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Home My WebLink AboutC31020 Citywide Ink and Toner SuppliesCITY OF PALM DESERT FINANCE DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF CONTRACT NO. C 31020 WITH ACADEMIC SUPPLIER FOR CITYWIDE INK AND TONER SUPPLIES DATE: JULY 14, 2011 CONTENTS: AGREEMENT REQUEST FOR PROPOSALS Recommendation By Minute Motion, that the City Council approve Contract No. C31020 with Academic Supplier to supply ink and toner products for one (1) year with two possible one-year extensions. Background A Notice Inviting Bids for Ink and Toner Purchases was publicized on May 20. The deadline to submit a bid was June 17, 2011. Bids were opened on June 17, 2011. 27 companies submitted a bid in response to the request for bids advertised. Bid specifications included over 40 toner and ink cartridges. Bids were evaluated with regard to delivery speed, completeness of bid, and cost savings. Bidders: Vendor Name: Location: Beshara Group Katy, TX Lentko Products P. Grove, IL Ink and Toner 4 Less San Marcos, CA CDI Computers Inc Markham, Ontario Smartgroup Systems Richardson, Tx Lexjet Sarasota, FI Printing Supplies USA Plainsboro, NJ Steven Enterprises Irvine, CA The Tree House Inc Newton, MA Ribbons Express Cherry Hill, NJ CDWG Vernon Hills, IL Ink Cloners Pometon Lakes, NJ Online Tech Store Reno, NV The Office Pal Lakewood, NJ Universal Laser Costa Mesa, CA T3 Toner Rancho Cordova, CA LD Products Long Beach, CA Academic Supplier Chula Vista, CA Quill.com Lincolnshire, IL Staff Report Approval of Contract with Academic Supplier for Citywide ink and toner supplies July 14, 2011 Page 2 of 3 The Very Last Word Milpitas, CA LaserLink Intl Emeryville, CA American Wordata Tampa, FL Quality Imaging Supplies Corona, CA We Supply You.com Miami, FL Lasr-Ink Palm Springs, CA Xerox Corona, CA CNI Office Supplies Franklin Park, NJ Staff maintains very low inventory on ink and toner supplies, and relies on the speedy fulfillment of orders from our vendors. Due to shipping time, charges and the time constraints for next day order fulfillment, vendors outside of the Western U.S. were excluded. The remaining vendors' prices were compared with our actual cartridge usage for the previous year. Both OEM and Remanufactured cartridge prices were compared. Vendor Price Total Ranking Academic Supplier OEM 7,654.52 1 Remanufactured 2,898.79 _ 3 LaserLink OEM 7,975.41 2 Remanufactured 3,136.85 5 Ink and toner 4 less OEM 8,308.43 4 Remanufactured 3,008.26 4 LD Products OEM 9,028.91 7 Remanufactured 2,718.81 1:.. Online Tech Store OEM 9,112.69 9 Remanufactured 2,723.13 2'' The Very Last Word OEM 9,050.45 8 Remanufactured 3,523.37 6 Stevens Enterprises OEM 8,355.33 5 Remanufactured 4,345.62 7; T3 Toner OEM 8,106.50 3 Remanufactured 5,418.00- 10 Lasr-Ink OEM 8,558.56 6 Remanufactured 5,284.00 9 Quality Imaging Supplies OEM 9,959.47 10 Remanufactured 5,241.00 8 Xerox Incomplete Bid. Universal Laser Incomplete Bid. Staff recommends awarding the bid for ink and toner purchases to Academic Supplier for a period of one year with the option to extend the contract for two additional one-year terms. Staff Report Approval of Contract with Academic Supplier for Citywide ink and toner supplies July 14, 2011 Page 3 of 3 Fiscal Impact By soliciting bids the City will be able to reduce the amount spent on annual ink and toner purchases. Projected cost savings of $2,000 will result from this contract. Submitted by: on V If, Information Systems Manager , City Manager CITY COUNCIL ACTION APPROVED I-' DENIED RECEIVED OTHER MEETING DATE AYES: NOES: A13SENT: 5�1 ABSTAIN: VI RIFIED BY - Original on Tile with City Clerks Office Paul S. Gibldn, Director of Finance SOLICITATION FOR SUBMISSION OF PROPOSALS FOR CITY-WIDE PRINTER INK AND TONER PURCHASES City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611, Ext. 582 May 20, 2011 TABLE OF CONTENTS Notice of Inviting Sealed Proposals................................................................................3 Instructionsto Bidders....................................................................................................4 BidderInformation.......................................................................................................... 6 ProposalQuestionnaire..................................................................................................7 BidSpecifications........................................................................................................... 8 Page 2 NOTICE OF INVITING SEALED PROPOSALS PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert invites sealed proposals regarding CITY-WIDE PRINTER INK AND TONER PURCHASES and will receive such proposals in the office of the City Clerk up to the hour of 2:00 p.m. on Friday the 17th of June, 2011. The proposals will be returned to the Information Systems Department at which time an analysis of the proposals will be performed and a successful bidder determined. Request for Proposal packets are available at City of Palm Desert, Information Systems Department, 73-510 Fred Waring Drive, Palm Desert, California 92260. It is the responsibility of the bidder to see that any bids sent through the mail have sufficient time to be in the hands of the City Clerk prior to bid closing date and time. The receiving time at City Hall will be the governing factor on acceptability of bids. Electronic or telephone bids will not be accepted. Bids must be prepared on the approved proposal forms and submitted in a sealed envelope plainly marked on the outside "SEALED BID FOR CITY-WIDE PRINTER INK AND TONER PURCHASES — DO NOT OPEN WITH REGULAR MAIL." Bids should be addressed to Office of the City Clerk, City of Palm Desert, 73510 Fred Waring Drive, Palm Desert, California 92260. The complete proposal packet includes: 1) Bidder Information; 2) Proposal Questionnaire; and 3) Bid Specifications. All three forms must be fully completed and submitted for the proposal to be considered responsive. The City reserves the right to reject any or all bids, to waive any irregularity, to accept any bid or portion thereof, and to take all bids under advisement for a period of sixty (60) days. Requests for additional information should be directed to Cherie Williams, Office Assistant, by e-mail at cwilliams(M-cityofpalmdesert.org, or by telephone at (760) 346- 0611, Ext. 582. Dated this 20th day of May 2011. RACHELLE KLASSEN, CITY CLERK CITY OF PALM DESERT Page 3 INSTRUCTIONS TO BIDDERS The City of Palm Desert is currently soliciting bids for the purchase of printer ink and toner supplies at its main office building, City Hall, located at 73510 Fred Waring Drive, Palm Desert, California 92260, as well as off -site locations at the Corporation Yard, and Palm Desert Visitor Center. Successful bidders should complete the Proposal Questionnaire, Bidder Information and Bid Specification forms and submit in a sealed envelope plainly marked on the outside "SEALED BID FOR CITY-WIDE PRINTER INK AND TONER PURCHASES — DO NOT OPEN WITH REGULAR MAIL." The proposal is due in the office of the City Clerk no later than 2:00 p.m. on Friday, June 17, 2011. Proposals received after that time will not be accepted. The bidder must provide a price on an OEM item and a compatible item if the company provides one of comparable quality. It is beneficial to the bidder to provide pricing on all items so that an accurate price comparison can be made. In addition to providing the item's list price and discounted price, a percentage discount for each item should also be included that would be made available to the City regardless of the list price. Failure to provide the requested information may be considered non -responsive and result in disqualification of the proposal. Additionally, as part of the proposal review, a comparison will be conducted between prices offered on the bidder's retail site and the proposed contract prices. Bear in mind that the award of contract is based on a number of criteria including price and the bidder's ability to provide excellent customer service. Bidders should base their quote on the best available pricing to the City rather than on a tiered basis or plan, as the contract will be awarded based on the quotes submitted. The City is highly reliant on internet usage for placing and tracking orders, history, reports and account maintenance; therefore, it is required that the successful bidder provide reliable service through this medium as well as by telephone. The contract to be awarded is for a period of one-year with the potential for two one- year extensions. Contract extension is based on continued value, competitive pricing, satisfactory performance as determined by the City, and the desire of both parties to continue such contract. This is a non-exclusive contract, and serves only to select the primary provider of ink and toner for the City and its entities. The City reserves the right to purchase from other vendors as necessary. Prices and/or percentage discounts should be honored for the duration of the agreement. If deemed that the contract will be extended, the specifications will be re- issued and should be honored for the duration of the extension. It is the company's Page 4 responsibility to determine any changes to the original quotes, complete and return the specifications, and notify the City in writing of the change. Any questions regarding this proposal packet should be directed to Cherie Williams, Office Assistant by e-mail at cwilliams(acityofpalmdesert.org or by phone at (760) 346- 0611, Ext. 582. Page 5 BIDDER INFORMATION The undersigned has carefully examined the documents pertinent to this proposal and hereby offers and submits the above price in consideration of the Proposal Requirements, attached hereto and a part of this offer and proposal. Company: Authorized signature: Contact Name (please print): Title: Individual, Partnership, or corporation: Address: City: State, Zip: Telephone: FAX: E-mail address: Date: Page 6 PROPOSAL QUESTIONNAIRE 1. Please list the fee, if any, your company charges for the following: Delivery Restocking Next day delivery Freight charges 2. What is the deadline for internet order placement and e-mail notification for next day delivery? 3. What is your "Rush Order" procedure and what fees are associated with them? 4. What is your Return Item Policy? How quick is the turn -a -round for returns? 5. What are your terms of payment for accounts such as the City of Palm Desert? 6. Does the City qualify for any regional, state or national governmental discount programs? Please attach a summary of pertinent information on the program. 7. If a lower price is found through a competitor, are you willing to match that price? 8. Is there a minimum order amount that should be placed? What is it? 9. If the City purchases a compatible or remanufactured ink cartridge from your company and it is defective, will your company send a new cartridge at no cost to the City? END OF QUESTIONNAIRE Page 7 CONTRACT NO. C31020 AGREEMENT THIS AGREEMENT is made and entered into the City of Palm Desert on this 14th day of July, 2011, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY", and Rasix Computer Center. Inc. dba Academic Supplier, referred to as "CONTRACTOR". WITNESSETH: WHEREAS, on July 14, 2011 it was recommended that CONTRACTOR be awarded the contract for one year with two possible one year extensions. WHEREAS, pursuant to said invitation, CONTRACTOR submitted a proposal, which was accepted by CITY for said services. NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: TERM. The term of this Agreement shall be from July 1, 2011 through June 30, 2012 with two possible one year extensions or to such later date as may be agreed in writing between parties. (2) CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement, CITY will pay and CONTRACTOR shall receive compensation as set forth in the Contract Documents and adopted by the CITY. (3) CONTRACTOR'S OBLIGATION. For, and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by CITY, CONTRACTOR agrees with CITY to furnish the services and to do everything required by this Agreement and the Specific Terms and Conditions. (4) HOLD HARMLESS AND INDEMNIFICATION. Each party (the "Indemnifying Party") agrees to defend, indemnify, and hold harmless The other party ("Indemnified Party"), its officials, officers, employees, representatives, and agents, from and against all claims lawsuits, liabilities or damages of whatsoever nature arising out of the connection with, or relating in any manner to, any negligent act or omission of Indemnifying CONTRACT NO. C31020 Party, his agents, employees, and subcontractors and employees thereof in connection with the performance or non-performance of this Agreement. The Indemnifying Party shall thoroughly investigate any and all claims and indemnify the Indemnified Party and do whatever is necessary to protect the Indemnified Party, its official, officers, employees, agents, and representatives, as to any such claims, lawsuits, liabilities or damages. (5) AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by the CONTRACTOR and approved by the City Council of the CITY. (6) TERMINATION. Either party may terminate the contract with 30 days written notice for any reason. (7) INCORPORATED BY REFERENCE. The Notice Inviting Bids; General Terms and Conditions; Specific Terms and Conditions; Bid Submission Form(s), additional or supplemental specifications, drawing, maps or diagrams; and CITY issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. (8) COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. (9) ANTI -DISCRIMINATION. In the performance of the terms of this Agreement, CONTRACTOR agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. (10) AUDIT. CITY shall have the option of inspecting and/or auditing all records and other written material pertaining to the City's account and used by CONTRACTOR in preparing its statements to CITY. Audits shall be at mutually acceptable times and places, not to exceed once yearly. 2 CONTRACT NO. C31020 (11) NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, reputable overnight courier service; addressed as follows: Office of the City Clerk CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260 If to Contractor: Rasix Computer Center, Inc. dba Academic Supplier 1121 Bay Blvd., Suite A Chula Vista, CA 91911-2667 Ash Shah, President Phone: 800-266-2892 (12) LITIGATION COSTS. In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. (13) AUTHORITY TO EXECUTE AGREEMENT. Both CITY and CONTRACTOR do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. (14) CONFIDENTIALITY. In the performance of or otherwise in connection with this Agreement, one party ("Discloser) may disclose to the other party ("Recipient') certain Confidential Information of the Discloser. The Recipient will treat such Confidential Information as confidential and proprietary of the Discloser and during and after the Term will: (a) use the Confidential Information of the Discloser solely for the purposes set forth in this Agreement; (b) take suitable precautions and measures to maintain the confidentiality of the Confidential Information of the Discloser; and (c) not disclose or otherwise furnish the Confidential Information of the Discloser to any third party other than employees or independent contractors of the Recipient who have a need to know the Confidential Information to perform its obligations under this Agreement, provided such employees or independent contractors are obligated to maintain the confidentiality of the Confidential Information. The obligations under this Section will not apply to any: (a) approved use or approved disclosure of any information 3 CONTRACT NO. C31020 pursuant to the exercise of the Discloser's rights under this Agreement; (b) information that is now or hereafter becomes generally known or available to the public other than through a violation of this Agreement; (c) information that is obtained by the Recipient from a third party (other than in connection with this Agreement) who was not under any obligation of secrecy or confidentiality with respect to such information; (d) information that is independently developed by the Recipient without reference to any Confidential Information; (e) any disclosure required by applicable law, provided that the Recipient will use reasonable efforts to give advance notice to and cooperate with the Discloser in connection with any such disclosure, and provided further that the Recipient shall limit such disclosure to only that information that is required to be disclosed; and (f) any disclosure made with the explicit consent of the Discloser. The Recipient shall promptly return to the Discloser all copies of any Confidential Information of the Discloser in its possession or control upon request, or in any event, upon any termination or expiration of the Term. (15) ASSIGNMENT. Neither party shall assign this Agreement without the prior written agreement of the other party. (16) LIMITATION OF LIABILITY. In no event shall either party be liable for consequential, special, indirect or incidental damages, including but not limited to any damages resulting from loss of use or profits arising out of or in connection with this agreement, whether in an action based on contract, tort (including negligence) or any other legal theory, even if the party has been advised of the possibility of such damages. (17) FORCE MAJEURE. Neither parry to this Agreement shall be considered in default in the performance of its obligations to the extent that the performance of any such obligation is prevented or delayed by any cause which is beyond the reasonable control of such party. (18) NEGOTIATION. Mediation and Non -Binding Alternative Dispute Resolutions !� CONTRACT NO. cam_ are Favored, Each party commits that in the event a dispute should arise under this Agreement or relating in any manner hereto, the parties shall first endeavor to resolve their dispute by good faith negotiations between or among the parties. If the parties are unable to resolve their dispute, then the matter shall be reviewed by a senior level executive of each party. In the event these senior officers are unable to resolve the matter, the parties agree to attempt to mediate their dispute within thirty (30) days after the dispute initially arose, using a third party mediator. All mediation proceedings shall be confidential, and no information exchanged in such mediation shall be discoverable or admissible in any litigation involving the parties. (19) PAYMENT/CREDIT TERMS. Invoices are due thirty (30) days from the date of invoice, and invoices not paid within thirty (30) days shall bear interest at the rate of 1.5 % per month or the maximum amount allowed under law, from the due date of the invoice. CITY's credit limit shall be established by CONTRACTOR's Credit Department. CONTRACTOR reserves the right to lower CITY's credit limit or refuse to ship any orders if at any time; (1) CITY is delinquent in making payments to CONTRACTOR or is otherwise in breach of this Agreement or (2 ) in CONTRACTOR's reasonable opinion, CITY's credit standing becomes impaired or reasonably unsatisfactory to CONTRACTOR. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. 5 CITY OF PALM DESERT A Municipal Corporation JEAN M. BENSON, MAYOR ATTEST: RACHELLE KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY 0 CONTRACT NO. C31020 RASIX COMPUTER CENTER, INC / ACADEMIC SUPPLIER CONTRACTOR Signature - Authorized Representative EXHIBIT "A" CONTRACT NO. C 31020 BID SPECIFICATIONS r " CITY-WIDE PRINTER INK AND TONER PURCHASES BID (ATTACHED AND INCORPORATED AS PART OF AGREEMENT) Compatible Remanufactured Cartridge # OEM OEM Cost cost Cost Q 7553A HP 69.22 26.40 C4127A HP 85.50 26.40 CC364A HP 133.17 54.00 Q 1338A HP 132.24 40.80 Q6470A HP 113.81 55.20 Q6471 A H P 113.43 55.20 Q6472A HP 113.43 55.20 Q6473A HP 113.43 55.20 C B400A HP 139.11 64.80 CB401 A HP 206.97 64.80 C B 402A H P 206.97 64.80 C B403A H P 206.97 64.80 05950A H P 152.91 66.00 Q5951 A HP 217.41 66.00 Q5952A HP 217.41 66.00 Q5953A HP 217.41 66.00 Q3960A HP 71.01 32.40 Q3961A HP 85.66 32.40 Q3962A HP 85.66 32.40 Q3963A HP 85.66 32.40 Q2612A HP 60.25 19.20 Q2610A HP 103.70 27.60 92298A HP 94.64 20.64 C8061 A H P 86.56 30.60 C4096A HP 86.22 24.00 C4129A HP 141.22 32.40 Q5949A H P 61.38 20.00 C7115A HP 52.72 20.40 Cartridge 104 Canon 60.69 23.40 FA-32 Panasonic 41.77 18.60 Q5942A HP 128.24 45.60 Q 7582A H P 146.38 57.60 Q7581 A H P 146.38 57.60 Q7583A H P 146.38 57.60 C B 436A H P 60.25 28.00 L80 Canon 52.22 19.50 TN540 (Brother) Brother 48.77 23.73 SCX4100 Samsung 72.88 24.00 21 HP 12.00 10.58 22 HP 15.24 14.24 45 IHP27.36 0 5 ACADEMIC SUPPLIER A-1 1121 BAY BLVD. STE A & B CHULA VISTA, CA 91911 BID SPECIFICATIONS CONTRACT NO. C 31020 CITY-WIDE PRINTER INK AND TONER PURCHASES BID 56 HP 18.71 11.40 57 HP 29.63 15.00 58 HP 22.07 9.60 60 HP 12.00 10.75 60 Color HP 15.25 13.00 74 HP 12.00 11.82 75 HP 15.24 13.20 78 HP 29.63 14.40 88 Black HP 17.79 5.40 88 Magenta HP 11.87 4.80 88 Cyan HP 11.87 4.80 88 Yellow HP 11.87 4.80 93 Color HP 18.29 6.60 94 HP 18.71 6.60 95 Color HP 21.47 6.60 96 HP 26.49 6.60 DTC300 Fargo 47.40 106ROI 331 Xerox 49.31 29.00 106RO 1332 Xerox 49.31 29.00 106RO 1333 Xerox 49.31 29.00 106RO1334 Xerox 58.33 30.00 ACADEMIC SUPPLIER 1121 BAY BLVD. STE A & B A-2 CHULA. VISTA, CA 91911 CONTRACT NO. C 31020 BIDDER INFORMATION The undersigned has carefully examined the documents pertinent to this proposal and hereby offers and submits the above price in consideration of the Proposal Requirements, attached hereto and a part of this offer and proposal. Company: Rasix Computer Center Inc. dba Academic Supplier Authorized signature: (� Contact Name (please print): Ash shah Title: President Individual, Partnership, or corporation: Corporation Address: 1121 Bay Blvd., Suite A City: Chula Vista State, Zip: CA 91911-2667 Telephone: 800.266.2892 FAX: 866.540.3292 E-mail address: ash.shah(rDrasixinc.com Date: �- . I i5 . -), C I I ACADEMIC SUPPLIER 1121 BAY BLVD. STE A & B A-3 CHULA VISTA, CA 91911 CONTRACT NO. C31020 PROPOSAL QUESTIONNAIRE 1. Please list the fee, if any, your company charges for the following: Delivery None Restocking 10%-15% (No fees for defective returns) Next day delivery None Freight charges Actual plus $5.00 for orders under $50.00 2. What is the deadline for internet order placement and e-mail notification for next day delivery? 2:00pm Pacific Time 3. What is your "Rush Order" procedure and what fees are associated with them? $15.00 4. What is your Return Item Policy? How quick is the turn -a -round for returns? Defectives must be returned with 90 days of purchase. Replacements will be shipped overnight. 5. What are your terms of payment for accounts such as the City of Palm Desert? Net 30 Days 6 Does the City qualify for any regional, state or national governmental discount programs? Please attach a summary of pertinent information on the program. Yes you do qualify. We offer all government agencies a minimum 25% discount on MSRP on all supplies and 7.5% on all devices/machines. 7. If a lower price is found through a competitor, are you willing to match that price? Yes we will match all Superstore published prices. 8. Is there a minimum order amount that should be placed? What is it? $50.00 minimum order for free freight. 9. If the City purchases a compatible or remanufactured ink cartridge from your company and it is defective, will your company send a new cartridge at no cost to the City? END OF QUESTIONNAIRE ACADEMIC SUPPLIER A-4 1121 BAY BLVD. STE A & B CHULA VISTA. CA 91911