the future. www.coordinated.com. 952-894-9460. 851 West 128th Street Burnsville MN 55337. March 12, 2023 Business Proposal Presented To: City of Columbia Heights Prepared By: Nathan Hamvas Kyocera TASKalfa 3554ci ➢Full Color Multifunctional System ➢Print, Scan, Copy ➢35 Pages per Minute ➢4 GB Memory ➢320 Sheet Dual Scan Document Feeder ➢Duplex Enables for 2-Sided Output ➢Mobile Print Capable (Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢10.1” Color Touch Screen ➢Paper Handling-1,150 Sheets (expandable) ➢(2) 500 Sheet Trays ➢(1) 150 Sheet Multipurpose Tray Banner Printing up to 12” x 48 *Note: This system will have the same touch screen as all other devices proposed. *Top Value Liquor $5,210.00* *Library $5,328.00* Kyocera TASKalfa 3554ci ➢Full Color Multifunctional System ➢Print, Scan, Copy ➢35 Pages per Minute ➢4 GB Memory ➢320 Sheet Dual Scan Document Feeder ➢Duplex Enables for 2-Sided Output ➢Mobile Print Capable (Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢10.1” Color Touch Screen ➢Paper Handling-2,150 Sheets (expandable) ➢(4) 500 Sheet Trays ➢(1) 150 Sheet Multipurpose Tray ➢Banner Printing up to 12” x 48” March 12, 2023 www.coordinated.com . 952- 894-9460. 851 West 128th Street Burnsville MN 55337. Jamex Model 9557 ➢Expanded payment method includes cash, credit/debit cards and mobile devices ➢Supports EMV (Chip, Tap, Mobile Pay) and mag stripe ➢Prices can be set for Cash vs Credit for all vended functions ➢Fully certified P2PE solution eases compliance requirements ➢Web based administration portal for credit card transaction review and reporting ➢Accepts any combination of nickels, dimes, quarters, dollar coins, ➢$1, $5, $10, $20 bills and gives change ➢Includes bypass key for service/staff copies with enhanced features ➢of time or value limits for no-charge use ➢Includes enhanced currency handling and enhanced functionality of the 9557 *Pay Station in Library $3,660.00* OPTIONS • High capacity coin changer • Multiple mounting options • M2M cellular modem • Extended warranty • Jamex Software Suite Administrator (meter and event activity email reporting) 9550 SERIES SUPPORT • Unmatched two-year warranty • Toll-Free technical support • Warranty parts ship overnight no charge • Instructional video library for common service/support items www.coordinated.com. 952-894-9460. 851 West 128th Street Burnsville MN 55337. March 12, 2023 Business Proposal Presented To: City of Columbia Heights Prepared By: Nathan Hamvas Kyocera TASKalfa 3554ci ➢Full Color Multifunctional System ➢Print, Scan, Copy ➢35 Pages per Minute ➢4 GB Memory ➢320 Sheet Dual Scan Document Feeder ➢Duplex Enables for 2-Sided Output ➢Mobile Print Capable (Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢10.1” Color Touch Screen ➢Paper Handling-2,150 Sheets (expandable) ➢(2) 500 Sheet Trays ➢(1) 150 Sheet Multipurpose Tray ➢1,000 Sheet Stapling Finisher Banner Printing up to 12” x 48 *Recreation $5,480.00* Kyocera TASKalfa 5054ci ➢Full Color Multifunctional System ➢Print, Scan, Copy, and Fax ➢50 Pages per Minute ➢Standard 4 GB RAM Memory ➢Dual Scan Document Processor 320 Sheets ➢10.1"Color Customizable Touch Screen ➢Duplex Enabled for 2-Sided Output ➢Mobile Print Capable (Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢Paper Handling –2,150 Sheets (expandable) ➢(2) 500 Sheet Trays (2) 1,500 ➢(1) 150 Sheet Multipurpose Tray ➢1,000 Sheet Finisher with Hole Punch ➢Banner Printing up to 12” x 48” *Police $8,300.00* www.coordinated.com. 952-894-9460. 851 West 128th Street Burnsville MN 55337. March 12, 2023 Business Proposal Presented To: City of Columbia Heights Prepared By: Nathan Hamvas Kyocera TASKalfa 5054ci ➢Full Color Multifunctional System ➢Print, Scan, Copy ➢50 Pages per Minute ➢Standard 4 GB RAM Memory ➢Dual Scan Document Processor 320 Sheets ➢10.1"Color Customizable Touch Screen Control Panel ➢Duplex Enabled for 2-Sided Output ➢Mobile Print Capable(Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢Paper Handling –1,150 Sheets (expandable) ➢(4) 500 Sheet Trays ➢(1) 150 Sheet Multipurpose Tray ➢(2) 500 Sheet Drawers ➢Banner Printing up to 12” x 48” Kyocera TASKalfa 5054ci ➢Full Color Multifunctional System ➢Print, Scan, Copy ➢50 Pages per Minute ➢Standard 4 GB RAM Memory ➢Dual Scan Document Processor 320 Sheets ➢10.1"Color Customizable Touch Screen Control Panel ➢Duplex Enabled for 2-Sided Output ➢Mobile Print Capable (Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢Paper Handling –1,150 Sheets (expandable) ➢(2) 500 Sheet Trays ➢(1) 150 Sheet Multipurpose Tray ➢Banner Printing up to 12” x 48” *Public Works $7,384.00* *Fire $8,888.00* Machines as configured above: $55,401 Maintenance & Supplies Agreement:$799.95 ➢Includes 30,700 black & white prints per month. Overages billed at $ .0085 /print. ➢Includes 11,000 color prints per month. Overages billed at $.049/print. Overages can be reconciled monthly, quarterly, semi-annually, or annually. Under this agreement, Coordinated Business Systems will provide all required preventative maintenance, break/fix service calls, travel time, labor, toner, parts and ALL consumables except for paper and staples. www.coordinated.com. 952-894-9460. 851 West 128th Street Burnsville MN 55337. Pricing Information For All Machines March 12, 2023 Business Proposal Presented To: City of Columbia Heights Prepared By: Nathan Hamvas Kyocera TASKalfa 7054ci ➢Full Color Multifunctional System ➢Print, Scan, Copy, and Optional Fax ➢70 Pages per Minute ➢320 Sheet Dual Scan Document Processor ➢600 x 600 dpi, 4800 x 1200 dpi, 1200 x 1200 dpi ➢10.1” Color Customizable Touch Screen ➢4 GB RAM Memory ➢Mobile Print Capable (Ipads, tablets, Phones, Jump Drives, Job Storage, Secured Print and Collaboration Boxes) ➢Duplex Enables for 2-sided Output ➢Paper Handling –4,150 Sheets ➢(2) 500 Sheet Tray ➢(2) 1,500 Sheet Tray ➢(1) sheet Multipurpose Tray ➢4,000 Sheet Finisher ➢Hole Punch ➢Banner Printing up to 12” x 48” *City Hall $11,151.00* ➢All machines have encrypted emailing for confidentiality. ➢Data Security Package (ISO/IEC 15408 EAL2 certified) ➢Wireless Card (CBS strongly recommends a hardwire connection) ➢Includes: Delivery/ Set up/ Calibration/Network Installation/ Training Loffler Recommended Solution Canon imageRUNNER ADVANCE DX C3826i Components Included: 25 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) · (2) 550 sheet Paper Cassettes · 100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing UFRII Print Kit, PCL Print Kit, and PS Print Kit Delivery, Professional Service Installation, Implementation and Training Proposed Configuration State Contract 189667 Purchase Price 60 Mo Lease imageRUNNER ADVANCE DX C3826i $3,412.88 $67.23 Inner 2way Tray-M1 $72.50 $1.43 Cabinet Type-W $104.40 $2.06 ESP NEXT GEN PCS POWER FILTER (120V/15A) XG-PCS-15D $138.94 2,74 Total $3,728.72 $70.72 Service and Supply Agreement: All B&W images: $0.0073 per copy Color copies billed @ $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Rates locked for 5 years Canon's signature reliability and engine technologies help keep productivity high and minimize the impact on support resources. Outstanding imaging technologies and toner allow for consistently striking images, thanks to Canon’s V2 color profile. A unique, customized experience tailored to individual preferences using My ADVANCE. Designed to achieve maximum uptime with status notifications that help keep supplies replenished and intuitive maintenance videos for consumables replacement. Recommended Solution Canon imageRUNNER ADVANCE DX C5840i Components Included: 40 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) · (2) 550 sheet Paper Cassettes · 100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing UFRII Print Kit, PCL Print Kit, and PS Print Kit Stock photo - may not represent proposed configuration Delivery, Professional Service Installation, Implementation and Training Configuration Purchase Price 60 Mo Lease Canon DX C5840i $6,432.96 $126.73 High Capacity Cassette Feeding Unit-C1 $1,303.26 $25.67 Inner Finisher-L1 $864.20 $17.02 ESP NEXT GEN PCS POWER FILTER (120V/15A) XG-PCS-15D $138.94 $2.74 Total $8,739.36 $172.16 Service and Supply Agreement: All B&W images: $0.0073 per copy Color copies billed @ $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Canon's comprehensive portfolio of imageRUNNER ADVANCE multifunction printers and integrated solutions can help simplify the end user experience and management of technology, better control sensitive information and print-related costs, and help ensure that technology investments proactively evolve with changing needs. Recommended Solution Canon imageRUNNER ADVANCE DX C5840i Components Included: 40 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) · (2) 550 sheet Paper Cassettes · 100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing UFRII Print Kit, PCL Print Kit, and PS Print Kit Stock photo - may not represent proposed configuration Delivery, Professional Service Installation, Implementation and Training Proposed Configuration State Contract 189667 Purchase Price 60 Mo Lease Canon DX C5840i $6,432.96 $126.73 High Capacity Cassette Feeding Unit-C1 $1,303.26 $25.67 Inner Finisher-L1 $864.20 $17.02 ESP NEXT GEN PCS POWER FILTER (120V/15A) XG-PCS-15D $138.94 $2.74 Total $8,739.36 $172.16 Service and Supply Agreement: All B&W images: $0.0073 per copy Color copies billed @ $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Rates locked for 5 years Canon's comprehensive portfolio of imageRUNNER ADVANCE multifunction printers and integrated solutions can help simplify the end user experience and management of technology, better control sensitive information and print-related costs, and help ensure that technology investments proactively evolve with changing needs. Recommended Solution Canon imageRUNNER ADVANCE DX C5850i Components Included: 50 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) · (2) 550 sheet Paper Cassettes · 100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing stock photo - does not represent proposed configuration UFRII Print Kit, PCL Print Kit, and PS Print Kit Delivery, Professional Service Installation, Implementation and Training Proposed Configuration State Contract 189667 Purchasae Price 60 MO Lease Canon DX C5850i $7,095.00 $139.77 High Capacity Cassette Feeding Unit-C1 $1,303.26 $25.67 Staple Finisher-AB2 $1,752.76 $34.53 Buffer Pass Unit-P2 $192.56 $3.79 ESP NEXT GEN PCS POWER FILTER (120V/15A) XG-PCS-15D $138.94 $2.74 Total $10,482.52 $206.50 Service and Supply Agreement: All B&W images: $0.0073 per copy All Color images: $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Canon's comprehensive portfolio of imageRUNNER ADVANCE multifunction printers and integrated solutions can help simplify the end user experience and management of technology, better control sensitive information and print-related costs, and help ensure that technology investments proactively evolve with changing needs. Recommended Solution Canon imageRUNNER ADVANCE DX C5840i Components Included: 40 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) ·(2) 550 sheet Paper Cassettes ·100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing Stock photo - may not represent proposed configuration UFRII Print Kit, PCL Print Kit, and PS Print Kit Delivery, Professional Service Installation, Implementation and Training Proposed Configuration State Contract 189667 Purchase Price 60 Mo Lease Canon DX C5840i $6,432.96 $126.73 Cassette Feeding Unit-AW1 $1,045.16 $20.59 Staple Finisher-AB2 $1,752.76 $34.53 Buffer Pass Unit-P2 $192.56 $3.79 ESP NEXT GEN PCS POWER FILTER (120V/15A) XG-PCS-15D $138.94 $2.74 Total $9,562.38 $188.38 Service and Supply Agreement: All B&W images: $0.0073 per copy Color copies billed @ $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Rates locked for 5 years Canon's comprehensive portfolio of imageRUNNER ADVANCE multifunction printers and integrated solutions can help simplify the end user experience and management of technology, better control sensitive information and print-related costs, and help ensure that technology investments proactively evolve with changing needs. Recommended Solution Canon imageRUNNER ADVANCE DX C5840i Components Included: 40 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) · (2) 550 sheet Paper Cassettes · 100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing UFRII Print Kit, PCL Print Kit, and PS Print Kit Stock photo - may not represent proposed configuration Delivery, Professional Service Installation, Implementation and Training Proposed Configuration State Contract 189667 Purchase Price 60 Mo Lease Canon DX C5840i $6,432.96 $126.73 High Capacity Cassette Feeding Unit-C1 $1,303.26 $25.67 Staple Finisher-AB2 $1,752.76 $34.53 Buffer Pass Unit-P2 $192.56 $3.79 2/3 Hole Puncher Unit-A1 $613.06 $12.08 ESP NEXT GEN PCS POWER FILTER (120V/15A) XG-PCS-15D $138.94 $2.74 Total $10,433.54 $205.54 Service and Supply Agreement: All B&W images: $0.0073 per copy Color copies billed @ $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Rates locked for 5 years Canon's comprehensive portfolio of imageRUNNER ADVANCE multifunction printers and integrated solutions can help simplify the end user experience and management of technology, better control sensitive information and print-related costs, and help ensure that technology investments proactively evolve with changing needs. Recommended Solution Canon imageRUNNER ADVANCE DX C5860i Components Included: 60 Pages per Minute (B&W & Color) 10.1" Intuitive Touchscreen with Smartphone-like Usability. 1200 x 1200 dpi 1,200 sheet Paper Supply (Standard) ·(2) 550 sheet Paper Cassettes ·100 sheet Stack Bypass 200-Sheet Single Pass Duplexing Document Feeder Scan Speed Single Side: up to 135 ppm Scan Speed Double Side: up to 270 ppm Color Scan to Email, Scan to File and Scan to Word Print up to 12X18 paper size 250GB HDD Automatic Trayless Duplexing stock photo - does not represent proposed configuration UFRII Print Kit, PCL Print Kit, and PS Print Kit Delivery, Professional Service Installation, Implementation and Training Proposed Configuration State Contract 189667 Purchase Price 60 Mo Lease Canon DX C5860i $9,519.30 $187.53 High Capacity Cassette Feeding Unit-C1 (2,450 sheets of letter) $1,303.26 $25.67 Staple Finisher-AB2 $1,752.76 $34.53 Buffer Pass Unit-P2 $192.56 $3.79 Power Filter $138.94 $2.74 Total $12,906.82 $254.26 Service and Supply Agreement: All B&W images: $0.0073 per copy All Color images: $0.049 per copy Includes ALL Service Calls, Parts, Labor, Toner, and Staples Rates locked for 5 years Canon's comprehensive portfolio of imageRUNNER ADVANCE multifunction printers and integrated solutions can help simplify the end user experience and management of technology, better control sensitive information and print-related costs, and help ensure that technology investments proactively evolve with changing needs.