DATE: June 16, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Bob Martin, Interim Director of Planning and Sustainability
Fred Banner, Director of Information Technology
Brian Wilcox, Purchasing Manager
SUBJECT:
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*Acknowledge Report Of Contract Award To Novacopy, Inc. Of Nashville In The Total Estimated Amount Of $37,605 For Two (2) New Commercial-Grade Multifunction Copiers Of Varying Specifications, Comprised Of $13,947 For Purchase Of The Machines And An Estimated $23,658 For 60 Months Of Maintenance Services, For Planning And Sustainability Department (FY2015) And Information Technology Department (FY2016) (Purchasing Office Procurement Solicitation No. 2015-041 and 2015-042; Contract No. 2015-0164)
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Purpose
The purpose of this procurement is to purchase (a) supply, delivery, installation, setup of and training for a minimum of two (2) new commercial-grade multifunction copiers of varying specifications and for varying dates of delivery; (b) ongoing maintenance services for said new copiers for as long as the machines are owned by the City; and (c) removal and disposal of a minimum of two (2) surplus copiers currently owned by the City. One new multifunction copier is for the Planning and Sustainability Department and replaces two existing copiers in that department. The other new multifunction copier is for the Information Technology Department and is to be assigned to the Application Group of that department.
Background
The City published on May 28, 2015 a Notice to Bidders in the Williamson Herald for supply, delivery, installation, setup of and training for a minimum of two (2) new commercial-grade multifunction copiers of varying specifications and for varying dates of delivery; maintenance services for said new copiers; and removal and disposal of a minimum of two (2) surplus copiers currently owned by the City. In addition, bid documents were sent on or about the same date directly to eleven (11) potential bidders known or thought to be interested in this solicitation. Eight (8) bids from seven (7) vendors were publicly opened at the bid opening held on June 11, 2015. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from NovaCopy, Inc. of Nashville, is in the total estimated amount of $37,605 for two (2) new commercial-grade multifunction copiers of varying specifications, comprised of $13,947 for purchase of the machines and an estimated $23,658 for 60 months of maintenance services, for Planning and Sustainability Department (FY2015) and Information Technology Department (FY2016). This bid was identified because it is the lowest bid that meets or exceeds the City's intention as expressed and implied by the City's specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The Planning and Sustainability Department budget for fiscal year 2015 does not itemize this purchase but has funds sufficient out of the General Fund to cover the cost of this purchase. The machine for Planning and Sustainability is scheduled to be delivered before July 1, 2015 and thus would be allocated to the City's 2015 fiscal year. The Information Technology Department budget for fiscal year 2016 allocates $8,000 out of the General Fund for the purchase of a new multifunction copier. The machine for Information Technology is scheduled to be delivered on or after July 1, 2015 and thus would be allocated to the City's 2016 fiscal year. Fees incurred for maintenance services for both machines are to be allocated to the respective departmental operating budgets.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of contract award (Contract No. 2015-0164) to NovaCopy, Inc. of Nashville in the total estimated amount of $37,605 for two (2) new commercial-grade multifunction copiers of varying specifications, comprised of $13,947 for purchase of the machines and an estimated $23,658 for 60 months of maintenance services, for the Planning and Sustainability Department (FY2015) and the Information Technology Department (FY2016). Purchasing Manager Brian Wilcox is of the opinion that the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received.