R-1920 - 01/12/2021 - AGREEMENTS - Resolutions ITEM 6.D.4
BOARD OF TRUSTEES MEETING
V11 t Ac 1 01 SAMUEL E. DEAN BOARD ROOM
OAK BR , K BUTLER GOVERNMENT CENTER
Of1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 12, 2021
SUBJECT: Award of Contract—Multi-Function Copier Devices
FROM: Jim Fox, Information Technology Director
Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Various Program Line Items
RECOMMENDED MOTION: I move that the Village Board award 48-month Lease and
Equipment Maintenance Agreements, to the company with the best overall value, Konica
Minolta Business Solutions U.S.A., Inc., Downers Grove, Illinois, in the amount of$73,547.04
(annual payment of$18,386.76 or$1,532.23 per month) for the replacement of 11 multi-function
print copy devices and a fixed cost per copy amount of$.004 for black& white images, $0.038
for color images, subject to annual appropriations, and approve Resolution 2021-IT-PG-EQ-R-
1920.
HISTORY:
Prior to 2016, the Village utilized multiple vendors to provide and maintain 11 copiers
throughout the Village at a total annual cost of approximately $39,000. The copiers were
purchased or leased with varying terms. In 2016, the Village Board approved the leasing of 11
copiers with Konica Minolta allowing the Village to standardize the multifunction printing
equipment in use in each Village department. As a result of this agreement the annual cost of the
multi-function copying (including the equipment lease and cost per copy) has averaged
$26,709.00 annually which provides an annual savings to the Village of$12,290.00. The
savings over the 48-month term of the current agreement has been $49,160.00
The current Konica equipment lease and associated maintenance agreement is expiring on
January 18, 2021. Village staff posted a Request for Proposal ("RFP") on July 2, 2020 for the
possible replacement of the multi-function copying devices and associated equipment
maintenance plan. The RFP was written with the following key objectives and goals:
FG
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• Reduce cost through economies of scale by selecting one supplier to support and
maintain the entire copier program.
• Provide purchasing flexibility by specifying copier models which meet the Village's
varied operational requirements.
• Specify machines that perform multiple functions, including copying,network printing,
scanning, emailing, and faxing. This will reduce the need for Departments to replace and
purchase equipment designed for these additional functions.
• Require intuitive interfaces. Fact-finding sessions with Village staff revealed that many
users do not use some features, such as two sided copying,because the interface of
existing equipment is too complex.
• Include environmental friendly options such as requirements for low energy usage;
certification of environmental management systems undertaken by suppliers; use of
recycled content in the manufacture of the equipment, supplies and packaging; machines
capable of using 100%recycled paper; and overall paper reduction through two-sided
copying, emailing, and integration with the Village's document imaging scanning system.
The Village received sixteen sealed proposals from fourteen vendors offering similar products
and maintenance plans. After an exhaustive review of the sixteen proposals by Village staff,
three vendors were selected for comparison; and of the three finalists, Konica Minolta Business
Solutions U.S.A., Inc. ("Konica")was recommended because its proposal scored higher in
experience,technical categories, software solutions, and overall cost, and thus was determined
to be the best overall value to the Village.
Currently the total copy/print volume from all Village copiers are in excess of 800,000 copies
annually; 563,200 black&white; 244,000 color. The primary goal of this project is to reduce
overall printing costs by eliminating the need to print or copy. We are continuing to implement
workflow changes in all Village departments to shift from paper products to electronic imaging
and storage. During the proposed 48-month lease hardware lease term, if print volume remains
constant to current levels,the projected cost per copy printing expenses is expected to be
$38,088.00
ANALYSIS:
A Request for Proposals (RFP)was advertised on the Village's website on July 2, 2020. Sixteen
proposals were received from the fourteen vendors listed below:
• Canon(Canon)
• CDS Office Technologies(Sharp)
• Choice Office Equipment& Supplies(Kyocera)
• COTG (Xerox)
• Gordon Flesch(Canon)
• Imagetec (Konica)
• Impact(Konica)
• IT Savvy(Toshiba)
BOT AGENDA Paee 2
• Konica Minolta
• Marco(Sharp)
• proven IT(Toshiba)
• Ricoh(Ricoh)
• Sharp(Sharp)
• Toshiba(Toshiba)
The initial proposal review Phase 1 consisted of a pass/fail assessment of proposals to ensure that
all minimum qualifications were met and that all proposals were complete. The initial
assessment was used to assess the experience of the proposers and their technical capability,
including the functionality of the proposed hardware and the proposers'ability to install,
maintain, and manage the Village's copier program.
Konica Minolta, COTG(Xerox), and Canon were selected for further evaluation Phase 2,
including detailed product and software demonstrations. The overall scores and ranking of the
finalists are summarized below. As illustrated, Konica's proposal scored higher in experience,
technical categories, software solution, and overall cost.
Konica COTG(Xerox) Canon
Company 1 2 3
Experience 1 2 3
Technical Services 1 3 2
Software Solution 1 2 3
Cost 1 2 3
The proposed agreements with Konica Minolta include a monthly lease fee per machine and a
fixed cost per copy of$.004 for black&white images and$0.038 for color images.The copier
program will include customer consultation with the Konica Minolta technical team, delivery,
installation,training,maintenance,consumables(except paper),copier moves, and copier
removal. All models offered by Konica include the capability to fax,print, copy, and scan into
the Village's document imaging system. In addition,the new hardware is fully compatible with
the Village's PaperCut Print Management Software System.
SUMMARY:
Konica, COTG (Xerox), and Canon all submitted excellent proposals. However,the evaluation
team concluded that Konica's solution is superior as summarized below:
• Overall cost savings for both hardware and cost per copy printing
• Technical services
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• Document imaging integration
ADDITIONAL OPTION:
When the 2016 lease agreement with Konica was drafted, language was included that gave the
Village the option to take ownership of the 11 current multi-function copiers when the lease
expires on January 18, 2021. If the Village chooses to continue to use the existing hardware, a
new maintenance agreement would be executed with a cost per copy increase of 20% - 30%of
the current rate. These percentage increases would translate into an estimated additional printing
expense(cost per copy)of$1,904 to$2,857 for 2021. The reason for the higher cost per copy
costs is due to the age of the equipment and the associated higher repair costs.
RECOMMENDATION:
That the Village Board award 48-month Lease and Equipment Maintenance Agreements,to the
company with the best overall value,Konica Minolta Business Solutions U.S.A., Inc., Downers
Grove, Illinois, in the amount of$73,547.04 (annual payment of$18,386.76 or$1,532.23 per
month) for the replacement of 11 multi-function print copy devices and a fixed cost per copy
amount of$.004 for black&white images, $0.038 for color images, subject to annual
appropriations, and approve Resolution 2021-IT-PG-EQ-R-1920.
I
it
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THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2021-IT-PG-EQ-R-1920
A RESOLUTION APPROVING AND AUTHORIZING A
LEASE AGREEMENT AND MAINTENANCE AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC.
FOR REPLACEMENT OF MULTI-FUNCTION COPYING
DEVICES
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAWED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 12th day of January 2021
RESOLUTION 2021-IT-PG-EQ-R-1920
A RESOLUTION APPROVING AND AUTHORIZING A LEASE AGREEMENT
AND MAINTENANCE AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND KONICA MINOLTA BUSINESS SOLUTIONS U.S.A.,INC.FOR REPLACEMENT OF
MULTI-FUNCTION COPYING DEVICES
WHEREAS,the Village of Oak Brook("Village')utilizes eleven print copy devices("Devices")in
its government buildings;and
WHEREAS,these Devices are varying models and are over 4 years old which decrease office
efficiencies;and
WHEREAS,Village staff posted a Request for Proposals('RFP")on July 2,2020 for the
purchase of replacement Devices;and
WHEREAS,the Village received sixteen sealed proposals from fourteen vendors offering Devices;
and
WHEREAS,after an exhaustive review of the sixteen proposals by Village staff,three vendors
were selected for comparison;and
WHEREAS,of the three finalists,Konica Minolta Business Solutions U.S.A.,Inc.("Konica")was
recommended because its proposal scored higher in experience,technical categories,software solution
and overall cost,and thus was determined to be the best overall value to the Village;and
WHEREAS,the Village President and Board of Trustees,being fully advised in the premises,
have determined that it is in the best interests of the Village and its residents to authorize a 48-month
lease agreement, in the amount of$73,547.04, and a 48-month maintenance agreement with Konica
which includes a fixed cost per copy amount of$.004 for black&white images and$0.038 for color
images for the entire term of the agreement for the Devices;and
NOW THEREFORE,BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES
OF THE VILLAGE OF OAK BROOK,DU PAGE AND COOK COUNTIES,ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into,and made a part of,
this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Authorization of Lease and Maintenance Agreements for the Devices.The
President and Board of Trustees hereby approve a Lease Agreement in the amount of$73,547.04
and a fixed cost per copy Maintenance Agreement with Konica for replacement Devices for a term
of 48 months.
Section 3: Approval of Agreements.The President and Board of Trustees hereby approve
the Lease Agreement and the Maintenance Agreement with Konica in substantially the same form,
as attached hereto as Exhibit A("Lease")and Exhibit B("Maintenance").
Section 4: Execution of the Documents.The Village Manager and Village Clerk shall be,
and hereby are,authorized to execute the documents between the Village and Konica in the final
form approved by the Village Attorney.
Section 5: Effective Date.This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
Resolution 2021-IT-PG-EQ-R-1920
Approving an Agreement with
Konica Minolta Business Solutions U.S.A.,Inc.
Page 2 of 4
APPROVED THIS 12t'day of January 2021
Gopal G.Lalrnalani
Village President
PASSED THIS 1211 day of January 2021
Ayes: Trustees Baar,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None
Absent: None
ATTE�ST
Charlotte K.Pruss
Village Clerk
C3 f3l
C�CUUNTV
Resolution 2021-IT-PG-EQ-R-1920
Approving an Agreement with
Konica Minolta Business Solutions U.S.A.,Inc.
Page 3 of 4
EXHIBIT A
Resolution 2021-IT-PG-EQ-R-1920
Approving an Agreement with
Konica Minolta Business Solutions U.S.A.,Inc.
Page 4 of 4
EXHIBIT B
REVIEW OF CONTRACTS
warding Agenc Type of Contra
2l�
Department: Program/Account N ber:
Awarded Contract Price: Budgeted Amount:
[] Under$20,OOD Q $500,001 -;1,000,000
�1 $20,000-$500,000 Over$1,000,000
i
Dn►Com �l nol4o-- MO--k - ��-�Ia✓l
Name:
Name: Date: I ZlIC71 zOZo i
Name: Date: ;L
Name: Date:
F--j Three (3)Originals signed by other party Date/Initials
Original provided to staff member for other party Date/Initials
t
Original provided to Official Files Date/Initials
village of Oak Brook 1 Approved by Board of Trustees Date/infllals:
KONICA MINOLTA
VILLAGE OF OAK BROOK
Konica Minolta direct Government Tax Exemption Lease Program
Government
Price
Program Service& Monthly Cost 48
Village of Oak Supplies Cost Month TELP
Quantity Item Number Item Description MSRP Brook Par Copy Pro ra
Police,Public Works,Fire 693,Oak Brook Golf Staples and
Club,Oak Brook Bath&Tennis Club,Library Firmware
Reference,Libra Circulation Included
7 AA2M011 BIZHUB C2501-COLOR A3 MFP126 PPM $11,00 $1.636.92 $0.03800 color $37.63
COPIER/PRINTER/SCANNER PS/PCL/XPSMGBSTD
MEM,WEB BROWSER,DUPLEX UNIT,256GB SSD,
USB INTERFACE THUMB DRIVE, 50.0040 b&w
7670525506 MFP DELIVERY CHARGE-LEVEL ONE 120 $0.00 $0.00
7640018094 BASIC NETWORK SERVICE-BNSO4 340 $0.00 $000
7 AAMNWYI DF-714 DUAL SCAN AUTO DOCUMENT FDER 1802 $452.00 $10.35
OPTION A2YVWY2 Js5tx1 JOB SEPERATOR 5 $16348 $3.7
7 A2YUWY3 FS-533 INNER FINISHER 1553 $437.60 $10.06
7 A3EUW12 PK519 PUNCH KIT FOR FS-533 566 $171 00 $39
7 A883012 FK-614 FAX KIT(tat&2nd LINE) 1070 $300.00 $6.9
44
7 G81DOLCMUS2 EXTERNAL KEYBOARD 223 $112.00 $2.5
7 A4NRWY2 KH-102 KEYBOARD HOLDER 123 $39.00 $0.9
7 A88AWY2 EK-608 LOCAL INTERFACE KIT 200 $55.00 $126
7 AOW4WY3 WT-506 WORKING TABLE 712 $30.00 $0.6
7 R5427011136466G AU-205HGEN2 SQ-2020-94643 399 $115.00 $2.6
OPTION 7640015857 BIZHUB SECURE 250 $200.00 $4.8
Per Machine $9526
TOTAL COST $671.0
Village Administration,Police, Developmental Staples and
Services Finn
Included
BIZHUB 6 0 65 PPM C61UIT17MF6SPPV
COPIER/PRINTER/SCANNER
PS/PCLJXPS/8GBSTDIWEB BROWSER/DUPLEX
3 AA7N011 UNIT/256 GB SSD/Use THUMB DRIVE $33,712 $5,334.00 $0.01800 color $122.6
$0.00400 b&w
7570525507 MFP DELIVERY CHARGE-LEVELTWO 175 $0.00 8008
764[3'8]9 BASIC NETWORK SERVICE-BNSO4 340 5000 �-
VSWY2 INEW94 5417.0 $10.-
OPTKN4 A.'W12 LU-302 LARaeOwAOfTV UNIT 1781 5506.00 $116
3 A87JWY2 RU-513 RELAY UNIT FOR FS-534/FS-536 210 $6200 '14�
00 $8.1
OPTION A10CWY2 Soo $250.00 S5 75
$38.51
3 A883012 FK-614 FAX KIT(1st&2nd UNE) 1070 $300.00
3 G84410OLCMUS2 EXTERNAL KEYBOARD 223 $112.00
3 A4NRWY2 KH-102 KEYBOARD HOLDER 123 539.00 `=93
3 A88AWY2 EK-808 LOCAL INTERFACE KIT 200 $55.00 >'
3 AOW4WY3 WT-506 WORKING TABLE 112 530.00 $v 60
3 R5427011136466G AU-205HGEN2 SO-2020-94643 399
OPTION 7640015657 BIZHUB SECURE 250 $200.00 $460
Per M.l hne 521621
TOTAL COST $654.6
Staples and
Village Administration Firmware
Included
i AA71,1011 COPIERIPRINTERISCANNER $33,712 $5,334.00 $0.03800 color $122.63
50.00400 b&w
7670525507 MFP DELIVERY CHARGE-LEVEL TWO 175 $0.00 S'
7640018094 BASIC NETWORK SERVICE-BNSO4 340 $0.0 `--G-'
1 $10.8
A87JWY2 RU-513 RELAY UNIT FOR FS-634/FS-536 210 $62. 11"
1 - - $8.1
OPTION A10CWY2 JS-602 JOB SEPARATOR TRAY 500 $250.00 $5 75
$38.51
1 ABB3012 FK514 FAX KIT(tsl&2nd LINE) 1070 $300.00 SE 9�
1 G84410OLCMUS2 EXTERNAL KEYBOARD 223 $112- - '-
1 A4NRWY2 KH-102 KEYBOARD HOLDER 123 $39.00 &='90
1 A88AWY2 EK-608 LOCAL INTERFACE KIT 200 $55.00 -6
1 A0
W4WY3 WT-506 WORKING TABLE 112 $30.00 $L 6'
1 R5427011136466G AU-205HGEN2 SO-2020-94643 399 $115.00
OPTION 7040015657 BIZHUB SECURE 250 $200.00 S4 60
Per Machine $20658
COST $206.58
TOTAL
MONTHLY
COST $1,532.23
YEARLY COST $18,386.7
LEASE TERM
COST $73,547.0