Vancouver City Council |
ADMINISTRATIVE REPORT
Date:February 27, 2003
Author/Local: B. Campbell
RTS No. 03254
CC File No. 1805
Meeting Date: March 11, 2003
TO:
Vancouver City Council
FROM:
Acting Director Vancouver Public Library
SUBJECT:
Award of Contract for the Purchase of Photocopiers
RECOMMENDATION
THAT Council approve the award of a contract to Minolta Business Equipment (Canada) Ltd. to supply photocopiers at a cost of approximately $320,000.00 plus taxes to the Vancouver Public Library with funding to come from the Library's equipment reserve account and that the Director of Corporate Services of the Library be authorized to issue the purchase order.
POLICY
The policy of the Library and of Council is to award contracts for the purchase of equipment, supplies and services that will give the highest values based on quality, service and price.
Contracts with a value over $300,000.00 are referred to the Library Board and to Council.
PURPOSE
To approve the Library Board awarding of a contract for the purchase of photocopiers.
BACKGROUND
The photocopiers being replaced were purchased in 1995 or earlier and are two years beyond their regular replacement cycle.
A library staff committee representing the public services, systems and Corporate Services was established and a 70 page RFP was prepared. Eight companies were contacted and the proposal was advertised in the Vancouver Sun. Eight submissions were received. Two were removed for lack of information or lack of key functionality. Four were removed because of cost. Detailed analysis and site visits were done on Minolta and Ikon-Cannon.
DISCUSSION
Vancouver Public Library uses photocopiers both for staff functions and as a public service ancillary to our information service role. Since 1995, photocopiers have evolved from standalone analog machines to digital machines capable of networking and merging photocopying, printing, faxing and email. A detailed examination of the use of these multi-function devices was conducted and it was determined that network copier/printers could be used in staff areas and a test would be conducted with 2 network copier/printers in the public areas to determine future use.
Over the last three years, photocopying demand has diminished and accordingly the number of digital copier/printers has been reduced from 92 to 57.
The committee has taken a conservative approach to minimize the Library's exposure from too many copiers and untested use of digital copier/printer workstations in a public environment.
Evaluation criteria were as follows:
The vendors were assessed on the basic price, throughput performance, the level of local maintenance and technical support, network capabilities, physical and software security to reduce public access to the paper trays and advanced product features and the usability of the LED from a public user perspective. On all points Minolta provided the best value.
In addition the copiers being purchased from Minlota, three specialty book copiers will be purchased from another supplier. These copiers have a bevelled edge that helps protect the spine of a book when being copied.
Coin boxes are attached to the copiers used by the public to allow the public to pay for their copies. The existing coin boxes do not take the newer coins and can not be upgraded. The new coin boxes are being acquired separately from the copiers.
FINANCIAL IMPLICATIONS
The financial offer made by each of the qualifying proponents is summarized below:
Cannon $4,919 per standard unit
Minolta $4,012 per standard unitWhile the exact configuration and accessories for the copiers will be determined after the award of the contract, the estimated cost for Minlota copiers is $ 320,000 (plus taxes). The estimated cost of the specialty copiers is $ 24,000 (plus taxes) and the estimated cost of the coin boxes and change machines is $ 89,000 (plus taxes). The estimated total amount being spent is $ 433,000 plus applicable taxes. There are sufficient funds in the Library's equipment reserve account for these purchases.
CONCLUSION
Minolta Business Equipment (Canada) Ltd. has provided the best value for the Library and it is recommended that the copier purchase be awarded to Minolta Business Equipment (Canada) Ltd.
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