RFP REVIEW SHEET RFP #: RFP 28-19, DIGITAL COLOR PHOTOCOPIERS PURCHASE AND SERVICE RFP OPENING DATE/TIME: 7.22.19 AT 2:00 PM DEPARTMENT: FINANCE DEPARTMENT POINT OF CONTACT: T. WATERMAN VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR CONWAY OFFICE SOLUTIONS KYOCERA DOCUMENT COMF FINANCE-PURCHASING: COLOR DIGITAL PHOTOCOPIER/PRINTER/SCANNER CANON SOLUTIONS AMERICA KONICA MINOLTA RICOH USA, INC. TOSHIBA SOLUTIONS NEW ENGLAND ESTIMATED LIFE CYCLE OF COPIER/PRINTER/SCANNER (YEARS): 5 1 PURCHASE PRICE FOR DIGITAL COPIER (NOT INCLUDING TRADE-IN VALUE): $16,462.00 $8,967.00 $8,854.73 $13,116.89 $9,100.00 $10,863.00 2 PROPOSED COPIER: a MANUFACTURER: CANON XEROX KONICA MINOLTA KYOCERA RICOH TOSHIBA b MODEL: IMAGE RUNNER ADVANCE C7580 ALTALINK C8070H2 BIZHUB C759 TASKALFA 8052 MPC 8003 7516ACT (1) SPEED: B&W 80 30 75 80 80 85 (2) SPEED: COLOR 70 30 75 70 80 75 c DELIVERY TIME IN BUSINESS DAYS ARO: 7 5 14 2 7 5 - 7 DAYS d ACTUAL MAXIMUM VOLUME PER: (1) MONTH: 55,000 25,000 50,000 150,000 30,000 75,000 (2) YEAR: 660,000 300,000 600,000 1,800,000 360,000 900,000 (3) LIFE CYCLE: 4,600,000 1,500,000 2,000,000 4,000,000 3,600,000 2,000,000 e ACTUAL NUMBER OF COPIES BETWEEN SERVICE CALLS: 40,000 72,335 50,000 69,075 39,000 150,000 f GUARANTEED RESPONSE TIME (HOURS): 4.0 4.0 4.0 4.0 4.0 4 - 6 HOURS MEETING WITH VENDOR TO DISCUSS 10% DISCOUNT ON NEXT STAPLE PROBLEM, SOLUTION, ACTION PLAN TO g REMEDY IF RESPONSE TIME IS NOT MET: SERVICE CREDIT NONE GIVEN 5% DISCOUNT ON NEXT SERVICE BILL N/A ORDER AVOID REOCCURANCE / $100 CREDIT TOWARDS NEXT PURCHASE 3 OPTIONAL ITEMIZED PRICING: COST FOR A BOX OF STAPLES, PRICE PROTECTED FOR A MINIMUM OF FIVE (5) a $0.00 $34.00 $70.00 $64.80 $0.00 $130.00 YEARS: (1) NUMBER OF STAPLES PER BOX: 15,000 15000 15000 15,000 15,000 15,000 (2) COST PER STAPLE: $0.0000 $0.0023 $0.0047 $0.0043 $0.0000 $0.0087 (3) ESTIMATED NUMBER OF STAPLES PER YEAR ( 1 PER 20 PAGES): 3,300 3,300 3,300 3,300 3,300 3,300 (4) ESTIMATED NUMBER OF STAPLES IN FIVE YEARS: 5 16,500 16,500 16,500 16,500 16,500 16,500 (5) TOTAL COST FOR STAPLES IN FIVE YEARS: $0.00 $37.40 $77.00 $71.28 $0.00 $143.00 B&W COST PER COPY, INCLUDING OVERAGES, FOR SERVICE (TO INCLUDE ALL b PARTS, LABOR, TRAVEL AND TONER (EXCLUDING PAPER AND STAPLES). PRICE $0.00500 $0.00450 $0.00500 $0.00450 $0.00400 $0.00420 PROTECTED FOR A MINIMUM OF 5 YEARS. MAXIMUM % INCREASE FOR SERVICE COST/COPY FOR EACH YEAR BEYOND YEAR 5 c 5.0% 5.0% 10.0% 5.0% 5.0% 3.5% OF OWNERSHIP: d TOTAL VOLUME OF B&W COPYING AND PRINTING PER YEAR: 51,000 51,000 51,000 51,000 51,000 51,000 e TOTAL VOLUME OF B&W COPYING AND PRINTING FOR FIVE YEARS:: 5 255,000 255,000 255,000 255,000 255,000 255,000 f TOTAL ESTIMATED B&W SERVICE COST FOR FIVE YEARS: $1,275.00 $1,147.50 $1,275.00 $1,147.50 $1,020.00 $1,071.00 COLOR COST PER COPY, INCLUDING OVERAGES, FOR SERVICE (TO INCLUDE ALL PARTS, LABOR, TRAVEL AND TONER (EXCLUDING PAPER AND STAPLES). PRICE $0.03500 $0.045 $0.044 $0.045 $0.040 $0.025 PROTECTED FOR A MINIMUM OF 5 YEARS. MAXIMUM % INCREASE FOR SERVICE COST/COPY FOR EACH YEAR BEYOND YEAR 5 5.0% 5.0% 10.0% 5.0% 5.0% 3.5% OF OWNERSHIP: TOTAL VOLUME OF COLOR COPYING AND PRINTING PER YEAR: 15,000 15,000 15,000 15,000 15,000 15,000 TOTAL VOLUME OF COLOR COPYING AND PRINTING FOR FIVE YEARS:: 5 75,000 75,000 75,000 75,000 75,000 75,000 TOTAL ESTIMATED COLOR SERVICE COST FOR FIVE YEARS: $2,625.00 $3,375.00 $3,292.50 $3,375.00 $3,000.00 $1,875.00 g TRADE-IN VALUE FOR KM C364e (NOT INCLUDED IN PURCHASE PRICE ABOVE): $0.00 $0.00 $0.00 $0.00 $0.00 $200.00 i WI-FI CONNECTIVITY: $0.00 $300.00 $57.20 $0.00 $250.00 $0.00 j BLUETOOTH CONNECTIVITY: $0.00 $300.00 $51.59 N/A INCLUDED IN PRICE $0.00 k COST AND CAPACITY FOR ADDITIONAL OPTIONAL DRAWERS $1,249.00 INCLUDED IN PRICE $1,911.00 $633.14 $3,017.05 $620.00 l DIMENSIONS (W X D X H): 13.54W X 37.05D X 19.75H 25.2W X 28.9D X 45H 25.5W X 31.5D X 45.5H 51.5W X 31D X 48.5H 55.40W X 34.70D X 48.30H 37.6W X 27.5D X 48.3H m DOES THIS UNIT ALLOW FOR THE PRINTING & MAILING OF LABELS & ENVELOPES YES YES YES YES YES YES n MAXIMUM PAPER WEIGHT UNIT WILL ACCEPT: 110 LB 110 LB COVER 140 LB INDEX 256 GSM 166 LB INDEX 14-80 LB BOND/166 LB INDEX 100 LB COVER TOTAL PURCHASE PRICE WITH NETWORKED COPYING, PRINTING, SCANNING, FINISHER WITH STAPLER & PUNCH KIT, TRADE-IN VALUE + COST TO MOVE (NO WI-FI $16,462.00 $8,967.00 $8,854.73 $13,116.89 $9,100.00 $10,663.00 AND BLUETOOTH CONNECTIVITY) FIVE YEAR COST FOR STAPLES $0.00 $37.40 $77.00 $71.28 $0.00 $143.00 FIVE YEAR SERVICE COST (Based on 66,000 clicks/year): $3,900.00 $4,522.50 $4,567.50 $4,522.50 $4,020.00 $2,946.00 TOTAL FIVE YEAR COST: $20,362.00 $13,526.90 $13,499.23 $17,710.67 $13,120.00 $13,752.00 NOT PROVIDED DOES NOT MEET RFP SPECIFICATIONS NOT RECOMMENDED BY BBB OR BLI OR NO 2015/2016 RECOMMENDATIONS OR NO SUPPORTING DOCUMENTATION PROVIDED INCLUDED IN QUOTED PRICE NOT AVAILABLE RFP REVIEW SHEET RFP #: RFP 28-19, DIGITAL COLOR PHOTOCOPIERS PURCHASE AND SERVICE RFP OPENING DATE/TIME: 7.22.19 AT 2:00 PM DEPARTMENT: FINANCE DEPARTMENT POINT OF CONTACT: T. WATERMAN VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR CONWAY OFFICE SOLUTIONS KYOCERA DOCUMENT CITY HALL, FINANCE-OMB: COLOR DIGITAL PHOTOCOPIER/PRINTER/SCANNER CANON SOLUTIONS AMERICA KONICA MINOLTA RICOH USA, INC. TOSHIBA SOLUTIONS NEW ENGLAND ESTIMATED LIFE CYCLE OF COPIER/PRINTER/SCANNER (YEARS): 5 1 PURCHASE PRICE FOR DIGITAL COPIER (NOT INCLUDING TRADE-IN VALUE): $2,815.00 $4,526.00 $2,651.37 $4,747.83 $2,116.75 $3,385.00 2 PROPOSED COPIER: a MANUFACTURER: CANON XEROX KONICA MINOLTA KYOCERA RICOH TOSHIBA b MODEL: IMAGE RUNNER ADVANCE C3525 VERSALINK C7020S2 BIZHUB C227 TASKALFA 3253 IMC2000 3015AC (1) SPEED: B&W 30 20 22 32 20 30 (2) SPEED: COLOR 30 20 22 32 20 30 c DELIVERY TIME IN BUSINESS DAYS ARO: 7 5 14 2 7 5 - 7 DAYS d ACTUAL MAXIMUM VOLUME PER: (1) MONTH: 8,000 8,000 10,000 15,000 10,000 15,000 (2) YEAR: 96,000 96,000 120,000 180,000 120,000 180,000 (3) LIFE CYCLE: 672,000 480,000 600,000 1,500,000 1,200,000 1,000,000 e ACTUAL NUMBER OF COPIES BETWEEN SERVICE CALLS: 15,000 37,023 25,000 39,148 24,000 30,000 f GUARANTEED RESPONSE TIME (HOURS): 4.0 4.0 4.0 4.0 4.0 4 - 6 HOURS MEETING WITH VENDOR TO DISCUSS 10% DISCOUNT ON NEXT STAPLE PROBLEM, SOLUTION, ACTION PLAN TO g REMEDY IF RESPONSE TIME IS NOT MET: SERVICE CREDIT NONE GIVEN 5% DISCOUNT ON NEXT SERVICE BILL N/A ORDER AVOID REOCCURANCE / $100 CREDIT TOWARDS NEXT PURCHASE 3 OPTIONAL ITEMIZED PRICING: COST FOR A BOX OF STAPLES, PRICE PROTECTED FOR A MINIMUM OF FIVE (5) a $0.00 $34.00 $70.00 $64.80 $0.00 $130.00 YEARS: (1) NUMBER OF STAPLES PER BOX: 15,000 15,000 15,000 15,000 10,000 15,000 (2) COST PER STAPLE: $0.0000 $0.0023 $0.0047 $0.0043 $0.0000 $0.0087 (3) ESTIMATED NUMBER OF STAPLES PER YEAR ( 1 PER 20 PAGES): 1,075 1,075 1,075 1,075 1,075 1,075 (4) ESTIMATED NUMBER OF STAPLES IN FIVE YEARS: 5 5,375 5,375 5,375 5,375 5,375 5,375 (5) TOTAL COST FOR STAPLES IN FIVE YEARS: $0.00 $12.18 $25.08 $23.22 $0.00 $46.58 B&W COST PER COPY, INCLUDING OVERAGES, FOR SERVICE (TO INCLUDE ALL b PARTS, LABOR, TRAVEL AND TONER (EXCLUDING PAPER AND STAPLES). PRICE $0.00500 $0.00450 $0.00500 $0.00450 $0.00400 $0.00800 PROTECTED FOR A MINIMUM OF 5 YEARS. MAXIMUM % INCREASE FOR SERVICE COST/COPY FOR EACH YEAR BEYOND YEAR 5 c 5.0% 5.0% 10.0% 5.0% 5.0% 3.5% OF OWNERSHIP: d TOTAL VOLUME OF B&W COPYING AND PRINTING PER YEAR: 16,500 16,500 16,500 16,500 16,500 16,500 e TOTAL VOLUME OF B&W COPYING AND PRINTING FOR FIVE YEARS:: 5 82,500 82,500 82,500 82,500 82,500 82,500 f TOTAL ESTIMATED B&W SERVICE COST FOR FIVE YEARS: $412.50 $371.25 $412.50 $371.25 $330.00 $660.00 COLOR COST PER COPY, INCLUDING OVERAGES, FOR SERVICE (TO INCLUDE ALL PARTS, LABOR, TRAVEL AND TONER (EXCLUDING PAPER AND STAPLES).