HomeMy WebLinkAbout1996-02-20; City Council; 13521; ANNUAL CONTRACT FOR THE COIN-OPERATED PHOTOCOPIER CONCESSION FOR THE CARLSBAD LIBRARY.’
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CITY OPERATED PHOTOCOPIER MTG. d-$C /916 TITLE: ANNUAL CONTRACT FOR THE COIN-
CITY DEPT. PCH
DEPl
CONCESSION FOR THE CARLSBAD
LIBRARY
RECOMMENDED ACTION:
Staff recommends Council adopt Resolution No. ‘14- d3 , accepting the bid proposal
awarding a contract to, Copy Vend Incorporated for the provision and maintenance of coin-ol
photocopy equipment for the Carisbad Library for the period of March 1, 1996 through Febn
1999, with the option to renew for two additional one-year periods.
ITEM EXPLANATION
The City of Carlsbad Library has “out-sourced the provision and maintenance Of their photoc
microfiche and microfilm readerlprinters for several years. These machines are provided
convenience of Library customers and are also used by Library staff. Customers use tt
operated feature of the machines but the Library staff has free access through the use of key s
or similar devices. Copies are free to the Library staff until the monthly allowance of I!
exceeded, at which time each copy is charged at an agreed upon excess copy rate. All compl
received by the contractor, except the excess copy charges, is collected by the machines fron
customers. The contractor will assume the maintenance of three City-owned microfiche mac
the main library and one City-owned photocopy machine at Centro de Informacion. Other r~ will be owned and added by the contractor per specifications written by the Assistant Library
The machines will be located at the main library, the branch library and the Centro de lnforr
In accordance with Section 3.28.120 of the Municipal Code, Notice to Bidders was publis
Requests for Bid were sent to six contractors. Of the two bids received, the lowest was fr
Vend Inc. The bids are tabulated below:
Company
Copy Vend Inc.
Rate for Rate for
Public &Dies Staff Caries
$0.10 $0.039
Minolta Business Systems $0.15 $0.05
%
Library staff usage rarely exceeds the monthly allowance. 3 charges, all contractor compensation will be from fees collected from customers using the r a Other than providing electricity and space, fiscal impact will be minimal. Except for excess E
FISCAL IMPACT b
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A Resolution No. 94 ,- b:?
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EXHIBITS
F
a
Memo Recommending Award
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February 6, 1996
TO: PURCHASING OFFICER
FROM: Assistant Library Director
BIDS FOR LIBRARY OFFICE FACILITIES MANAGEMENT SYSTEM
Based on the cost per copy to the public, the provision of an adequate number of
satisfactory photocopy and microform reader-printer machines, as well as past
experience and a check of references, the library concurs in the awarding of the bi
for an office facilities management system to Copy Vend.
GEOFF ARMOUR
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RESOLUTION NO. 9 6 - 6 3
A RESOLUTION OF THE CITY COUNCIL OF THE GIN OF CARL81
OF A CONTRACT FOR PROVISION AND MAINTENANCE OF c( CALIFORNIA ACCEPTING A BID AND AUTHORIZING THE EXECUl
OPERATED PHOTOCOPIER EQUIPMENT FOR THE CARLSI
LIBRARY
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Cadsbad, I
follows:
1. That the bid of Copy Vend Inc., 8910 Activity Road; Suite J, San Diego 4
hereby accepted for equipment and maintenance services for the period of M;
through February 28, 1998, which may be renewed by the City Manager for two a
(1) year periods, with revised contract prices set by mutual agreehent.
2. That the City Manager of the City of Carlsbad is hereby authorized ant
execute a contract, a copy of which is attached hereto, for and on behalf of the City
PASSED, APPROVED AND ADOPTED by the City Council of the City of C
regular meeting held on the 20th day of February , 1996, by the fol
to wit:
AYES: Council Members Lewis, Nygaard, Kulchin, Finnila and Hall
NOES: None
ABSENT: None y$d(L CLAUDE A. LE J S, Mayor
ATTEST:
ALETH.4 L. RAUTENKRANZ
(SEAL) , .
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CONTRACT
THIS CONTRACT, made and entered into as of the dSk day
, 19 ydl by and between the CITY OF CARLSBAD, a municii
ration, hereinafter referred to as "City", and COPY VEND INC., hereinafter referred to * "Contractor."
RECITALS
The City requires a coin-operated equipment concession for photocopy equipment 2
microform viewing and copying equipment and the Contractor possesses the necessary sk
and qualifications to provide the services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenat
contained herein, City and Contractor agree as follows:
I. CONTRACTOR'S OBLIGATIONS
The Contractor's obligations shall be as described in Bid Number 6 and associat
documents, and in the Contractor's bid proposal, both in their entirety which are attachments
and part of this contract. Changes to the contract documents and the Contractor's obligatio
will be processed as described in paragraph 4 of this contract.
2. FEES TO BE PAID TO CONTRACTOR
All fees collected by the contractor will originate from collections using coin operat
machines. This sole compensation will cover work completed by the Contractor as describt
in the contract documents. No other compensation for services will be allowed except tho:
items covered by contract supplements per Paragraph 4, "Changes in Work."
3. DURATION OF CONTRACT
This contract shall extend for a period of three years from the date of execution. TI
contract may be extended by the City Manager for two additional one (1) year periods or pal
thereof, based upon a review of satisfactory performance and the City's needs. The partil
shall prepare extensions in writing indicating effective date and length of the extendc
contract.
4. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or the Ci
and informal consultations with the other party indicate that a change in the conditions of tl
contract is warranted, the Contractor or the City may request a change in contract. Sul
changes shall be processed by the City in the following manner: A letter outlining the requirc
changes shall be forwarded to the City by the Contractor to inform them of the proposc
changes along with a statement of estimated changes in charges. If agreed to,
supplemental amendment to the contract shall be prepared by the City and approved by tt
City according to the procedures described in Carlsbad Municipal Code Section 3.28.17
Such supplemental contract shall not render ineffective or invalidate unaffected portions of tt
contract.
5. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any company 1
person, other than a bona fide employee working for the Contractor, to solicit or secure th
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contract, and that Contractor has not paid or agreed to pay any company or person, other
a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any (
consideration contingent upon, or resulting from, the award or making of this contract.
breach or violation of this warranty, the City shall have the right to annul this contract wii
liability, or, in its discretion, to deduct from the contract price or consideration, or other
recover, the full amount of such fee, commission, percentage, brokerage fees, gifl
contingent fee.
6. NONDISCRIMINATION CLAUSE
The Contractor shall comply with California State law and United States law regar
nondiscrimination.
7. TERMINATION OF CONTRACT
In the event of the Contractor's failure to prosecute, deliver, or perform the worl
provided for in this contract, the City may terminate this contract for nonperformancc
notifying the Contractor by certified mail of the termination of the contractor.
8. DISPUTES
If a dispute should arise regarding the performance of work under this contract,
following procedure shall be used to resolve any question of fact or interpretation not othen
settled by contract between parties. Such questions, if they become identified as a part I
dispute among persons operating under the provisions of this contract, shall be reducec
writing by the principal of the Contractor or the City . A copy of such documented dispute s
be forwarded to both parties involved along with recommended methods of resolution wl
would be of benefit to. both parties. The City or principal receiving the letter shall reply to
letter along with a recommended method of resolution within ten (IO) days. If the resolu
thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall
forwarded to the Office of the City Manager for resolution. The City Manager may then op
consider the directed solution to the problem. In such cases, the action of the City Mana
shall be binding upon the parties involved, although nothing in this procedure shall prohibit
parties seeking remedies available to them at law. This contract shall be governed by the I:
of the State of California.
9. SUSPENSION OR TERMINATION OF SERVICES
This contract may be terminated by either party upon tendering thirty (30) days writi
notice to the other party. In the event of termination, the Contractor shall be paid for copies
acceptable quality made prior to the termination date. The City shall make the fi
determination as to the portions of tasks completed and the compensation to be made.
10. STATUS OF THE CONTRACTOR The Contractor shall perform the services provided for herein as an independ
contractor and not as an employee of the City. Contractor shall be under control of the C
only as to the result to be accomplished, but shall consult with the City as provided for in t
contract. The persons used by the Contractor to provide services under this contract shall I
be considered employees of the City for any purposes whatsoever.
The Contractor is an independent contractor of the City. The payment made to 1
Contractor pursuant to the contract shall be the full and complete compensation to which i
Contractor is entitled. The City shall not make any federal or state tax withholdings on beh
of the Contractor or hidher employees or subcontractors. The City shall not be required to F
any workers' compensation insurance or unemployment contributions on behalf of tl
Contractor or hidher employees or subcontractors. The Contractor agrees to indemnify t
City for any tax, retirement contribution, social security, overtime payment, unemploymc
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payment or workers' compensation payment which the City may be required to make on b of the Contractor or any employee or subcontractor of the Contractor for work done unde
contract.
The Contractor shall be aware of the requirements of the Immigration Reform
Control Act of 1986 and shall comply with those requirements, including, but not limite
verifying the eligibility for employment of all agents, employees, subcontractors Consultants that are included in this contract.
11. . HOLD HARMLESS CONTRACT
The City, its officers, and employees shall not be liable for any claims, liabil
penalties, fines, or any damage to goods, properties, or effects of any person whatever, nc
personal injuries or death caused by, or resulting from, any intentional or negligent acts, e
or omissions of Contractor or Contractor's agents, employees, or representatives. Contri
agrees to defend, indemnify, and save free and harmless the City and its officers
employees against any of the foregoing claims, liabilities, penalties or fines, including liabi
or claims by reason of alleged defects in any plans and specifications, and any cost, expl
or attorney's fees which are incurred by the City on account of any of the foregoing.
12. ASSIGNMENT OF CONTRACT
thereunder without the prior written consent of the City.
13. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under this con
by the Contractor, Contractor shall be fully responsible to the City for the acts and omissior
Contractor's subcontractor and of the persons either directly or indirectly employed by
subcontractor, as Contractor is for the acts and omissions of persons directly employec
Contractor. Nothing contained in this contract shall create any contractual relation:
between any subcontractor of Contractor and the City. The Contractor shall bind el
subcontractor and every subcontractor of a subcontractor by the terms of this cont
applicable to Contractor's work unless specifically noted to the contrary in the subcontrat
question approved in writing by the City,
The Contractor shall not assign this contract or any part thereof or any monies
14. PROHIBITED INTEREST
NO official of the City who is authorized in such capacity on behalf of the Cit!
negotiate, make, accept, or approve, or take part in negotiating, making, accepting
approving of this contract, shall become directly or indirectly interested personally in
contract or in any part thereof. No officer or employee of the City who is authorized in s~
capacity and on behalf of the City to exercise any executive, supervisory, or similar function
connection with the performance of this contract shall become directly or indirectly interes
personally in this contract or any part thereof.
15. VERBAL CONTRACT OR CONVERSATION
No verbal contract or conversation with any officer, agent, or employee of the C
either before, during or after the execution of this contract, shall affect or modify any of
terms or obligations herein contained nor entitle the Contractor to any additional paym
whatsoever under the terms of this contract.
16. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 11, "Hold Harmless Contract," all terr
conditions, and provisions hereof shall inure to and shall bind each of the parties hereto, E
each of their respective heirs, executors, administrators, successors, and assigns.
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17. EFFECTIVE DATE
This contl'act shall be effective on and from the day and year first written above.
18. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to recei
written notice on behalf of the City and on behalf of the Contractor in connection with tl
foregoing are as follows:
For City:
For Contractor:
Purchasing Officer or
Library Director
1200 Carlsbad Village Drive
Carisbad CA 92008
President
Copy Vend Inc.
8910 Activity Rd, STE J
San Diego CA 92121
City of Carlsbad
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19. INSURANCE
The Contractor shall obtain and maintain policies of general liability insurance, automot
liability insurance, and a combined policy of worker's compensation and employers liabi
insurance from an insurance company authorized to do business in the State of Califon which meets the requirements of City Council Resolution No. 91-403 in an insurable arnoun
not less than one million dollars ($1,000,000) each, unless a lower amount is approved by
City Attorney or the City Manager. This insurance shall be in force during the life of 1
contract and shall not be canceled without thirty (30) days prior written notice to the City s
by certified mail.
The City shall be named as an additional insured on these policies. Additional insu
status of the City and cancellation provisions shall be evidenced by the attachment
additional insured endorsement documents to certificates of insurance. The Contractor SI
furnish these documents to the City before commencement of work.
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20. FALSE CLAIMS
I The Contractor may be subject to civil penalties for the filing of false claims as set
in the California False Claims Act, Govemm C sections 12650, et seq., and Cad
Municipal Code Sections 3.32, 025, et seq. + nltial)
20. BUSINESS LICENSE
of the contract.
Executed by Contractor this 66ii day of 594U.d ,I9 76 .
Contractor shall obtain and maintain a City of Carlsbad Business License for the dur'
CONTRACTOR: CITY OF CARLSBAD, a municipal
corporation of the State of California c-m \Gfio \,ac.
(name of Contractor)
BY. LhAAL ATTEST: (sign here)
p%4hj ,T- L"A* s P&S,Ffi
(print namehitie)
&L"
&
By:
(sign here) ...
s,,pNT- bd iL l~~~~~y,
(print name/title)
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporation:
only one officer signs, the corporation must attach a resolution certified by the secretar
assistant secretary under corporate seal empowering that officer to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
City Attorney
BY JA E MOBALDI
duty City Attorney
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t .. e ch,,mm aL-PmosE AcmowLEDGmNT 0
State of California
County of ,5- he
On 310 /qb before me, bwuh swa, (Date) (Name, 'l'itle of Notary Officer) k. c personally appeared 6fi &+'I 7. (u(' 5 (1 -
Name of Slgner(s) 9
- personally known to me OR &/ proved to me on the basis of satisfactory evidence to be the whose name@ isle subscribed to the within instrur
acknowledged to me that hekldkby executed the
his- authorized capacity(*), and that by his
signature@ on the instrument the persono, or entity upon
which the persona) acted, executed the instrument.
WITNESS my hand and official seal. . ,;
- "kd
Signature of Notary
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and cou
fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
- Individual
vmm4 Gm**-U~
Title(s) -. Title or Type of Document
- Partner(s) - Limited
- General
- Attorney-in-Fact - Trustee(s)
- GuardianIConservator
- Other:
5
Number of Pages Date of Document
SIGNER IS REPRESENTING:
Name of person(s) or Entity(ies) Signer(s) other than named above.
xy+i.-nd ac.
Notary Achnowledpnuu Paxc I of I
Ocloher 1994
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RESOLUTION OF BOARD OF DIRECTORS
OF
COPY VEND, INC.
The Directors of COPY VEND, INC. , a California corporation, having met a.
Special Meeting of the Board of Directors, on March 7, 1996 unanimously adopt
approved, and consented to the following resolution: ..<
RESOLVED: Brian T. Lewis, as President of the Corporation, is hert
given all powers, rights and authority to unilaterally er
into a contract with the City of Carlsbad on behalf of
Corporation.
Dated: "Zi~ (0 . r?y& "1.-
BRIAN T. LEWIS, SECRETARY
0
City
0.
of Carlsbac
REQUEST FOR BID
January 10,1996
BID NO. 6
DUE AND OPENED: February 1, ?!
11:oo 4
FOR: COIN OPERATED PHOTOCOPIER EQUIPMENT CONCESSION
The City of Carlsbad is requesting bids for a coin-operated equipment concession to pro1 photocopying service to our Library and its customers. The Contractor providing this service will in: and service photocopiers, microfilm and microfiche machines in three Library facilities. The microi
and microfiche machines are to have a dry photocopy capability. Please refer to the attacl specifications for details. A sample contract is attached. This page must be used to submit your bid you wish to submit extra information please attach it to this sheet.
RATE FOR PUBLIC COPIES ................................................... IOC Each
RATE FOR EXCESS "STAFF" COPIES .................................. 3 -gc Each
STATE MAKE AND MODEL NUMBERS OF EQUIPMENT TO BE USED (Attach specifications):
SEE ATTATCHED SHEET FOR PROPOSED EQUIPMENT BY LOCATION
Please read the attached special conditions and general provisions carefully, they are part of
your bid.
The Representation and Certification page must be completed and returned with your bid.
GUARANTEE OF GOOD FAITH FIRM COPY VEND INC. REQUIRED $ NONE (FAILURE
TO SUBMIT GUARANTEE OF ADDRESS 8910 ACTIVITY RD, SUITE J, SAr
GOOD FAITH, WHEN
REQUIRED, WILL .VOID YOUR PHONE (619 )549-1400 DATE BID. SEE PARAGRAPH 3, GENERAL PROVISIONS). FAX (619 1540-1181 TITLE PRES I DENT
Of~y&?- L..~~ &-em1 d/7+7cA&67 PRINTED NAFBRIAN-LEWIS
n " a&, J&.- Ad?- SIGNATURK r .- - - " \ I .I
THE CITY OF CARLSBAD ENCOURAGES THE PARTICIPATION OF MINORITY- AND WOMAN-OWNED BUSINESSES.
1200 Carlsbad Village Drive Carlsbad, CA 92008-1 989 (61 9) 434-2803 FAX (61 9) 434-1
-LOCATION - 1250 CARLSB dd ILLAGE DRIVE 0
4 COIN OPERATED COPIERS
SHARP SF 8100 (OPTION: SHARP SF 8500) LARGE CAPACITY (1500 SHEET) CASSETTE
COIN-OP MECHANISMS THAT WILL ACCEPT NICKELS, DIMES, QUARTERS AND DOLLAR BILLS, MAKES CHANGE USING NICKELS, DIMES AND QUARTERS REDUCTION AND ENLARGEMENT AVAILABLE
DUAL PAPER SIZES
BOOK COPYING FEATURE ON ONE COPIER
1 DOLLAR BILL CHANGER - CHANGE FOR MICROFORM READEWPRINTERS ROWE BCI
I OFFICE COPIER
SHARP SF 8500
REVERSING AUTOMATIC DOCUMENT FEEDER
COLLATION DUPLEXING LARGE CAPACITY (1500 SHEET) CASSETTE
1 OFFICE COPIER
SHARP SF 7320/ SF 8100/ SF 8500 BASED UPON THE NEEDS OF THE DEPARTMI
5 COIN OPERATED MICROFICHE READEWPRINTERS
MINOLTA RP-503
3 COIN OPERATED MICROFILM READEWPRINTER MINOLTA RP-605
LOCATION - 6949 EL CAMINO REAL
1 COIN OPERATED COPIER
0 SHARP SF 8100 (OPTION: SHARP SF 8500) LARGE CAPACITY (1 500 SHEET) CASSETTE COIN-OP MECHANISMS THAT WILL ACCEPT NICKELS, DIMES, QUARTERS ANC
DOLLAR BILLS,
MAKES CHANGE USING NICKELS, DIMES AND QUARTERS
* REDUCTION AND ENLARGEMENT AVAILABLE . DUAL PAPER SIZES BOOK COPYING FEATURE
I OFFICE COPIER SHARP SF 7320
LOCATION - 3333 HARDING
I COIN OPERATED COPlERlOFFlCE COPIER
SHARP SF 7300/7320
MAKES CHANGE USING NICKELS, DIMES
COIN-OP MECHANISMS THAT WILL ACCEPT NICKELS, DIMES, QUARTERS
STAFF COPIES PER MONTH - ALL LOCATIONS
COPY VEND TO PROVIDE 16,000 OFFICE COPIES PER MONTH TOTAL AT NO CHI
e a
ADDITIONAL INFORMATION FOR
BID NO. 6
COIN OPERATED EQUIPMENT
1. The current charge for each copy from the photocopy machines is IO cents.
2. The current charge for each copy from the microform machines is 10 cents.
3. The current price per copy for excess “staff copies” is five cents.
4. Current approximate monthly amounts of copies are as follows:
Photocopies by customers 30.000
Excess “staff copies” 0
Microform copies by customers 8.000
Excess microform “staff copies” not applicable
5. Costs for excess “staff copies” will be billed monthly.
6. In paragraph 2.1 .I, Price of Copies. The sentence “It is intended that ALL
Contractor compensation for all contracted services be received from Library
customers using installed coin-operated machines” should be changed to re;
“It is intended that ALL Contractor compensation for all contracted services
(except compensation from excess staff copies) be received from Library
customers using installed coin-operated machines”
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BID SPECIFICATIONS
1.0 GENERAL REQUIREMENTS
1.1 Introduction
The City of Carlsbad is seeking bids from qualified firms for the operation
concession for the reproduction of graphic matter from coin-oper;
photocopiers and microform reader-printers located in the Carlsbad City Lib
system. Respondents are required to furnish a list of references and, ~
award of a contract, must obtain a City business license. The City shall have
authority to disregard bids if requirements noted in this request for bid are
met.
1.2 Background
The locations covered under this contract include the Main Library at 0
Carlsbad Village Drive; the La Costa Branch Library at 6949 El Camino F
Suite 200; and the Centro de lnformacibn at 3333 Harding Street, Room
Currently, copies from photocopy machines from all sources total about 31
per month. Copies from reader-printers total about 8,000 per month.
1.3 Contract Term
The term of the contract will be three years from the date of award, wit
option to renew for two additional one year periods.
1.4 Equipment Required
1.4.1 Photocopiers
The Main library requires four coin-operated photocopiers for public
and one large and one small copier in different parts of the library for
use. The La Costa Branch requires one coin-operated photocopi(
public use and one table-top type for staff use. The Centro require:
table-top coin-operated photocopier for use by both staff and publit
least one of the copiers at the Main and Branch libraries should be a
copier able to accommodate oversized books without damaging the :
One copier for both staff and public at each facility should also
enlarging and reducing capabilities.
I .4.2 Microform Reader-Printers
The library requires five coin-operated microfiche reader-printer:
three coin-operated microfilm reader-printers. The microfiche ma(
should be equivalent to the Minolta RP-503 and the microfilm ma(
should be equivalent to the Minolta RP-605~.
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1.5 Staff Copies AS part of the contract, the Contractor shall provide an allowance of at le
15,000 staff copies per month system-wide. Staff copies in excess of
allowance shall be charged to the library at a rate stated in the bid. "S
copies" are defined as copies made by the library staff which do not incur a I
copy charge until the allowance is exceeded.
1.6 Criteria for Evaluation
The contract will be awarded to the lowest responsible, responsive bidder wh references and proposed machinery are satisfactory to City Lib1
management. Machinery will be accepted as satisfactory if it conform:
specifications, and performs the tasks,, described herein in the sole opinio,
City Library management. "Ties" will be broken by evaluating quality
features of the equipment to be used, quality of references, and expected qu'
of service based on the submitted bid.
2.0 STATEMENT OF WORK
2.1 Scope of Work
The Contractor shall be responsible for providing photocopier equipment
microform reader-printers, including all supplies and paper. Respondents r
state the make and submit the specifications of equipment to be provided.
2.1 .I Price of Coaies
Please bid a price per copy for copy machines and a price per cop!
microform reader-printers. The price of a copy from a photocopy mac
may be different than the price of a copy from a microform machine.
intended that & Contractor compensation for all contracted service
received from Library customers using installed coin-operated machin
2.1.2 Condition of Copiers
Equipment must be in good working order whether the equipment is
or overhauled. Appearance of equipment must be neat and clean
2.1.3 Size of Copies
All copiers shall produce plain bond copies of 8 X' by 11" and 8 ?
14'.
2.1.4 Electrical Reauirements
Each machine must meet the electrical requirements at each
Contractors are encouraged to inspect each site prior to submittal of
bid. All equipment must be Underwriter Laboratories approved.
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2.2 Required Features of Photocopiers
2.2.1 Key Copies
The library must be furnished with a key or keys to each of the C'
operated machines that will allow staff to by-pass the coin mechanism
needed. Such copies will be counted separately as staff copies.
2.2.2 Staff Copiers
Photocopiers for staff use must have the ability to reduce and enlal
The large staff copier for the Main Library must also be able to collate
perform duplex (two-sided) copying.
2.2.3 Supplies for Copiers
All copiers must contain a minimum paper supply of five hundred (t
sheets of 8 1/21' by 1 1" paper and 250 sheets of 8 1/21' by 14" paper.
paper must be furnished by the Contractor for use in the copiers. P:
will be white, 20 Ib. "bond", recycled with at least 20% post consu
content, brightness greater than 85. Supplies must be checked weekl!
2.2.4 Self Contained Copiers
Each copier must be self contained with a locking storage compartn
for paper and supplies.
2.2.5 Toner Cartridge and Developer Container
Toner cartridges must be recycled; recyclable developer containers
desirable. All disposal shall be handled by the Contractor.
2.2.6 Chanqe Maker
The Contractor must provide the ability to change automatically one d
bills either as part of the copier itself or as a separate change machin'
a separate change machine is provided, it must return change in a '
useable by the other machines. Ability to also change five dollar bi'
desired.
2.3 Microform Reader-Printer Requirements
Reader-printers must be of two basic types: Microfiche and Microfilm.
types must use a dry copying process on plain paper. A separate machine
be supplied for each type of microform: one for fiche and another for film.
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2.4 Service and Maintenance
2.4.1 Repair and Cleaning
Contractor shall maintain all equipment in good mechanical and physic
condition in order to insure continuous operation and profession
appearance. Copiers shall be cleaned at least twice a year and whenev
service is performed.
2.4.2 Service Schedule
Contractor must provide six day repair and maintenance service --Mond
through Saturday.
2.4.3 Copier and Reader-Printer Suopiies Contractor shall, at the Contractor's expense, provide and maintain t
necessary paper, replenishers, chemicals, and replacement pa
required to insure continuous operation of equipment installed.
disposal shall be handled by the Contractor. Library staff may provi
minor assistance such as clearing paper jams and refilling paper tra;
The Contractor will be responsible for all other servicing, includi
replacement of toner, developer and other supplies.
2.4.4 Repair Hours
Maintenance and repair service must be available at the Main Library i
the La Costa Branch Monday through Thursday from 8:OO am to 900 I
Friday from 8 am to 5 pm; and Saturday from 9 am to 5 pm. At
Centro, repairs must be handled between 2:OO pm and 5 pm Monc
through Friday. Repairs must be provided within the same working da
the call is placed in the morning or during the following morning if the I is placed in the afternoon or evening.
2.5 Installation and Traininq
Contractor shall install and test run machines. Complete operator training SI
be completed within one week after installation in each library. Training shall
sufficient to allow library staff to competently operate equipment.
2.6 Collection of Monev
Contractor shall ensure that cash is collected from all machines at least we1
or more frequently, depending on the capacity of cash receptacles.
2.7 Risk of Loss
The Contractor shall assume the risk of loss to any equipment installed pursl
to this agreement and the supplies and money stored in Contractor's equipm(
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2.8 Equipment Provided
All copiers and other equipment installed in accordance with the agreement s
remain the property of the Contractor. Any devices designed for the purpos
protecting the equipment or its contents from theft or vandalism shall
provided by Contractor. The library reserves the right to change any previo
approved location for copiers and other equipment in this agreement within
library facilities. Contractor shall relocate the equipment as required within
days of notice. Contractor shall assume all costs of installation and/or relo=
other than utility connections that shall be provided by the City. Contractor :
reimburse City far any damage to library facilities arising out of installai relocation, or removal of equipment.
2.9 Contractor's Securitv Requirements
Employee identification will be provided by the Contractor and must be dispk
on that employee's person at all times he or she is within the library facility.
preferred but not required that Contractor collect money and handle prever
maintenance prior to the opening of the library at 9 am when only library staff
present.
2.10 Deficiencies
If the Library Director or designee determines that there are deficiencies in
performance of this agreement, he will provide notice in writing to the Contra
to correct the deficiencies. The Contractor shall correct the deficiency withi,
hours or as specified by the Library Director or his designee.
2.1 1 Grounds for Termination of Contract
If at any time in the opinion of the Library Director or his designee,
Contractor fails to provide adequate maintenance, equipment, or supplies or
to perform the work with diligence or quality, written notice of this failur
perform will be served on the Contractor. The Library Director or designee :
give the Contractor 30 calendar days notice by registered or certified mail o
date set for cancellation. Removal of all equipment shall be made witt-
business days of the cancellation date.
2.12 Monthlv Reports
A report is due to the Library Director on or before the twentieth day oi
calendar month. This report must show for each piece of equipment, by r
number, type, 'and location, the usage in number of copies made an
applicable, the number of staff copies made over the free allowance and charges due to the Contractor.
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2.13 Insurance
The Contractor shall obtain and maintain policies of general liability insuranl
automobile liability insurance, and a combined policyof worker's compensati
and employers liability insurance from an insurance company authorized to
Resolution No. 91-403 in an insurable amount of not less than one mill
dollars ($1,000,000) each, unless a lower amount is approved by the (
Attorney or the City Manager. This insurance shall be in force during the life
this contract and shall not be canceled without thirty (30) days prior writ
additional insured on these policies. The Contractor shall furnish certificate:
insurance to the City before commencement of work with notice of cancella
and additional insured endorsements.
business in the State of California which meets the requirements of City Cour
notice to the City sent by certified mail. The City shall be named as
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