Approval is requested for the award of a three (3) year contract to OCE-USA Inc. of Santa Clara for the lease of one (1) OCE 3165 Digital copier as required by the Department of Public Safety Records Division (DPS/Records).

The DPS/Records copier is primarily used to copy police and fire cases. The number of cases per year is estimated at 40,000 with an average of six pieces of paper per case. Records staff spends an average of eight (8) hours a day photocopying these cases for distribution to outside agencies, the public and the court system. The current volume of copies is approximately 1000,000 per year (an average of 83,500 per month). In additions to being used by Records Staff, Public Safety officers use the copier in a walk-up type of environment 24 hours a day 7 days a week. Due to this extremely high volume, DPS/Records has worn out several standard office copiers in the past few years. In addition to the high volume of copies run per month, the selection of a copier for this division is complicated by the lack of physical space in the Records area. Although copy volume warrants the selection of a high speed, high volume copier like those used in the IT/Print-Copy Center, these machines are too bulky to fit in the available space.

In 1995, the City entered into a three year contract with Konica for lease of the Konica 6190 High Speed copier (than a brand new product) in the DPS/Records Area. During the life of the contract, DPS/Records has gone through two of the copiers, and ongoing service response issues with Konica has caused both Records and Information Technology to recommend the contract not be renewed.

New digital technology may offer decreased downtime for machines running continuously as in the Records Division. Both Konica and OCE-USA have introduced high volume, small footprint digital copiers. In the digital machines, the original is cycled through the system once, and then multiple copies are generated digitally. Analog machines feed the original over and over, once for each copy required, thus creating more opportunity for document jams and mechanical auto document/feeder problems. In addition, digital machines offer slightly better copy quality on multiple copies.

DPS and ITD staff did site visits to demo the Konica 7060 and OCE-USA 3165 digital copiers. These are the only two currently available products that will fit the high volume/small area environment in the DPS facility. Staff felt the Konica product was not robust enough to meet the demands Records staff would place on it. The OCE 3165 was installed on a trial basis for a period of 5 weeks and has proven to meet these needs. In addition, OCE has successfully placed this copier with the Mountain View PD, as well as Milpitas, Daley City, Richmond, Redmont, Pleasanton and with the UC-Berkely Campus Police.

Staff recommends awarding a three year contract to OCE-USA.

Because of monthly fluctuations in the number of copies made, exact copy overage costs are hard to determine but anticipated cost for a three year lease is $94,500. The cost breakdown is as follows: The fixed monthly lease is $1,053.00, service costs are $563.85 per month (which includes 50,000 copies/month), additional copy cost are $.0077 each, and estimated supplies for a three year period are $13,325. Estimating monthly copy volumes at 90,000 (a 5% increase over current level) results in a 3 year total cost th the City of $94,500. Funds are available in Information Technology Department Account #760090-5105.

It is recommended that Council award a contract in an amount not to exceed $94,500 for a three (3) year lease with OCE-USA of Santa Clara to provide an OCE 3165DC digital copier system as required by DPS/Records and authorize the Purchasing Officer to issue a purchase order to that effect.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary Bradley
Director of Finance

Reviewed by:

Shawn Hernandez
Director of Information Technology

Approved by:

Robert S. LaSala
City Manager