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Meeting Date:
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6/21/2017 - 3:30 PM
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Category:
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Consent Calendar
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Type:
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Action
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Subject:
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11.86 BUSINESS: Award of Contract for Bid 042617 to Konica Minolta for Copiers District-Wide (funded through the General Fund)
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Strategic Plan:
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Enclosure
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File Attachment:
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Summary:
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The Perris Union High School District currently leases 50 copiers districtwide. The copiers have reached the end of lease on their leasing agreements requiring renewal of existing leases or removal of the machines from the location. It is the primary goal of the District to seek and maintain best cost pricing for all items and services purchased while ensuring minimal disruption in services.
In keeping with this practice and to ensure compliance with Public Contract Code 20111 for the acquisition of new copier leases, the District formally issued and advertised for bids on March 23, 2017 and March 30, 2017. A Mandatory Pre-Bid Meeting was held on April 4, 2017 at the District Office at 1:00 P.M. with 18 copier/printer companies attending.
April 11, 2017 was the deadline for Requests for Interpretation submittals, with the District issuing a response by April 18th, 2017. Bids were due to the District on April 26, 2017 at 3:30 P.M.
Below is a list of vendors who submitted bids:
1) Konica Minolta
2) SCCS
3) Xerox Image Source
4) Valley Office Equipment
5) Toshiba Business Solutions
6) Sharp Business Systems
7) Caltronics
8) SoCal Office Technologies
9) Century Business Services
10) Canon USA
11) CBE
As part of the consultant agreement awarded at the November 2016 Board Meeting, Client Advantage conducted a print analysis and assisted District staff with specifications, terms and conditions that to be included in the bid.
Each bid was comprised of Company Overview, Digital Copier, Service and Supply Pricing Expectations and Responses to Performance Expectations. All bids were evaluated by the District’s Bid Evaluation Team, comprised of members of the District’s Business Services, Information Technology and Client Advantage. The final step was to interview the three three lowest responsive bidders. Education Code 20118.1 allows districts to select one of the three lowest responsive bidders for the procurement or maintenance, or both, of electronic data-processing systems and supporting software in any manner the board deems appropriate. These interviews were conducted on May 11, 2017.
The overwhelming consensus from the Evaluation Team was to select Konica Minolta based on the following factors:
1) Training
2) Service Support
3) Product Capabilities and Software Solutions
4) Billing / Invoicing Support
5) Commitment to Quarterly Performance Reviews
6) Price
The District recommends the award of the Agreement to Konica Minolta Business Solutions U.S.A., Incorporated for a 3-year lease for digital copiers, all inclusive service and supply, and related software.
The projected cost of the contract over the three (3) year term will be $505,073. The projected total cost for the District over the three (3) year term will be $467,073. The projected total cost for CMI over the three (3) year term will be $38,000, which will be billed as a direct cost to CMI per the Memorandum of Understanding between the PUHSD and CMI.
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Funding:
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The cost for this item will be included in the 2017-18, 2018-19, and 2019-20 operating budgets funded through the General Fund and the Charter School.
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Recommendation:
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It is recommended that the Board of Trustees approve the award of the contract for Bid 042617 to Konica Minolta Business Solutions U.S.A., Incorporated for copiers District-wide.
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Approvals:
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Recommended By:
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Signed By:
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Joseph Williams - Executive Director - Technology
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Signed By:
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Nick Newkirk - Director - Purchasing
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Signed By:
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Candace Reines - Deputy Superintendent
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Signed By:
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Grant Bennett - Superintendent
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Vote Results:
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| Original Motion | | Member David Nelissen Moved, Member Carolyn Twyman seconded to approve the Original motion 'It is recommended that the Board of Trustees approve the award of the contract for Bid 042617 to Konica Minolta Business Solutions U.S.A., Incorporated for copiers District-wide.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 4 Nay: 0. | | The motion Carried 4 - 0 | | | | | Anthony T. Stafford, Sr. | Yes | | Dr. Jose Luis Araux | Yes | | David Nelissen | Yes | | Carolyn Twyman | Yes | |
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