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Home My WebLink About2008/09/23 Item 6 CITY COUNCIL AGENDA STATEMENT ~\~ CITY OF ~CHUlAVISTA SEPTEMBER 23,2008, Iteml ITEM TITLE: SUBMITTED BY: REVIEWED BY: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE PURCHASE OF PRINTER TONER CARTRIDGES FROM CORPORATE EXPRESS IMAGING AND COMPUTER GRAPHIC SUPPLIES At'ID SERVICE At'ID THE PURCHASE OF SERVICE AND MAINTENANCE OF CITY PRINTERS FROM MWB BUSINESS SYSTEMS IN ACCORDAt"lCE WITH TERMS AND CONDITIONS OF CITY OF CHULA VISTA RFP 12-07/08REVl FOR A ONE YEAR TERM BEGINNING OCTOBER I, 2008 AND ENDING SEPTEMBER 30, 2009 AND, AUTHORIZING THE PURCHASING AGENT TO APPROVE FIVE ONE-YEAR EXTENSIONS OF THE TERM THROUGH SEPTEMBER 30, 2014 DIRECTOR OF F~CE/TREAS1JRE~ CITY MANAGE~7 7 4/STHS VOTE: YES D NO 0 SUMMARY A request for proposal for printer toner cartridges and service and maintenance of printers was advertised and posted electronically. The objective was to contract with vendors who can provide quality, customer service and the best competitive pricing. Adoption of the resolution will authorize two vendors to fulfill the City's printer toner cartridge requirements and service and maintenance of priJ;1ters. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378(b)(2) of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary. 6-1 SEPTEMBER 23, 2008 Item ---k- Page 2 of3 RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not Applicable DISCUSSION Request for Proposal l2-07/08Revl was advertised in the Star News and posted electronically on PlanetBids. The objective ~as to contract with vendors who can provide the quality and customer service the City requires, as well as best competitive pricing. Vendors quoted on individual items based on estimated annual quantities and provided costs for labor and maintenance of printers. Currently, one vendor furnishes toner, parts and provides service and maintenance on our printers. On average, the City spends $80,000 annually on toner cartridges and parts. It is in the City's best interest to separate out each component of our toner and printer needs so vendors had three options to bid on: Toner Only (provide pricing for original equipment manufacturer and/or compatible toner), Service Only (provide service and maintenance of printers) and/or Toner and Service combined. Nine vendors submitted pricing for toner, five vendors for service and four vendors for toner and service combined. There were a total of twelve vendors including three local vendors who participated in the bidding process. Corporate Express Irriaging and Computer Graphic Supplies will provide service to pick up empty printer cartridges for recycling. Awarding the contract is based on the lowest responsive and responsible bidders and as a result, it is in the best interest of the City to award printer toner to Corporate Express Imaging and Computer Graphic Supplies and service and maintenance of printers to MWB. (See Attachment A) DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in California code of Regulations section I 8704.2(a)(1) is not applicable to this decision. FISCAL IMPACT There is no direct fiscal impact from approving this resolution in that funds expended will. have been approved through the normal budget or appropriation process. We do anticipate a cost savings based on the current toner pricing and the new pricing from Corporate Express Imaging and Computer Graphic Supplies. 6-2 SEPTEMBER 23, 2008 Item~ Page '3 of 3 ATTACHMENTS Attachment A - Bi d List Prepared by: Tricia lUcEwen, Procurement Specialist, Finance 6-3 *Indicates Local Vend'Jr ATTACHMENT A RFP 12-07.08REV1 Corporate Express Cartridge Depot Comlink "Cartridge Discounters Carroll Business Supply "Copy Link M&B Supplies Steven Enterprises MWB Toner Only $43,433.73 $48,565.15 $51,727.32 $58,40174 $58,630.51 $66,470.92 $68,550.21 $75,708.90 $87,134.00 Service Only MWB $6,250.00 "Business Machines Galore $8,662.50 "Cartridge Discounters $8,967.00 "Copy Link $10,890.00 Comlink $11,106.56 Service totals include preventative maintenance, labor & $5,000 for parts Based on 50 printers annually Toner & Service Combined LPS $56,726.91 Sharp Business Systems $61,304.01 "Cartridge Discounters $61,882.33 (plus repair labor & parts) Comlink $62,963.77 Totals include preventative maintenance, labor & $5,000 for parts except for Cartridge Discounters 6-4 RESOLUTiON NO. 2008- RESOLUTrON OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE PURCHASE OF PRINTER TONER CARTRIDGES FROM CORPORATE EXPRESS IMAGING AND COMPUTER GRAPHIC SUPPLIES AND SERVICE AND THE PURCHASE OF SERVICE AND IVIAINTENANCE OF CITY PRINTERS FROM MWB BUSINESS SYSTEMS IN ACCORDANCE WITH TERMS AND CONDlTIONS OF CITY OF CHULA VISTA RFP 12- 07/08REVl FOR A ONE YEAR TERM BEGn\TNING OCTOBER I, 200S AND ENDING SEPTEMBER 30, 2009 AND AUTHORIZING THE PURCHASING AGENT TO APPROVE FIVE ONE-YEAR EXTENSIONS OF THE TERM THROUGH SEPTEJ\iIBER 30, 2014 WHEREAS, Request lar Proposal I2-07/08Revl for printer toner cartridges and for service and maintenance of' City printers was advenised in the Star News and posted electronically on PlanetBids; and WHEREAS, currcl1tly, one vendor ['urnishes printer toner cartridges and provides service and maintenance on City printers; and WHEREAS, RFP 12-07/08Revl asked bidders to bid on each component of the City's toner and printer needs; Toner Only (provide pricing ['or original equipment manufacturer and/or compatible toner), Service Only (provide service and maintenance of printers) and/or Toner and Service combined; and WHEREAS. Corporate Express Imaging and Computer Graphic Supplies ~llld Service was the low bidder for printer toner cartridges and MWB Business Systems was the low bidder for the service and maintenance of City printers. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista as [allows: I. That it authorizes the purchase of printer toner cartridges from Corporate Express Imaging and Computer Graphic Supplies and Service and the purchase of service and maintenance of City printers from MWB Business Systems in accordance with terms and conditions of City o'f Chula Vista RFP 12-07/08REVl for a one year teml beginnil1g October 1,2008 and ending September 30, 2009. 6-5 Resolution NO.7 Page 2 2. That it authorizes the Purchasing Agent to approve tlve one-year extensions of the tem1 through September 30, 2014. Presentee! by Approved as to f0l111 by .. tJ \-(j-'<'/_~ Bart Miesfele! Interim City Attorney I./I~ . t // 'I' I/~_' \.../\... """ (.. G ~r-"'-. (/ Maria Kachacloorian Director of' Finance .1:\/\l["II1t..:y\I:'INi\L [{[S(jS\21J()~\I)') 2.1 f)0\C(lI"pm~tc 1:.\pr<.:~~ 11\)a~illg,d'lc 6-6