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HomeMy WebLinkAboutCopy Systems, Inc. BID PROPOSAL DRY PROCESS COPIER(DIGITAL) CITY OF WATERLOO, IOWA CITY CLERK/FINANCE DEPARTMENT ENGINEERING DEPARTMENT The undersigned being a corporation existing under the laws of the State of Iowa; a partnership consisting of the following partners: or an individual doing business as Copy Systems Inc.. Being familiar with the Specifications affecting the cost of this commodity, hereby offers to furnish the same commodity F.O.B. to the City of Waterloo, 715 Mulberry Street, Waterloo, Iowa 50703, SUBMISSION OF BIDS Sealed bid proposals will be received by the City of Waterloo City Clerk's Office, 715 Mulberry Street, Waterloo, Iowa 50703, until 1:00 p.m. on the 16' day of July,2015. Any bid submitted after the specified time shall be rejected. SPECIFICATIONS The bidder proposes to deliver F.O.B. to 715 Mulberry Street, Waterloo, Iowa 50703, WITHIN 7 CALENDAR DAYS OF NOTIFICATION that he/she is the successful bidder, by the copy of this proposal bearing the signature of the Mayor and City Clerk,the following: SEE ATTACHED Any and all bids shall be accompanied by brochures of the equipment bid. Any and all warranty information or provisions shall be in writing and submitted with the bid proposal. Failure to submit warranty information may warrant rejection of the bid. All vendors will be required to allow the City the opportunity to test for a minimum of one week each copier submitted by the vendor as a part of the bid proposal. All bids must meet or exceed minimum specifications as previously defined. Bids that do not meet the minimum specifications, as determined by the City, shall be rejected. The bid shall contain shipping costs. The City is tax exempt from federal excise and state taxes. Taxes should be excluded from the bid cost. All bid prices, upon submission by bidder, are recognized by the City and vendor to be irrevocable for a minimum of thirty(30) calendar days from date of bid opening. Copier Bids Page 2 The City of Waterloo will accept the lowest and best responsible bid. However,the bidder understands that the City reserves the right to reject any bid that is either considered not to be responsible or not most advantageous to the City. The City will award the contract to the responsible bidder whose bid meets or exceeds minimum specifications, and is considered to be in the best interest of the City. Upon acceptance of the bid, a copy of this proposal bearing the signature of the Mayor and City Clerk shall constitute acceptance of the bid and,therefore, be a legal binding agreement. If applicable,the bidder guarantees that title conveyed shall be good and goods shall be delivered free from security interest or other lien or encumbrances of which the City at the time of purchase had knowledge. Any questions regarding the equipment or specifications should be directed to the following persons: Clerk/Finance Suzy Schares, City Clerk, at 319-291-4323 Engineering Department Eric Thorson, City Engineer, at 319-291-4312 GENERAL REQUIREMENTS FOR SUBMISSION OF BIDS All bids must be submitted to the office of the City Clerk in a sealed envelope clearly marked as follows: BID PROPOSAL FOR CLERK/FINANCE, CITY ENGINEER COPIERS FOR THE CITY OF WATERLOO, IOWA. The name of the business submitting the bid must also be clearly marked on the envelope. OPENING AND ACCEPTANCE OF BIDS Sealed bids will be opened and read at 1:00 p.m. on the 16th day of July, 2015 in the First Floor Conference Room, City Hall, and all bidders understand that they may be in attendance at the bid opening. Bids will be acted upon at that time or at a later time which shall then be established. CANCELLATION Copier Bids Page 3 The successful bidder understands that the City of Waterloo shall cancel this Agreement, with thirty (30) days notice, if the City has knowledge that all conditions as stated in this Bid Proposal have not been fulfilled. PAYMENT PROCEDURE Payment shall be made by the City of Waterloo, 715 Mulberry Street, Waterloo, Iowa, within thirty (30) days of receipt of billing from the vendor and acceptance of commodity by the City. This bidder, having fully read this document, hereby acknowledges that this Bid Proposal completely reflects the total bid as contained herein. Copy Systems Inc. Damon Mercer Name of Company By 250 12th Ave. Suite 240 Store Manager Street Address Title Coralville. IA. 52241 07-16-2015 City, State,Zip Code Date 319 354-6961 319-354-7009 Telephone Fax# APPROVED Ernest Clark, Mayor Suzy Schares, City Clerk Copier Bids Page 4 DRY PROCESS (DIGITAL) COPIER BID— CLERK/FINANCE DEPARTMENT 1, Brand Name/Model #: Kyocera TASKalfa 6501 Base Bid Purchase Price - Clerk/Finance $11,903.00 Alternate Bid 1 TASKalfa 6551ci $14,316.00_ 2. Cost of all-inclusive maintenance agreement with 300,000 copies per year allowance: Black/White only Color Option First year cost $1,380.00 $5,050.00 Second year cost $1,380.00 $5,050.00 Third year cost $1,380.00 $5.050.00 Fourth year cost $1,518.00 $5,555.00 Fifth year cost $1,518.00 $5,555.00 3. Cost per copy over 300,000 per year allowance: Black/White only Color Option Overage cost per copy TA6501 $.0046 $.0375 TA6551 $.0065 List any deviations from the attached specifications: Maintenance agreement does not include staples or paper. Costs for color maintenance agreement was based on 100,000 of the 300,000 copies annually being full color and 200,000 being black and white.. If on a maintenance agreement. all parts, labor, mileage. toner are provided at no additional charge thus nullifying the need for a warranty. All equipment comes with a 90 warranty Copier Bids Page 6 DRY PROCESS (DIGITAL) COPIER BID — CITY ENGINEER DEPARTMENT 1, Brand Name/Model #:Xerox Work Centre 5865 $10,436.00 Base Bid Purchase Price—City Engineer Department Alternate Bid 1 Xerox C60 $15,103.00 2. Cost of all-inclusive maintenance agreement with 300,000 copies per year allowance: Black/White only Color Option First year cost $1,950.00 $6,800.00 Second year cost $1,950.00 $6,800.00 Third year cost $1,950.00 $6,800.00 Fourth year cost $2,145.00 $7,480.00 Fifth year cost $2,145.00 $7,480.00 3. Cost per copy over 300,000 per year allowance: Black/White only Color Option Overage cost per copy $.050 List any deviations from the attached specifications: Maintenance does not include staples or paper. Color maintenance agreement was based on 100,000 full color copies annually and 200,000 black and white. The Xerox C60 paper capacity is limited to 5260 If on a maintenance agreement, all parts, labor, mileage, toner are provided at no additional charge thus nullifying the need for a warranty. All equipment come with a 90 day warranty. Copier Bids Page 7 SPECIFICATIONS CLERK/FINANCE AND CITY ENGINEER DEPARTMENTS Dry Processor Copier(Digital) and Maintenance Agreement: 1. Fully Automatic Duplexing with Automatic Duplexing Document Feeder that allows access to platen glass. 2. Preference will be given to air and vacuum paper transport system. 3. Speed Requirements: a. Maximum time requirement for 1st copy: 5 seconds b. Minimum machine speed: 60 cpm 4. Collating Finishing tray with Staple Finisher 5. Minimum 7600-sheet paper supply 6. Multi-sheet paper by-pass paper tray is required up to 11 x 17 7. Three paper sizes in the machines paper supply up to 11 x 17 paper size 8. Reduction and enlargement required 25%to 400% in one percent increments 9. The annual maintenance shall be all-inclusive (including maintenance and repair, including parts, all supplies minus paper and staples) of 300,000 copies limit per year. 10. The copy allowance shall be metered on an annual basis with a per copy charge over the annual allowance. 11. Service call must have same day response time, unless notified after 1:00 p.m., and then response time must be the morning following the service call. 12. Must have full color scanning and sending over network capability with a minimum of 600x600 dpi. 13. Auto image density must be able to be manually overridden to lighten or darken copies. (Please list in exception area if not possible) 14. Network printing from any network PC. Copier Bids Page 8 Alternate bid 1: 1. Full Color Copy capabilities up to 11 x 17. Ccopy •. • r /�•/,� Generally Accepted,Reasonable Time Periods Systems 'Li *!' /,/i ' �_, �E_�J+�llt.— lnc. J / — Recommended For Retaining Business Records* Accident reports and claims(settled cases) 7 years Accounts payable ledgers and schedules 7 years Accounts receivable ledgers and schedules 7 years Audit reports of accountants Indefinitely Bank reconciliations 1 year Bank statements 7 years Cash books Indefinitely Charts of accounts Indefinitely Checks(canceled,see exceptions below) 7 years Checks(canceled for important payments,i.e.,taxes,purchases of property,special contracts,etc.) Indefinitely Construction documents Indefinitely Contracts and leases(expired) 7 years Contracts and leases still in effect Expiration+7 years Correspondence(general) 3 years Correspondence(important) Indefinitely Deeds,mortgages,bills of sale,titles Indefinitely Depreciation schedules Indefinitely Duplicate deposit slips 1 year Electronic fund transfer documents 7 years Employee personnel records(after termination) 7 years Employment applications 3 years Expense analyses and expense distribution schedules 7 years Financial statements(end-of-year,other months optional) Indefinitely General and private ledgers(and end-of-year trial balance) Indefinitely I-9s(after termination) 1 year Insurance policies(expired) 3 years Inventories of products,materials,supplies 7 years Invoices to customers 7 years Invoices from vendors 7 years Journals Indefinitely Leases see Contracts Licenses Indefinitely Loan documents,notes Indefinitely Minute books of directors and stockholders,including by-laws and charter Indefinitely Notes receivable ledgers and schedules 7 years OSHA logs 5 years Payroll records and summaries,pensions,payroll taxes 7 years Petty cash vouchers 3 years Property appraisals by outside appraisers Indefinitely Property records including costs,depreciation reserves,end-of-year trial balances,depreciation schedules,blueprints and plans Indefinitely Purchase orders(purchasing department copy) 7 years Receiving sheets 1 year Sales records 7 years Scrap and salvage records(inventories,sales,etc.) 7 years Subsidiary ledgers 7 years Tax returns and worksheets,agents'reports,any documents relating to income tax liability Indefinitely Time books/cards 7 years Trade mark registrations Indefinitely Voucher register and schedules 7 years Vouchers for payments to vendors,employees,etc.(including allowances and reimbursement of employees officers,etc.,for travel 7 years and entertainment expenses) W-4 forms 4 years Workmans'comp.documents 11 years *Source:Ask Alice About Record Retention,by Alice Magos,Online Advice Columnist: http://www.toolkit.cch.com/advice/recordre.asp COPY SYSTEMS INC *920 E 21 ST STREET *DES MOINES,IA 50317 *PHONE: 515-262-2100*FAX: 515-261-3669 Copy systems Inc, The Co Systems StorypY It was evident from the start in 1972, in a small unheated garage located at 929 9th Street in West Des Moines, that Copy Systems, Inc. is in the business of servicing our customers and providing a good, stable place for people to build their careers. The founder of our company as it is today, William E. Paterson, started his career in sales part time at the age of 13 as a clothing sales representative. He learned that you have to take care of your customers the way that they want to be serviced if you are going to grow your business. His philosophy towards our employees is one that encourages leadership,which involves teaching, motivating, counseling and interaction with all employees. We strive for excellence through improvement, personal achievement, community involvement, and family development. We want to be recognized as a quality company that everyone wants to work for and with which customers want to do business. Today it is more important than ever for successful companies to create a feeling of security for employees in their every day lives. Copy Systems believes that when an employee goes to work, that they know that our company has a soul, spirit and personality that encourages long term career vision. We believe that if an employee is making the right choice in a company like ours and is committed to success, then "A winner never quits and a quitter never wins." We place a strong emphasis on attitudes, skills, and knowledge, that help us develop our people one step at a time, realizing that if anyone fails at a task,we will help them fail forward through training. No matter how large a corporation Copy Systems, Inc. becomes,we will always remember that every individual is unique and has great potential to our organization. Every product that our company represents is supported by our quality customer service. Our employees treat our customers with the utmost respect, helping in any way possible. We try to think of how the customer is feeling so that their experience with Copy Systems is a positive one and will be relayed to everyone they know. Our employees are empowered to go above and beyond the call of duty to please the customer. Our company has been known for doing special things for our customers such as bringing bagels and homemade goodies on their visits to build relationships with our clients. We know that our customers are our most important asset and without them, none of us would have a job. Our slogan: "At Copy Systems,we are the one company that helps run many." Copy: Inc. Mission and Purpose Our mission and purpose is pleasing customers. Our customers pay our wages. We will treat them right and keep them with us. We will continually provide quality office products and maintain superior service for our clients. We will provide ideas and concepts at a fair and reasonable charge that will enable our customers to be more competitive in their business environment. We realize that we will never get a second chance to make a first impression. All of our employees develop lasting relationships with our customers, realizing that every action affects the way our company is perceived by the customer. We will provide an environment for our employees that encourages personal and professional growth. Our training will provide employees with the resources they need to enhance their talents and abilities individually and in teams. ****** We are committed to the community. We will promote and participate in neighborhood, civic, and educational projects that make our community a better place to live. We will support the six pillars of character, which are trustworthiness, respect, responsibility, fairness, caring and citizenship. ****** We will maintain a healthy business relationship with our manufacturers. ****** The profits earned today are the purchase of future growth for tomorrow. Each of our employees takes ownership of their performance to achieve a financial return that ensures future growth and long term stability.