ITEM: CONSENT CALENDAR

3. CONSIDER PURCHASE OF TWO PHOTOCOPIERS

Meeting Date: April 21, 2003 Budgeted: Yes/$32,000 & $9,500

Program/Line Item No.: Fixed Assets

Staff Contact: Rick Dickhaut/ Cost Estimate: $28,556.17

Sara Ramos

General Counsel Approval: N/A

Committee Recommendation: The Administrative Committee reviewed this item at its April 14, 2003 meeting and recommended approval.

CEQA Compliance: N/A

SUMMARY: In response to a Call for Bids, the District has received bids for two digital photocopy machines: an 85-page per minute (Copier 1) and a minimum 20 page-per-minute (Copier 2). The bids for Copier 1 and Copier 2 are summarized in Table 1 and Table 2:

Table 1 (Copier 1)

Bidder	Brand	Bid Amount	Trade-in	Total
Monterey Bay Office Products	Savin 2585	$18,826.74	$1.00	$18,825.74
IKON Office Solutions	Canon imageRUNNER8500	$20,935.20	$1,500.00	$19,435.20
American Business Equipment	Toshiba e-STUDIO810	$23,347.63	$2,768.61	$21,074.02
Office Dynamics	Konica 7085	$23,583.95	$612.24	$22,971.71
Newcal Industries	Canon imageRUNNER8500	$29,960.78	$0.00	$29,960.78

Table 2 (Copier 2)

Bidder	Brand	Bid Amount
Monterey Bay Office Products	Savin 2522	$3,804.97
IKON Office Solutions	Canon imageRUNNER2200	$4355.00
Office Dynamics	Konica 7022	$6,148.78
American Business Equipment	Toshiba e-STUDIO28	$6,988.80
Newcal Industries	Canon imageRUNNER2200	$9,960.78

District staff has reviewed the bids for Copier 1. Although Table 1 identifies Monterey Bay Office Products (MBOP) as the low bidder, staff has determined that the proposed Savin 2585 does not meet all minimum specifications stated on the Call for Bids, therefore the bid must be rejected. The second lowest bidder, IKON Office solutions, proposes a Cannon imageRUNNER8500 that does meet all minimum specifications as stated in the Call for Bids as well as the District’s desires for network connectivity, which would allow the copier to be used as a printer from the computer. During field visits to view the proposed copiers, staff determined that all of the copiers proposed

shared similarities in standard performance. However, staff determined that the Canon copier demonstrated easier use and integration to the computer connectivity. Scanning capabilities would allow documents to be scanned and saved directly to the copier for future use and saved directly to the computer hard disk. Scanned documents could also be sent as e-mail attachments in TIFF (Tagged Image File Format) or PDF (Portable Document Format). To allow networking and scanning capability to save files for future use, Canon has a Universal Send package. District staff recommends acquiring these additional features to be able to create electronic files from hard copy documents. Networking and Universal Send will incur additional costs of $2,831 and $1,932, respectively, bringing total cost to $24,198.20. Table 3 lists the features that were considered in the selection of Copier 1:

Table 3 (Copier 1)

Features Included
1.	Digital Photocopying
2.	Automatic Document Feeder (ADF)
3.	Scanning documents to copier
4.	Hole-Punching
5.	Stapling
6.	Collation
7.	Copy Job Storage
Additional Features with Universal Send Package
Imaging/Document Management
1.	Send scanned documents as e-mail attachments
2.	Send scanned documents over the Internet as a fax transmission
3.	Store scanned documents in a file server/centralized directory
4.	Send scanned documents to mail boxes on the copier
5.	Send scanned documents to the network

The Universal Send package could assist staff with the goals of improving communication by providing an easier and cost-efficient method of providing the entire board packet on the web. Large internal documents could be provided electronically to the public reducing duplication and postage costs.

District staff has also reviewed the bids for Copier No. 2 and determined that the low bid by MBOP is acceptable. The cost for the Savin 2522 digital copier is $3,804.97. Table 4 lists the features of Copier 2:

Table 4 (Copier 2)

Features Included
1.	Automatic Document Feeder (ADF)
2.	Duplexing
3.	30 sheet stapling

Service Contract for Copier 1 and Copier 2

In year 2001 and 2002, the average number of copies being produced on the current Canon 6085 analog copier was 40,000. Staff anticipates that this number could gradually decrease with the capabilities of the new digital copier. Staff recommends purchasing the annual service contracts for both copiers. Staff has been very pleased with the service provided by IKON and has developed strong relations and communications with the staff at IKON. Recently, during a copier failure, IKON graciously offered use of two copiers at their local sales office resulting in staff remaining on schedule with a Board packet delivery. Also, it has come to staff’s attention that the current technician for the District will be assigned for the new digital copier and has been certified in both servicing and IT connectivity, resulting in one technician for both functions. Estimated costs are detailed in Table 5 below:

TABLE 5

Copier 1		Copier 2
Per-copy cost	.0077	Per-copy cost	.009
Annual cost (40K copies per month)	$3,696	Annual cost (15K copier per month)	$1,620

RECOMMENDATION: District staff recommends that the Board authorize expenditure of funds to purchase the Canon imageRUNNER8500 for a total cost of $24,198.20, which includes network printing software, universal send package and installation. District staff also recommends that the Board authorize expenditure of funds to purchase the Savin 2522 in the amount of $3,804.97. Finally, District staff recommends purchasing service contracts for both copiers. The Administrative Committee considered this matter on April 14, 2003 and voted 3 to 0 to recommend approval. This item will be approved if adopted along with the Consent Calendar.

BACKGROUND: The Fiscal Year 2002-2003 Budget includes $41,500 for replacement of two photocopy machines. The District’s current 85-page per minute analog copier is a 1998 Canon 6085. At the time the bid was sent out (January 2003), the Canon had a reading of 2,177,180 copies. The 22-page per minute digital photocopier will replace the current Savin 9115 (15-page per minute analog copier), which was purchased in 1999. The Savin 9115 will be used to replace an obsolete copier in the Water Resources division and the new digital copier will be centrally located upstairs at the District’s office.

U:\staff\word\boardpacket\2003\2003boardpacket\20030421\ConsentCalendar\3\item3.doc