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Meeting Date:
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11/14/2016 - 7:00 PM
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Category:
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Business/Action Items
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Type:
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Action
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Subject:
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18.2 Award of Request for Proposal #1755 District Wide Copiers
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LCAP (Local Control Accountability Plan) Goal:
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Strategic Initiative 5.3 Optimal Operations and Infrastructure Ensure that our facilities and infrastructure support and enhance student learning and safety.
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Enclosure
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File Attachment:
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Summary:
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Request for Proposal (RFP) no. 1755 was answered by seven companies of which five (5) were invited to participate in extensive real world testing of five brands of copiers. Print Shop staff physically evaluated and tested the submitted copiers and rated the best performing copiers which was weighted at 40 percent of selection criteria. The other major factor at 25 percent was the cost of a five-year monthly contract. The lowest responsible bidder is KBA Docusys Inc. for the total of $1,203,425.05. Our current contract is expiring at the end of 2016 with the new contract starting the first of the year in 2017.
The successful bidder will furnish 81 rental replacement copiers with full service maintenance agreements at various sites throughout the District in accordance the terms, conditions, and specifications of the RFP. KBA Docusys scored 98.6 out a possible of 100 points, and comes in at $5,000 less per month than the previous contract. The copiers come with faster speed, better scanning quality, and features like 3-hole punch, and USB ports on an even more robust chassis.
The cost for the first year is $240,685.01 for the copiers and maintenance agreement.
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Funding:
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518-5029-53-5618
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Fiscal Impact
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$240,685.01 per year.
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Recommendation:
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Approve the Award of Request for Proposal No. 1755 - District Wide Copiers to KBA Docusys.
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Approvals:
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Recommended By:
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Signed By:
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Jennifer Woodhall - Administrative Secretary II
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Signed By:
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Sharon Ketcherside - Purchasing Consultant
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Signed By:
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Joe Estrada-C - Director of Technology
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Signed By:
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Wayne Oetken - Business Services
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Signed By:
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Dr. Nellie Meyer - Superintendent
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Vote Results:
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| New Motion | | Member Debra Mason Moved, Member Barbara Oaks seconded to approve the New motion 'Approve the Award of Request for Proposal No. 1755 - District Wide Copiers to KBA Docusys.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | Linda Mayo | Yes | | Cheryl Hansen | Yes | | Brian Lawrence | Yes | | Barbara Oaks | Yes | | Debra Mason | Yes | |
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