CC SR 20160906 P - Plotter Printer PurchaseRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 09/06/2016
AGENDA HEADING: Consent Calendar
Consideration and possible action to purchase a replacement large format printer
(plotter) for the Public Works department.
RECOMMENDED COUNCIL ACTION:
(1) Approve the purchase of the replacement plotter from American Business
Machines for a total of $28,116.55.
FISCAL IMPACT: The cost is $28,116.55 in total and there is $25,000 budgeted. The
remaining $3,116.55 can be absorbed.
Amount Budgeted: $25,000
Additional Appropriation: N/A
Account Number(s): 681-2082-499-75-20
ORIGINATED BY: Dan Landon, IT Manager
REVIEWED BY: Gabriella Yap, Deputy City Manager,
APPROVED BY: Doug Willmore, City Manager/VLIJ
ATTACHED SUPPORTING DOCUMENTS:
A. Plotter Pricing Comparison Spreadsheet (A-1)
B. American Business Machines Price Quote (RPV CW500 pricing) (B-1)
BACKGROUND AND DISCUSSION:
During the FY 16-17 budgeting process, the Council approved $25,000 in funding for a
replacement large format printer (plotter). The current HP Designjet T2300 is used by
both the Community Development and Public Works departments for producing maps,
blueprints, plans and other large drawings. The plotter was purchased in April 2011 and
the City does not have a backup device capable of reproducing large prints should the
current HP T2300 fail. The age of the device along with the heavy workload of both
departments leads to the increased chance of failure and potential disruption to
projects, planning and other processes that rely on maps and drawings. The City plans
to move the current HP T2300 plotter to the Community Development building.
After a review process which included features comparison and user reviews of
numerous plotters from industry leaders HP and Canon, the Canon CW500 plotter
emerged with the best combination of capabilities and price.
1
Some of the features of the CW500 are:
• Instant dry printing as opposed to inkjet that needs drying time helps reduce
waste
• Auto registration of paper to print size leads to the most efficient use of paper
• Fast printing and scanning compared to other plotters in this price range
• Ability to print on inexpensive Tyvek waterproof and tear proof paper, saving
money and increasing the usable life of the plans
• 4 roll capacity decreases time spent replacing rolls in the middle of jobs
After selecting the Canon model CW500, the City conducted a competitive bidding
process that resulted in three (3) comparators. The less expensive comparator was
American Business Machines with a total cost including transportation, training and tax
of $28,116.55. The equipment has a manufacturer's warranty period of 90 days
covering all repairs and maintenance. During that 90 day period, the City will determine
the most cost effective ongoing maintenance plan based on usage.
ALTERNATIVES:
In addition to the Staff recommendation(s), the following alternative action(s) is/are
available for the City Council's consideration:
1. Direct staff not to purchase a replacement large format printer;
2. Other action as directed.
2
Public Works Plotter Replacement - Bid Comparison Worksheet 8/2016
ABM Comparator 2 Comparator 3
PRT -0051C001 Colorwave 500 Printer
$12,641
$11,315
$13,947
SCN-87828004 Scanner Express III
$3,995
$3,634
$3,500
SOF-0054CO01 CW500 PDF/APPE - Postscript add on
$1,995
$1,895
$1,944
ACS-0053CO01 CW 500/700 Drawer 2 rolls
$3,699
$3,700
$3,900
SOF-0054CO09 Colorwave 500 License
$1,299
$1,450
$1,388
ACS -9712276 Colorwave 500 install kit
$699
$695
$772
ACS -4904977 ColorWave 500 Receiving Rack
$199
inc.
inc.
CPG -12012 Setup, Installation and key operator training for the Oce
$799
inc.
inc.
Misc
$469
$1,675
none
Transportation
inc.
$1,534
$420
Total
$25,795
$25,898
$25,871
Total including tax
1 $28,116.551
$28,228.821
$28,199.39
A-1
AMERICAN
BuslNEss
,MACHINES
Date: 8/12/2016
Price Quote for:
City of Rancho Palos Verdes
30940 Hawthorne Blvd
Rancho Palos Verdes, CA 90275
Proposed Equipment Pricing
New Oce Colorwave 500 Printing System
Antelope Valley Office
190 Sierra Ct., Suite A7
Palmdale CA, 93550
Item
Description
Purchase Price
1
Oce Colorwave 500 Printer
$
12,641.00
2
Scanner Express III
$
3,995.00
3
Colorwave500 License
$
1,299.00
4
Colorwave Install Kit
$
699.00
5
CW500 PDF/APPE
$
1,995.00
7
Colorwave 500 Drawer 2 Rolls additional
$
3,699.00
8
Colorwave 500 Rear Cover Scanner (required on MDF's)
$
199.00
9
Oce TDS Initial Supplies (lea=lct=2rl)
$
40.00
10
Oce CW600/650 Initial Supplies A
$
40.00
11
Colorwave 500 Starter Media Kit
$
389.00
12
Delivery/Install/Setup
$
799.00
25,795.00
(plus applicable tax)
Supplies & Maintenance Pricing
ItemI Description
1 I Monthly Service $ 299.00
Maintenance Pricing includes all parts, labor, and supplies (except paper & staples)
As