HomeMy WebLinkAbout20090601 - VI-06
To: Mayor Hicks and City Councilmembers
From: Melanie Mesko Lee, Assistant City Administrator
Date: May 27, 2009
Re: Approve Solicitation for Requests for Proposal for Copier Equipment
Requested Action
Approve the attached Request for Proposal, soliciting proposals copier equipment for city facilities.
Background
The City has worked with Canon Business Solutions since 2004, providing copiers for the City’s
facilities. The current lease expires in September 2009, and a task force of staff has been working the last
several weeks on development of an RFP, and identifying goals and objectives we hope to accomplish
with updated equipment. These objectives include expanded attention on energy efficient equipment,
with a goal of decreasing use of current of stand-alone printers through attrition (will not be replaced) and
expanded use of current document retention system, with the goal of reducing current paper use.
Additionally, we are exploring what our options are with environmentally aware products and equipment,
all while working within our current expenditures as a future budget. Finally, we hope to challenge
vendors to think creatively about different ways to meet our goals and objectives through use of
technology, which we may not be aware of currently.
Staff expects to continue this process through the next few months and bring a recommendation back for
Council action in September 2009.
If you have any questions, please let me know.
51P 2009May
REQUEST FOR PROPOSAL
COPIER SERVICES & EQUIPMENT
Introduction to Proposal
The City of Hastings is soliciting proposals for copiers for City facilities. The successful proposal
will meet the needs identified in this request for proposal, as well as include other features or
capabilities which may provide additional value through scanning, reduction in paper use, or other
measures. The City will consider entering into a three, four or five year contract for this equipment
and services.
Included in the Request for Proposal (RFP) is a more detailed description of the services to be
provided, an outline of the proposal requirements, and a description of the proposal review process.
All inquiries and contacts relating to this process should be directed to Melanie Mesko Lee at (651)
480-2326 or mmesko_lee@ci.hastings.mn.us Failure to comply with this requirement could result in
disqualification of your proposal.
Proposals must be received by 4:30 PM, Friday, July 3, 2009. See Part V for a full tentative schedule.
Broad Overview
Hastings is an historic, yet growing community with approximately 23,000 residents. The city
celebrated its sesquicentennial in 2007 and is one of the state’s oldest cities. Hastings utilizes a City
Council/ Administrator form of government and provides a full array of municipal services. The
City Council is the final review and approval authority regarding all contracts, payments, plans,
improvements, policies, procedures, and other business of the city. The seven-member City Council,
composed of four ward Councilmembers, two at-large Councilmembers and a mayor elected at-large,
is the legislative and policy making body of the city. The mayor and council members are elected to
staggered four year terms.
Process
The City is utilizing an employee committee to review options and provide a recommendation to the
City Administrator. The committee will meet with each vendor once to discuss needs and to engage
in an informational discussion if the vendor wishes.
The final decision will be made and approved by the Hastings City Council.
City of Hastings Copier
Request for Proposal
Current Equipment
The City is nearing the end of a four-year lease with Canon Business Solutions for copier equipment. The equipment currently in place is as follows:
Location Copier Copy Main Features Notes Unmet Needs/Possible Additional
Speed Features
st
City Hall-1 Floor IR8070 80 cpm Staple, City’s workhorse machine; used Color capabilities (printing &
Collate by all departments, especially scanning)
Ecopy for large jobs Fax
4 paper trays
3 hole punch
nd
City Hall 2 floor IR5570 55 cpm Staple,
Collate
Ecopy
4 paper trays
Fax capability
Public Works IR2270 22 cpm Staple, Departments need have grown; Collate & staple (PW)
and Collate additional capacity needed Multiple 8 ½ x 11 paper trays (PW)
Parks & Recreation Ecopy
22 cpm
Fax capabilityAdditional speed (PW & Parks)
Consider color as an option (PW &
Parks)
Fire IR 3570 35 cpm Staple, Additional speed
Collate Consider color as an option
Ecopy Consider a three-hole punch option
4 paper trays
Fax capability
nd
Police IRC5185i up to 51 ppm Color Additional copier on 2 floor
Collate
Staple
Ecopy
4 paper trays
Fax capability
Maintain color capability on primary police equipment and add to main City Hall equipment. Consider color as an option for all other machines, both copying and scanning.
City of Hastings Copier May 2009
Request for Proposal Page 2 of 5
53P 2009May
Part I—Objectives & Goals
The City of Hastings has implemented Laser Fiche as its document retention solution. Current
equipment allows documents to be scanned directly to Laser Fiche via seamless and easy process,
using TIF standard format for retention purposes. In addition to practical storage needs, the City is
also aware of limited resources and continually looks to ways to reduce resource consumption,
including paper, ink, and other related consumables. The successful proposal will recognize the
importance of not only providing a solution that provides competitive lease and maintenance pricing,
but will also include options to consider which will recognize the City’s goal to meet its needs while
reducing consumable use. This may include
1.Functional network integration with copying, faxing, scanning, printing, and other features
2.Purchasable consumables that are environmentally aware;
3.Pricing incentives to encourage efficient use of equipment and consumables;
4.Additional features which may or may not be unique to your company’s ability to provide this
equipment and services.
5.Efficient energy usage of machines
Part II—Service Required
The City of Hastings provides on-going service to the public, with some functions operating 24/7.
Therefore, the need to have reliable equipment that fits each department’s essential needs, while also
providing efficient and cost-effective service when appropriate, is important in assuring that our
business needs are met.
1.Conduct timely meetings, telephone or electronic communication to designated staff if
performance issues arise with the equipment;
2.Process for providing regular communication regarding updates and upgrades to equipment and
any changes to service, maintenance, promotions or consumables available;
3.Process for communicating vendor contact updates in a timely manner; designation of account
representatives,
Part III— Required Content for Proposals
Title Page. ,
1.TitledProposal: Copier Services & Equipment, the name of your organization,
local address, telephone number, name of contact person, email address, and the date of
submission.
General Information
2.. Please include the following items:
a.A brief background history of the firm.
b.Primary contact for the City of Hastings account. Describe the current principal
responsibilities for the individual(s) designated as the lead contact for the City.
c.Include a summary of staff who will be primarily assigned to City of Hastings business.
This information should include relevant training and experience, number of years with the
firm, areas of responsibility with the firm, and other background or experience which may
be helpful in evaluating your proposal.
d.Indicate the location of the primary office assigned to the City of Hastings. Provide
address, phone number, fax number, email, and website.
City of Hastings Copier
Request for Proposal
54P 2009May
Specialization
3.. Include areas of specialty which may relate to our duplicating and imaging
needs.
References
4.. Provide a list of three (3) recent municipal clients, preferably within the last five (5)
years. If municipal clients are not available, other major clients in the Twin Cities metropolitan
area may be submitted.
Equipment, Features, and Pricing
5.. Identify in your proposal the proposed equipment for each
facility, the features contained in each piece of equipment, and the lease and maintenance costs
for a lease term from three to five years, including the cost for changing equipment or service
during term of lease. Please include all inclusive costs with any maintenance fees, as well as any
separate fees not included in the maintenance or lease fees. Please include a list of what is
included in the maintenance (toner, staples, etc.); also state the rate for any other costs to be
billed.
Response Time
6.. Please identify the service package proposed, including a guaranteed response
time, desk support availability, location of service staff who will be dispatched to our account for
repairs and/or maintenance, and any other service pricing associated with the proposal. Identify
how “response” is defined, and what is included in the proposal.
Part IV— Instructions for Submitting Proposals
Proposals should be titled, “Proposal: Copier Services & Equipment” and be submitted to Melanie
Mesko Lee, City of Hastings, 101 Fourth Street East, Hastings MN 55033.
1.Submit one paper copy and one electronic copy of the proposal. Proposals should be double
sided and clipped (not stapled). Please do not use binding or other folders to submit
proposals.
2.Proposals must provide complete information as indicated in this request. Please limit the
proposal document to no more than six pages. Any other information you wish to include for
evaluation and consideration may also be included.
3.Questions regarding this request should de directed Melanie Mesko Lee at (651) 480-2326 or
mmesko_lee@ci.hastings.mn.us
4.In order to ensure a fair review and selection process, those submitting proposals are
specifically requested not to make contacts with other city staff or City Council members
regarding the proposals.
Part V—Proposal Evaluation & Selection Process
The City intends to award a contract to the firm best qualified to perform the work for the City, cost
and other factors considered. Submitted proposals will be reviewed by city personnel who are the
primary users of the copying equipment for each department, as well as IT staff.
Projected Timeline
(this timeline is tentative and may change)
Monday, June 1, 2009 City Council Approval for Requesting Proposals
By Friday, June 5, 2009 Publish/Send out RFP’s
Friday, July 3, 2009 Proposals Due
July, 2009 Review Proposals
August, 2009 Interviews with Vendors/Test Equipment
September, 2009 Recommend Vendor for City Council Approval
City of Hastings Copier
Request for Proposal
55P 2009May
The actual selection of the vendor and contract award will be made by the City Council. The City of
Hastings reserves the right to reject any and all proposals or to request additional information. Once
a contract is awarded, the term of the contract duration shall be subject to ongoing review and
evaluation by the City Council and City Administrator.
Part VI—Contract Ethics
1.No elected official or City employee who exercises any responsibilities in the review,
approval, or implementation of the proposal or contract shall participate in any decisions
which affect his/her direct or indirect personal or financial interest.
2.It is a breach of ethical standards for any person to offer, give or agree to give any City
employee or council member, or for any City employee or council member to solicit,
demand, accept, or agree to accept from another person or firm, a gratuity or an offer of
employment whenever a reasonably prudent person would conclude that such consideration
was motivated by an individual, group or corporate desire to obtain special, preferential, or
more favorable treatment than is normally accorded to the general public.
3.The consultant selected shall not assign any interest in this contract without the prior written
consent of the City.
4.The firm shall not accept any client or project which places it in a conflict of interest with its
representation of the City of Hastings. If such a conflict of interest is subsequently
discovered, the City shall be promptly notified.
City of Hastings Copier
Request for Proposal