Agenda #: 5.8
Meeting Date: June 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH AMERICOMP
GROUP IMAGING, LLC, FOR PRINTER MAINTENANCE SERVICES
AND TONERS THROUGH JUNE 30, 2028.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve, and authorize the City Manager to sign, a Maintenance Services Agreement with AmeriComp Group Imaging, LLC, for printer maintenance services and toners through June 2028.
FINANCIAL IMPACT:
The total not-to-exceed amount set forth in the Maintenance Services Agreement and toner is $150,000 over the five years, approximately $30,000 per fiscal year depending on printing volume. Sufficient funds are included in the FY 2023/24 budget for such services. For subsequent fiscal years, the annual amount will be based on the approved budget.
DISCUSSION:
The City of Diamond Bar ("City") currently has forty-four (44) printers at City Hall and an additional three (3) printers at the Diamond Bar Center, three (3) printers at Heritage Park, and one (1) printer at Sycamore Canyon Park for a grand total of fifty (50) printers.
With the current printer maintenance and supply contract expiring June 30, 2023, staff solicited bids for a new printer maintenance contract with the following requirements:
• Quarterly cleanings for all printers including inspection and service of each device.
• Four (4) business hour response to all service calls.
• Diagnosis and all-inclusive repair of covered equipment including parts and labor. • Service to include 100% Coverage for Maintenance Kits. • Delivery and installation of supplies.
Separate from the maintenance contract pricing, bidders were to provide individual ink and toner pricing with the following requirements:
• Supplies for all color printers must be original equipment manufacturer (OEM). • Supplies for black & white printers must be high yield re-manufactured toners or OEM.
ANALYSIS:
Consistent with the purchasing ordinance, the City publicly solicited bids. Eight prospective bidders registered to view the RFP and four vendors submitted bids, including:
• AmeriComp Group Imaging LLC
• CBE Office Solutions
• Dynamic Advantage Inc
• Pacific Office Automation
The bid response from CBE Office Solutions was not in compliance with the requirements of the Request for Proposal. The proposal from CBE Office did not offer a service agreement that the City requested in the RFP and they proposed an alternate service model that was not requested in the RFP.
The remaining bidders proposed the following annual cost for their respective printer maintenance contracts:
Bidder Estimated Annual Cost for Service
AmeriComp Group Imaging LLC $9,110.00
Dynamic Advantage Inc $14,400.00
Pacific Office Automation $14,400.00 (8% annual increase after year 3) The annual total for service from AmeriComp is proposed to be $9,110.00 for years 1-5.
Based on estimated consumption rates for each type of toner in relation to the price sheets provided the estimated annual cost for supplies is $15,769.01.
Bidder Estimated Annual Toner Cost
AmeriComp Group Imaging LLC $15,769.01
Pacific Office Automation $15,912.24
Dynamic Advantage Inc $21,118.00
The overall annual proposed cost from AmeriComp is $24,879.01 for years 1-5.
Upon review of all bid responses, staff has determined that AmeriComp Group LLC is the most responsible bidder. The bid response from AmeriComp has been reviewed by staff for pricing and compliance, finding that the bid is competitively priced, and meets all requirements of the RFP and the City’s purchasing policy
*Please note that the $150,000 not to exceed amount requested is greater than the fiveyear sum of the estimated annual cost due to the fact that the amount is an estimate only and future printer usage may be greater than historical averages. Future usage rates could vary based on need or unforeseen impacts such as COVID-19. However, in all cases, the City will be charged a set amount for service and charged only for toners actually purchased. The total amount will not exceed the contract or budget amount.
The City has utilized AmeriComp services in the past and been very satisfied with their performance.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Maintenance Services Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.8.a AmeriComp Contract