Request for a Quote Multi-Functional Photocopier. Prepared: November 21, 2014

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Cody Lyons
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1 Request for a Quote Multi-Functional Photocopier Prepared: November 21, 2014

2 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: Purchase Option 2: Lease 48 month Option 3: Lease 60 month Minor Options Option 4: Maintenance Service Agreement Option 5: Trade-in Value of Existing Machine (Kyocera) Situation Analysis Table 1: Current Use: Estimated over a 4 year period Output Copy Printer Fax Total B/W 156,572 55,734 14, ,743 Mono Color Full Color 38,335 50, ,623 Total 194, ,021 14, ,366 Scan Count Copy Scanner Fax Total Document 78,884 52,891 15, ,716 1 P a g e

3 Table 2: Current Use Estimated over a 5 year period Output Copy Printer Fax Total B/W 195,715 69,668 18, ,429 Mono Color Full Color 47,919 62, ,778 Total 243, ,527 18, ,207 Scan Count Copy Scanner Fax Total Document 98,605 66,113 19, ,645 General Specifications Table 3: Capabilities Network Unit must act as a network printer Required Speed Minimum pages per minute (PPM) Black and white Minimum pages per minute (PPM) Colour 50 PPM 45 PPM Scanning Direct to (IT support maybe required for this) Required Fax Capability Required Specifics Staple, 3 hole punch, Collate Required Equipment Paper Trays 3 trays plus manual feed High capacity (Letter) Legal Ledger Other Operating Noise Prefer quieter operating units Optional Control Function Ability to add page numbering to documents Optional Control Function Ability to edit file names of scanned documents Optional Maintenance Cost per Copy Black and White Colour Include rate(s) and conditions Additional fees Shipping, toner or parts Specified Frequency Regular maintenance schedule Specified Emergency Local, typical response time for call outs Estimated Response 2 P a g e

4 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, 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, 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 P a g e

5 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, 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 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 P a g e

6 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 COPY PRINTER FAX TOTAL B/W 210,193 74,821 19, ,395 MONO COLOR FULL COLOR 51,464 67, ,973 TOTAL 261, ,330 19, ,368 SCAN COUNT COPY SCANNER FAX TOTAL DOCUMENT 105,899 71,004 21, ,304 Table 4: Decision Matrix Criteria Weight Within Budget $12,000 total purchase price 30% Meets Required All specifications have been met 20% Specifications have been exceeded 5% Maintenance Contract Suits our needs 10% Contract Exceeds our needs 5% Options Meets some or all our options 5% On-site Training Reliability 10% Trade-in Possible 15% 100% 5 P a g e

7 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 to cfo@spallumcheentwp.bc.ca Phone: Fax: For any additional details of clarification please contact Brian Freeman-Marsh directly Thank you 6 P a g e

WOL006-2016 Photocopiers Request for Proposals

WOL006-2016 Photocopiers Request for Proposals A cultivated experience for the mind, body, and soil Date of Issue March 8, 2016 Closing Date March 22, 2016 4:30 pm Information Request Jennifer Boyd 902-542-2400