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Res. No. 189-99-10812RESOLUTION NO.189-99-10812 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER INTO A 36 MONTH LEASE AGREEMENT WITH COPYCO INC.,FOR 6 COPIER MACHINE FOR AN AMOUNT NOT TO EXCEED $60,604.20;CHARGING THE DISBURSEMENT TO ACCOUNT NUMBER 1320-513.4710 TITLED "PRINTING/BINDING/PHOTO COPY";AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,our current lease with Xerox Corporation will expire on September 30,1999. WHEREAS,quotes were obtained from the following vendors in accordance with city competitive bidding procedures: Xerox Corp.$116,830.80 Minolta $65,340.00 ♦Copyco Toshiba $60,604.20 Ikon Canon $105,248.88 Ikon Ricoh $66,511.08 Halsey Griffith Ricoh $87,759.36 WHEREAS,the current smaller copiers will be replaced with upgraded equipment and the larger copier will be digital and connected to the network. WHEREAS,Copyco lease contract will provide Emergency maintenance calls,regular maintenance and all supplies except staples and paper during the term of this lease. WHEREAS,the lease contract shall be effective October 1st,1999 through September 30,2002. NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA: Section 1.The City Manager be,and hereby is authorized to disburse the total sum of $60,604.20 to Copyco for the term of the lease contract as follows:Disbursement for the first year in the amount of $20,201.40,second year in the amount of $20,201.40,third year inthe amount of $20,201.40.All future budgets will reflect the annual lease amounts. Resolution No.189-99-10812 Continuation Copyco copier Resolution Section 2.That this budgeted disbursement be charged to 1320-513.4710 (Printing/binding/Photo copy). Section 3.This resolution shall take effect immediately upon approval. 1999. passed and adopted this 21st d^Y of September ATTEST: CITY CLERK READ AND APPROVED AS TO FORM: /&(ra*,/V-" CITY ATTORNEY APPROVED: MAYOR COMMISSION VOTE: Mayor Robaina: Vice Mayor Oliveros: Commissioner Feliu: Commissioner Bethel: Commissioner Russell: 5-0 Yea Yea Yea Yea Yea CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM To:Mayor and City Commission ^-^Date:September 16 1999 1[j/)Agenda Item # From:Charles Scurr /JfJ&O^Re:Comm.Mtg.09/21/99 City Manager \^//W^Copyco REQUEST This resolution authorizes the City Manager to execute a three-year lease contract with Copyco forsix Toshiba copiers. BACKGROUND AND ANALYSIS TheCitiesleasewithXeroxCorporationexpiresonSeptember30,1999. Copyco was the lowest quote among five other vendors.The Building and Planning Department currentlyhavealeasewithCopycoandaresatisfiedwiththeirserviceand equipment. The attached new three-year lease contract will replace four copiers with new,upgraded features,including the replacement ofthe larger copier just outside the finance Department with anewdigitalcopierconnectedtothe network.TheotherthreewillreplacetheonesinPublic WorksDept.,PoliceDepartment(upstairs)andPoliceDepartment(Communications).Twonew copiersareaddedtoneededareas,onejustoutsidetheCityClerkandParkandRecreation offices and a small one to the Motor Pool area. Among other features,thesecopierswillalsobeabletokeeptrackof usage by employee bythe issuance of asecuritycodetoeachuser.Havingadigitalcopierattachedtothenetworkwill improve thepaperflowbyallowing users tousethecopierasa "printer"forlargejobs from their work stations. Withallupgradesandthetwonewadditionalcopiers,theCitywillstillhaveminimumannual savingsofapproximately$3,400.00fromourcurrentcopierexpenses. Fundsforfirstyearare included infiscalyear 1999/2000's budget,underaccount001-1320- 513.47-10,Printing/Binding/Photo copy. RECOMMENDATION I recommend approval. CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM To:Hakeem Oshikoya Date:June 22,1999 Finance Director From:Kathy Vazquez Re:Copiers CentralServicesSpecialist I have completed my analysis for the citywide replacement of copier machines. After conversations with different department users,it was determined that everyone was fairly satisfied with what the current Xerox copiers offered other than the fact that they areoldandbreakingdownalot.Additionalfeaturesthatarenowconsideredstandards were also requested such as stapling and double-sided copies.Availability of the lobby copier was also anissue. The analysis established the following goals as critical toa successful program: •Upgrade features on allcopiersas needed, •Improveavailability of copy machines, •Eliminatelongtermagreements, •Limit capital purchases,and •Limit the expenditure for copying to departmental budget limits. Quotes were requested from the following vendors: •Minolta, •Copyco,representingToshiba, •IkonOffice Solutions,representing Ricohand Canon, •Halsey&Griffin,representing Ricoh, •Xerox In order to compare "Apples to Apples"I requested the same features from all vendors, explainedwhatwehave,ourneeds,concernsandallowedeachvendortorecommend what they felt would be the best equipment for each department.In doing this it allowed me to concentrate more on cost and service. I was very pleased with the vendor response,professionalism and enthusiasm towards their product and service.All companies have an average response time for emergency service calls of4 hours or less.Xerox by experience has proven tobe excellent in service. We currently have a lease agreement with Xerox Corporation for the large copier located outside the Finance Department that will expire in September 1999 with a buy-out cost of $1,900.00.The Public Works Department copier will also expire in November 1999 with a buy-out cost of $0.00.I have prepared a worksheet reflecting the cities cost obligation to Xerox if we decide to cancel all Xerox copier contracts and go with another vendor citywide.("See copier contract obligation"). I have attached several worksheets with different options and cost comparison. We are currently paying Xerox Corp.an estimated annual amount of $28,254.00 for all- citywide equipment leases,rentals and supplies. With my current proposal we would increase our copier availability by3 machines tobe distributed to those areas that are in need ofa copier,upgrade features and still have an estimatedannualsavings of over$3,000.00. « Please let me know when we can meet to discuss. Thanks Proposal as of October 1,1999 Commencing 10-1-1999,sign contract with Copyco,the lowest quote for a 36-month lease with all copy allowance overage at .007 per copy and supplies included except staplesandpaper. All equipment has to be under the same contract to enable us to take advantage of copy overage amounts considered asatotal instead of individually.ThismeansthatI foresee hardly ever having to pay any overage for copies because the reading taken per machine will have the total copies added together and compared to the 79,000 copies allowed per the contract. AllToshibacopierswillhave: Duplexing Stapling Sorter 10 bins energy saver auto feeder energy saver reducing/enlarging Copyco Xerox Location copy allow Monthly Oldamt FinanceDeptDigital#DP657050,000$855.071363.00 PublicWorks#35607,000$197.77243.58 P.D.Services#35607,000$197.77210.00 City Clerk/P &R (add)#35607,000$197.77198.00 P.D.Admin2nd#35607,000$197.77245.00 P.W.MotorPool (add)#13701,000$37.30 (DJJ)95.00 $1,683.45 $2,354.58 Central Services Xerox5034(add)7,000 $174.30 0.00 ($210.00 forfirst2 months oldpw) P.D.Admin 1st floor Xerox5328 7,000 $210.00 0.00 (21 mo.Contract left)pjff. $2,067.75 $2,354.58 $286.83 Times 12 months 24,813.00 28,255.00 3,442.00 Conclusion: Annual Savings of $3,400.00 Including:2-additional machines locations (Motor Pooi&city cierk/p&R) 1-additional machine(ownoldPW copier)to (Central services) Upgraded machines Supplies included DEPT. FINANCE 1-PW DJJ PDCHEF PDCOMM PD ADMIN DEPT. FINANCE 1-PW DJJ PD CHIEF PDCOMM PD ADMIN MINIMUM COPY ALLOW 50.000 7.000 1.000 7.000 7.000 7.000 ACTUAL^ AVERAGE USAGE 42.000 2.200 779 4.500 6.200 4.700 XEROX 1.515.00 409.50 92 30 409.50 409.50 409.50 $3,245.30 COPY ALLOW 30.000 5.000 15.000 7.000 15.000 COPIER VENDOR PRICE COMPARISON 7-99 MINOLTA 935.00 212.00 32.00 COPYCO TOSHIBA 1 COPIER 855.07 197.77 37.30 212.00 %197.77 COPYCO TOSHIBA 2 COPIERS 1.310.18 197.77 37.30 197.77 IKON CANON 1.153.00 434.19 33.82 212.00 $197.77 $197.77 $43419 $434.19 21200 1.815.00 MONTHLY COST 717.50 143.58 9500 245.00 210.00 198.00 $1,609.00 197 77 1,683.45 EST.AVER© SUPPLY COST 200.00 10000 INCL INCL. INCL. INCL. $300.00 197.77 2.138.56 EST.AVERAGE USAGE COST 445.00 $434.19 $2.923.58 TOTAL MONTHLY COST 1.363 00 243.58 95.00 245.00 210.00 198.00 $445.00 $2,354.58 IKON RICOH 983.83 207.47 33.82 207.47 207.47 207.47 1,847.53 HALSEY & GRIFFITH RICOH 965.81 317.10 203.55 317.10 317.10 31710 2437.76 Pagel COMMENTS "IKON 4HALSEY BASED ALLEQUIP.QUOTES ONDIGITAL "ALL QUOTES FORFINANCEEQUIP.AREDIGITAL COMMENTS THIS REPRESENTS CURRENT ACTUAL COSTS Option "A" CITY OF SOUTH MIAMI Department Proposed Solution Monthly Minimum Cost Average Volume Service Supplies Total Monthly Cost Finance ToshibaDP6570CopierSystem Finisher 1 Embeded Controller $505.07 ♦Payment DoesNot Include XeroxBuyout 50,000 $350.00 $855.07 Public Works Toshiba3560CopierSystem Automatic Document Feeder Automatic Duplexing 1,500 Sheet Cassette 600 Sheet Drawer 10-Bin Stapler Sorter $148.77 ♦Payment Does Not Include XeroxBuyout 7,000 $49.00 $197.77 Police Administration Toshiba3560CopierSystem Automatic Document Feeder Automatic Duplexing 1,500 Sheet Cassette 600 Sheet Drawer 10-Bin Stapler Sorter $148.77 7,000 $49.00 $197.77 Police Communication Toshiba3560CopierSystem Automatic Document Feeder AutomaticDuplexing 1,500 Sheet Cassette 600 Sheet Drawer 10-Bin Stapler Sorter $148.77 7,000 $49.00 $197.77 Police 2nd Floor Toshiba3560CopierSystem Automatic Document Feeder AutomaticDuplexing 1,500 Sheet Cassette 600 Sheet Drawer 10-Bin Stapler Sorter $148.77 7,000 $49.00 $197.77 Motor Pool Tcshiba 1370 CopierSystems $30.30 J 1,000 $7.00 $37.30 1 otal Proposed Copiers -6 lotal Combined Monthly Cost Including Equipment &Service/Supplies .=•$1,733.97 ////30^S'+#S53.00 ft/6Z&4& -A TOSHIBA COMPANY- TOSHIBACOPIER SALES ORDER &FACSIMILE SYSTEMS -DIGITAL DUPLICATORS -SHREDDERS -SUPPLIES -LCD MULTIMEDIA PROJECTORS orFwefteplaceme uptoSyeais CORPORATE HEADQUARTERS: 1011 S.W.3OTH AVENUE QEERRELD BEACH.FL 33442 TEL (954)428-1300 FAX (954)429-9083 BRANCH OFFICE: 901 IVDRTHPONTPICWY.STE 120 WEST PALMBEACH,FL 33407 TEL (561)684-2300 FAX (561)616-4598 BRANCH OFFICE: 14394 COMMERCE WAY MIAMILAKES.FL 33016 TEL (305)826-9700 FAX (305)826-3350 BRANCH OFFICE: 3212 SOUTHU.S.1.STE. FORTPIERCE.FL 34982 TEL (561)461-8224 FAX (561)4606840 STATEWIDE TOLL FREE 1-80O-5-C0PYC0 SHIP TO: Attn.Ms.Kathy Vazquez Companfiitv of South Miami Address:6130 Sunset Drive City:South Miami FLState: BILL TO: Zip:33143 BRANCH OFflOE 2815 DIRECTORS ROW.STE.700 ORLANDO,FL 32809 TEL (407)852-1110 FAX (407)816-1511 P.O.NO.FMV Purchase Option DATE: QUANTITY SALESPERSON:Jpdi T.rnsTpy telephone:305-663-6339 terms:36 Months @$1,130. DESCRIPTION UNIT TOTAL Toshiba DP6570 Digital Copier withFinisher&Embedded Controller AS per Lease Toshiba 3560 Copiers with Documetn Feeder &Duplexing i,duu sneet cassette,buusheet Paper Drawer,10-Bin Stapling insole ^m|||^| Toshiba 1370 Copier iNTOUCH WITH TOMORROW Sorter DEUVERY &INSTALLATION CHARGE FAX/SEGMENT 1 COPIER SEGMENT 2-6 COPIERS N/C Sub Total Sales Tax THIS ORDER IS SUBJECT TO THE TERMS AND CONDITIONS APPEARING HEREON AND ON THE REVERSE SIDE HEREOF,AND BUYER AGREES TO BE BOUND THEREBY.NO MODIFICATIONS OR ADDITIONS THERETO SHALL BE BINDING UPON SELLER UNLESS EXPRESSLY CONSENTED TO IN WRITING BY AN OFFICER OF THE CORPORATION.CREDIT WILL NOT BE ISSUED ON RETURNED SUPPLIES FOR ANY OPENED PACKAGES. SPECIAL INSTRUCTIONS All Inclusive Service -All PArts,Labor &Supplies Everything Except Paper &Staples for 79,000 Copies per Month <d $553.00 Overages Billed (g $.007 per Copy DELIVERY DATE September 27.1999 billing to begin on October 1,1999.~ Total This Order REFERENCES: BANK: TRADE: ADDRESS: TRADE: ADDRESS: CC-SO-BEV 3/99 SALESORDERSARESUBJECTTO FINAL ACCEPTANCE BY* COPYCO,INC. company nameCityofSouthMiami AUTHORIZED SIGNATURE SALESMAN'S SIGNATURE THF I ARGFST AdTHORRFn TOSHIFW DISTRIRIITDR IN TMP \i*(\ TITLE DATE Deposit Municipal True Lease Agreement Lesson -A T08HIBA COMPANY- 1011 S.W.30th Ave. Deerfieid Beach,FL 33442 Phone:954.428.1300 Fax:954:480.6713 AGREEMENT NUMBER This document Is written in "Plain English".The words you and your refer to the customer.The words Lessor,we,us and our refer jo^opyca_Eyery attempt has been made to eliminate confusing language and create a simple,easy-to-read document. CUSTOMER INFORMATION FULL LEGAL NAME OF CUSTOMER City of South Miami STREET ADDRESS 6130 Sunset Drive CITY South Miami STATE FL 33143 "^foS-bte-teW FEDERAL TAX ID.• BILLING NAME (IFDIFFERENT FROM ABOVE)BOXING STREET ADDRESS CITY STATE ZIP EQUIPMENT LOCATION (IFDIFFERENT FROM ABOVE) QUANTITY ITEM DESCRIPTION MODEL NO. Toshiba DP6570/Finisher/Embedded Controller SERIAL NO. Toshiba 3560/RADF/Duplexing/l,500 Sheet Cassette /10-Bin Si-gpUng wt^/rwnia Toshiba 1370 LEASE TERMS Term in Months 36 .(mo8.) LEASE PAYMENT AMOUNT 36 Payments of $i>lJU«4-> Lease Payment PeriodisMonthly Unless Otherwise indicated SECURITY DEPOSIT .Received THIS IS A NONCANCELABLE /IRREVOCABLE LEASE,THIS LEASE CANNOT BE CANCELED ORTERMINATED. TERMS AND CONDITIONS (THIS agreement contains provisions sHT FORTH ON TUG REVERSE SIDE.ALLOF WHICH ARE MADE A PART Q(:THIS AGREEMENT 1.ENTIRE AGREEMENT:This Lease constitutes the entire agreement between theparties regarding the Equipment,and (here are noother representations,warranties,promises,guarantees oragreements,oral or wnnen,expressed orimplied between the parties hereto with respect tothe Lease ortheequipment No modification oramendment hereoJ shall be binding upon the Lessor unless made In writing and executed on behallol Lessorbyitsdulyauthorizedofficeror agent. 2.LESSEE COVENANTS:theLessee covenants and warrants that (1)il has,inaccordance with therequirements of law,fuQy buclgeted and approprteted w^ rental payments scheduled tocomedueandtomeetitsotherobSgations under the Ag/eement andsuchhjmlsrMverKX beenexperaled (or otherpuiposes:ami (2)that there isno action,suit,proceeding or investigation pending,orthreatened inanycourt oromertrirjunal orcompetent furisdicticn,stateor(e^ way would (a)restrain orenjoin the delivery ofthe Agreement orthe ability ofihe Lessee tomake itsBase Rental Payments (as setout above);(b)contest oraffect theauthority (or theexecution ordelivery of,orthe validity ol,iheAgreement;or(c)contest theexistence andpowers ofthe Lessee;nor is there anybasis (or anysuch action,suit,proceeding orinvestigation;and (3)That theequipment will be operated andcontrolled bythe Lessee andwill beused(or essential government purposes andwin tobe essential lortheterm oftheAgreement. (4)Lesseehasnot previously terminated alease(ornon-^ppropriatforL exceptas specifically de J.SIGNATURES:Each slgnor (two If monthly payment exceeds $1,200)warrants thathe/she is fully conversant with the governing relevant legal and regulatory provisions andhas full power and authorization to bind Lessee. Slfi»or(s)for Lessee further warrants)Itsgoverning body hastaken the necessary steps;including any legal bid requirements,tinder applicable taw to arrange for acquisition ofthe Equipment;the approval andexecution hasbeen Inaccordance withallapplicable open meeting laws;andthata resolution ofthe governing bodyofLessee authorizing execution ofthe Agreement hasbeenduly adoptedandremains In full forceand effect (CONTINUED ONBACK) LESSOR ACCEPTANCE DATED:19 LESSOR:Copyco SIGNATURE TITLE CUSTOMER ACCEPTANCE DATED:19 CUSTOMER: City of South Miami SIGNATURE'TITLE SIGNATURE i TITLE (Ifpaynmt exceeds $1,200 (wo tigiMtuna are mquhwdptrpamgnph 3) ACCEPTANCE OF DELIVERY You ceitify thatall the equipment listed abovehasbeen furnished,that delivery and installation hasbeen fully completed and satisfactory.Further,all conditions andtermsofthis agreement havebeen reviewedandacknowledged.Uponyoursigningbelow,yourpromiseshereinwillbe irrevocable and unconditional inallrespects. aiamm*CitV Of South Miami s.nMATi.gp XDATEOFDELIVERY-,TITIF -ATOSHIBA COMPANY-"j^QFRCE rjQpjER AND pAX pEOpl£- DIGITAL CONNECTIVITY POLICY Thank you for your purchase of a quality digital/connectable product.It will provide years of productivity for both you andyourorganization. INSTALLATION Your purchase of a digital/connectable product includes installation and training as follows: •Digital 1-Includes up to2 hours of installation and trainings £Digital 2-Incudes up to 4 hours of installation and training.b •None.This equipment will notbe connected by Copyco atthistime. Additional installation and/or training will be billed separately at $120 per hour. ONGOING SUPPORT Copyco is pleased to provide ongoing software support for your digital/connectable product at the rate of $120 per hour.This includes support for drivers,network administration tools and other configuration issues that may ariseafterthe initial installation ofyour equipment. We offer an optional software maintenance agreement,SupportPlus.For only $1000 per year,you would have available to you or your organization up to 10 hours of onsite or telephone support from one of our engineers. Additional hours may be purchased for $100 per hour.Additional support packages are available,contact one of our contract specialists for pricing or information on the SupportPlus package right for your needs. For Additional Information on SupportPlus,Call 1-800-526-7926 x129 I have received a copy ofthis digital policy. X Authorized Signature Date City of South Miami Company Notes: A-Oigital 1 plan is for segment 1 digital copiers,connected fax machines and networked printers B-Digital 2 plan isfor segment 2-5 digital copiers and'color copiers.