WASHTENAW COUNTY

FINANCE DEPARTMENT Purchasing Division
P.O. Box 8645, 220 N. Main, Ann Arbor, MI 48107-8645 Phone (734) 222-6760, Fax (734) 222-6764

Date: To: From: Re:

January 14, 2009 Bob Devault, Purchasing Manager Anne Strieter, Senior Buyer RFP # 6430
Washtenaw County received responses from 11 companies. This represented 8 manufacturers. The attached exhibits present an overview of the valid bid responses: Exhibit A: Price & Selection Rank Points. All copiers in each segment were ranked from lowest to highest total price. Ranking points were assigned in each segment, with the lowest points for the highest priced copiers and the highest points for the lowest priced copiers. A multiplying factor of two is applied to these price rank points in Exhibit F to weight the importance of price in the evaluation. At the bottom of this sheet, vendors were ranked based on the total number of copier models bid. The vendors with the higher rank points in this category offer the County a greater selection of copier models for placement in a variety of situations. Exhibit B: Maintenance & Supplies Cost. This sheet summarizes the five-year maintenance and supplies cost per copy by copier segments for each vendor. I have added a five-year average cost per copy for each segment, and a five year average cost per copy for all segments for all vendors. Ranking points from 1-11 were assigned, with the lowest points for the highest average five-year cost and the highest points for the lowest average five-year cost. A listing of vendors from low to high in this category is added at the bottom of the sheet.
Exhibit C: Addenda Evaluation. The bid asked for Addenda A O to be included. Some addenda had to be a specific format. Vendors were ranked on the completeness of the bid submitted, with ranking points from 0-3 assigned per the key at the bottom of the exhibit. Addenda A asking for the maximum vendor response time for service, is critical to the County. This addenda was ranked, with ranking points from 0-5 assigned per the key at the bottom of the exhibit. Exhibit D: Copier Features Evaluation. In Addenda O-R vendors were asked to identify 34 specific features for each of the copiers quoted. Ranking points were assigned to the most used feature for every copier bid. (See Exhibit E). The points for each copier were then totaled to obtain the Features Sub-Total points. The copiers are listed from high to low points in each copier segment. Exhibit E: Copier Features Evaluation Key. This exhibit provides the Addenda Evaluation Key to the ranking points assigned in Exhibit E. Exhibit F: Ranking Summary Sheet This exhibit combines all of the following ranking points: Features Sub-Total Rank Points Price Rank Points (x 2) Selection Rank Points Maintenance and Supplies Cost Rank Points Completeness of Bid Rank Points Response Time Rank Points These were totaled for the amount of points. Exhibit G: Vendor Rankings Based on Anticipated Purchases. This exhibit projects the number of purchases of copiers in all segments over the next five years. The total points for the top copiers for each segment for each of these vendors, was multiplied by the number of anticipated purchases. The sub-totals for each segment were totaled to obtain the total points for each vendor. The vendors were then ranked 1-11. In order to analyze Exhibit F and G, several factors need to be established as desirable for the County. Currently, the County has over 100 copiers from one vendor. In choosing a copier vendor for the County, it is advantageous from an efficiency standpoint to choose a single vendor to supply all four segments of copiers for the next three years, as has been done in the past. Currently, the County has a policy regarding the desirability of two-sided copying. Therefore, new copy machines should have the duplexing capability. With the current trend toward less staff who need to work smarter, copiers with more features that let technology do some of the repetitive
work, such as sorting and stapling, may be considered desirable depending upon the volume of copying. A choice of copier models within each copier segment is desirable in order to ensure the best fit for each placement circumstance, both in terms of features offered and price.

Out of over 100 copiers evaluated on this bid from 11 companies, Ricoh has received the most points. Therefore, it is recommended that the contract be awarded to Ricoh Business Systems, as the vendor best able to fill Washtenaw Countys copier purchase and service requirements.

Exhibit A

Department Copiers - Evaluation of Bid #6240 Price and Selection Rank Points Company Lasercomp, Inc. Albin Ricoh Bus. OCE Ricoh Bus. Hasselbring Clark Ricoh Bus. Hasselbring Clark OCE Albin Image Bus Michigan Office Solutions Premier Canon Hasselbring Clark Michigan Office Solutions American Imaging Hasselbring Clark Univ. Office American Imaging Segment 1 Copiers Xerox Phaser 3100MFP/X Konica Minolta Page Pro 1390MF MP 161 FX 3000 MP 161 F Image Runner 1023N MP 161 SPF Image Runner 1023IF CX 2100 Konica Minolta Bizhub 161/161F Sharp AR-208D Xerox M201 Toshiba Estudio 167 Image Runner 2018 Image Runner 2018 Xerox 5030PH Lanier LD 125spf Image Runner 2022 Sharp AR-M257 Lanier LD 420cSPF *w/o cabinet Price $ 302.00 $ 368.00 $ 626.00 $ 809.00 $ 887.00 $ 1,054.00 $ 1,084.00 $ 1,274.00 $ 1,278.00 $ 1,335.00 $ 1,829.00 $ 1,838.00 $ 2,017.00 $ 2,811.00 $ 3,699.00 $ 3,966.00 $ 4,067.00 $ 4,504.00 $ 4,555.00 $ 6,123.00

Pts. 2 1

Black / Color B B B B B B B B B B B B B B B B B B B B

Page 1

Department Copiers - Evaluation of Bid #6240 Price and Selection Rank Points
Pts. Black / Color 39 B 38 B 37 B 36 B 35 B 34 B 33 B 32 B 31 B 30 B 29 B 28 B 27 B 26 B 25 B 24 B 23 B 22 B 21 B 20 B 19 B 18 B 17 B 16 B 15 B 14 B 13 B 12 B 11 B 10 B 9 B 8 B 7 B 6 B 5 B 4 B 3 B 2 B 1 B
Company Lasercomp, Inc. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Albin Albin Canon Ricoh Bus. Premier Canon Ricoh Bus. Michigan Office Solutions Premier Canon Ricoh Bus. Albin Albin Univ. Office Image Bus Premier Premier OCE American Imaging Ricoh Bus. OCE Hasselbring Clark Albin American Imaging Canon Hasselbring Clark Albin Canon Hasselbring Clark Hasselbring Clark OCE Hasselbring Clark

Price $ 1,656.62 $ 3,573.00 $ 3,969.00 $ 4,310.00 $ 4,517.00 $ 4,665.00 $ 4,731.00 $ 4,874.00 $ 4,939.00 $ 4,971.00 $ 5,102.00 $ 5,327.00 $ 5,367.00 $ 5,376.00 $ 5,390.00 $ 5,573.00 $ 5,694.00 $ 6,107.00 $ 6,129.00 $ 6,165.00 $ 6,275.00 $ 6,317.00 $ 6,358.00 $ 6,538.00 $ 6,570.00 $ 6,708.00 $ 7,080.00 $ 7,555.00 $ 7,670.00 $ 8,175.00 $ 8,480.00 $ 8,763.00 $ 10,532.00 $ 13,250.00
Pts. Black / Color 14 C 13 C 12 C 11 C 10 C 9 C 8 C 7 C 6 C 5 C 4 C 3 C 2 C 1 C
Company Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Premier Ricoh Bus. American Imaging Canon Michigan Office Solutions Albin OCE Canon Hasselbring Clark
Segment 3 Copiers MP C2800 MP C2800 SPF MP C3300 MP C4000 MP C3300 SPF Toshiba Estudio 3530C MP C4000 SPF Lanier LD 533 cSPF Image Runner C3480 Xerox 7232 Konica Minolta Bizhub C353/RADF, Duplex, Finisher & Base CM 3522 Image Runner C4080 Image Runner C4080
Price $ 4,939.00 $ 5,376.00 $ 5,694.00 $ 6,107.00 $ 6,129.00 $ 6,317.00 $ 6,538.00 $ 6,708.00 $ 7,555.00 $ 7,670.00 $ 8,175.00 $ 8,763.00 $ 10,532.00 $ 13,250.00
Pts. Black / Color 49 B 48 B 47 B 46 B 45 B 44 B 43 B 42 B 41 B 40 B 39 B 38 B 37 B 36 B 35 B 34 B 33 B 32 B 31 B 30 B 29 B 28 B 27 B 26 B 25 B 24 B 23 B 22 B 21 B 20 B 19 B 18 B 17 B 16 B 15 B 14 B 13 B 12 B 11 B 10 B 9 B 8 B 7 B 6 B 5 B 4 B 3 B 2 B 1 B
Company Lasercomp, Inc. Ricoh Bus. OCE OCE Ricoh Bus. Premier Michigan Office Solutions Ricoh Bus. Canon Albin Premier Univ. Office Ricoh Bus. Premier Ricoh Bus. American Imaging Ricoh Bus. Premier Canon Ricoh Bus. Ricoh Bus. Premier Michigan Office Solutions Ricoh Bus. Albin OCE Ricoh Bus. Canon American Imaging Ricoh Bus. Premier Ricoh Bus. Image Bus Ricoh Bus. Albin Hasselbring Clark Albin Canon Canon Hasselbring Clark Ricoh Bus. Canon Hasselbring Clark Albin Ricoh Bus. Ricoh Bus. Albin Hasselbring Clark Hasselbring Clark
Segment 4 Copiers Xerox Work Centre 4150 XFX MP 5000 B IM 4512 CM 4521 MP 5000 SP Toshiba Estudio 453 Xerox 5050 MP 5000SPF Image Runner 3245 Konica Minolta Bizhub 501/RADF, Duplex, Finisher & Base Toshiba Estudio 4520C Sharp AR-M450NA MP 6000 Toshiba Estudio 523 MP C5000 Lanier LD 050 SPF MP C5000 SPF Toshiba Estudio 603 Image Runner 5050 MP 6000 SP MP 7000 Toshiba Estudio 5520C Xerox WC7345P MP 6000 SPF Konica Minolta Bizhub C451/RADF, FS-519 Finisher IM 5530 MP 8000 Image Runner 5055 Lanier LD 445 cSPF MP 7000 SP Toshiba Estudio 6520C MP 7000 SPF Sharp MX-M550N MP 8000 SP Konica Minolta Bizhub 600/RADF, FS-504 Finisher Image Runner 5050 Konica Minolta Bizhub C550/RADF, FS-517 Finisher Image Runner C4580 Image Runner 5065 Image Runner 5055 MP C6000 Image Runner C5185 Image Runner 5065 Konica Minolta Bizhub 750/RADF, FS-504 Finisher MP C6000 SP AFICIO PRO 906 EX Konica Minolta Bizhub C650/RADF, FS-517 Finisher Image Runner C4580 Image Runner C5185 *w/o cabinet

Price $ 4,425.02 $ 4,836.00 $ 5,180.00 $ 5,180.00 $ 5,356.00 $ 5,404.00 $ 5,730.00 $ 5,793.00 $ 6,358.00 $ 6,781.00 $ 6,919.00 $ 7,046.00 $ 7,159.00 $ 7,205.00 $ 7,293.00 $ 7,523.00 $ 7,724.00 $ 7,948.00 $ 7,953.00 $ 8,332.00 $ 8,515.00 $ 8,544.00 $ 8,714.00 $ 8,759.00 $ 8,882.00 $ 9,219.00 $ 9,294.00 $ 9,312.00 $ 9,540.00 $ 9,688.00 $ 10,019.00 $ 10,133.00 $ 10,428.00 $ 10,467.00 $ 10,624.00 $ 11,250.00 $ 11,332.00 $ 11,463.00 $ 11,471.00 $ 11,850.00 $ 12,413.00 $ 12,496.00 $ 12,995.00 $ 13,099.00 $ 13,337.00 $ 13,457.00 $ 14,162.00 $ 14,165.00 $ 15,705.00
Pts. Black / Color 17 C 16 C 15 C 14 C 13 C 12 C 11 C 10 C 9 C 8 C 7 C 6 C 5 C 4 C 3 C 2 C 1 C
Company OCE Premier Ricoh Bus. Ricoh Bus. Premier Michigan Office Solutions Albin American Imaging Premier Albin Canon Ricoh Bus. Canon Ricoh Bus. Albin Hasselbring Clark Hasselbring Clark
Segment 4 Copiers CM 4521 Toshiba Estudio 4520C MP C5000 MP C5000 SPF Toshiba Estudio 5520C Xerox WC7345P Konica Minolta Bizhub C451/RADF, FS-519 Finisher Lanier LD 445 cSPF Toshiba Estudio 6520C Konica Minolta Bizhub C550/RADF, FS-517 Finisher Image Runner C4580 MP C6000 Image Runner C5185 MP C6000 SP Konica Minolta Bizhub C650/RADF, FS-517 Finisher Image Runner C4580 Image Runner C5185
Price $ 5,180.00 $ 6,919.00 $ 7,293.00 $ 7,724.00 $ 8,544.00 $ 8,714.00 $ 8,882.00 $ 9,540.00 $ 10,019.00 $ 11,332.00 $ 11,463.00 $ 12,413.00 $ 12,496.00 $ 13,337.00 $ 14,162.00 $ 14,165.00 $ 15,705.00
Rank Points Michigan Office Solutions Albin Hasselbring Clark Image Bus Univ. Office Amer Imag Canon Ricoh Bus. OCE Premier LaserCorp Top points for each manufacturer

Total 4

This section of ranking is based on how many copiers each company put in their bid

EXHIBIT B

Departmental Copiers - Evaluation of Bid #6240 Maintenance Supplies
Maintenance & Supplies B/W COPIERS VENDOR Copier Brand ITEM Segment 1 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average Segment 2 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average Segment 3 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average Segment 4 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average

Michigan Office Solutions Xerox

Albin Konica

Hasselbring Clark Image Bus Univ. Office Amer Imag Canon Canon Sharp Sharp Lanier Canon

Ricoh Bus. OCE Ricoh OCE

Premier LaserCorp Toshiba Xerox
0.0055 0.0055 0.0055 0.0055 0.0055 0.0055
0.0099 0.0099 0.0099 0.0104 0.0109 0.0102
0.017 0.017 0.017 0.0178 0.0178 0.01732
0.011 0.011 0.011 0.012 0.013 0.0116
0.0125 0.0125 0.0125 0.0125 0.0125 0.0125
0.0094 0.0094 0.00987 0.00987 0.0103 0.009768
0.011 0.011 0.011 0.011 0.011 0.011
0.005 0.005 0.005 0.0055 0.0061 0.00532
0.014 0.014 0.014 0.014 0.014 0.014
0.0089 0.0089 0.0089 0.0092 0.0092 0.009
0.035 0.035 0.035 0.0375 0.0375 0.036
0.0065 0.0065 0.0065 0.0068 0.0071 0.0067
0.012 0.012 0.012 0.013 0.014 0.0126
0.0085 0.0085 0.0089 0.0089 0.0093 0.00882
0.0065 0.0065 0.0065 0.0065 0.0065 0.0065
0.0086 0.0086 0.0086 0.0089 0.0089 0.0087
0.02 0.02 0.02 0.022 0.022 0.0208
0.009 0.009 0.01 0.011 0.012 0.0102
0.0099 0.0099 0.0099 0.0099 0.0099 0.0099
0.0073 0.0073 0.0073 0.0075 0.0075 0.0074
0.018 0.018 0.018 0.0195 0.0195 0.0186
0.007 0.007 0.007 0.0077 0.0085 0.00744
0.008 0.008 0.0084 0.0084 0.0088 0.00832
0.0085 0.0085 0.0085 0.0085 0.0085 0.0085
0.0065 0.0065 0.0065 0.0068 0.0057 0.0064
0.015 0.015 0.015 0.018 0.018 0.0162
5 year average/all copiers: Rank Points 11 copier companies

0.022 10

0.0302 9

0.05512 2

0.04084 4

0.0485 3

0.035728 6

0.0404 5

0.02128 11

0.0335 7

0.0315 8

0.0916 1

Maintenance & Supplies COLOR COPIERS VENDOR Copier Brand ITEM Segment 1 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average Segment 2 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average Segment 3 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average Segment 4 Copier Maintenance & Supplies 1st Year 2nd Year 3rd Year 4th Year 5th Year 5-year Average

0.059 0.059 0.059 0.059 0.059 0.059
0.065 0.065 0.068 0.068 0.071 0.0674
0.06 0.06 0.06 0.066 0.0726 0.06372
0.09 0.09 0.09 0.09 0.09 0.09
0.059 0.059 0.059 0.062 0.065 0.0608
0.055 0.055 0.055 0.06 0.065 0.058
0.06 0.06 0.063 0.063 0.066 0.0624
0.067 0.067 0.067 0.067 0.067 0.067
0.06 0.06 0.06 0.06 0.06 0.06
0.035 0.035 0.035 0.035 0.035 0.035
0.05 0.05 0.05 0.055 0.06 0.053
0.035 0.035 0.035 0.036 0.036 0.0354
0.065 0.065 0.065 0.065 0.065 0.065
0.034 0.034 0.034 0.036 0.036 0.0348

0.236 7

0.1824 9

0.164 10

0.2546 6

0.199 8

0.25488 5

0.27 4

0.1052 11

EXHIBIT D

Departmental copiers - Evaluation of Bid #6240 Addenda O-R Evaluation Features

Opt. Paper Supply

Rec. Max Mo. Vol.

LAN Connect Fax

LAN Connect Prt

Stap/Finish/OCT

User-Adj Trays

Red/Enlarge

Auto.duplex
Company Segment 1 Copiers Lasercomp, Inc. American Imaging American Imaging Univ. Office Michigan Office Solutions Michigan Office Solutions Image Bus Premier Canon Albin Albin Hasselbring Clark Hasselbring Clark Hasselbring Clark Hasselbring Clark OCE OCE Ricoh Bus. Ricoh Bus. Ricoh Bus. Segment 2 copiers: Lasercomp, Inc. American Imaging American Imaging Univ. Office Michigan Office Solutions Image Bus Premier Premier Premier Premier Canon Canon Canon Canon Canon Albin Albin Albin Albin Albin Albin Hasselbring Clark Hasselbring Clark Hasselbring Clark Hasselbring Clark Hasselbring Clark OCE OCE OCE Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Segment 3 Copiers: Lasercomp, Inc. American Imaging American Imaging Univ. Office Michigan Office Solutions Michigan Office Solutions Michigan Office Solutions Image Bus Premier Premier Canon Canon Canon Canon Albin Albin Albin Hasselbring Clark Hasselbring Clark Hasselbring Clark OCE OCE Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Segment 4 Copiers: Lasercomp, Inc. American Imaging American Imaging Univ. Office Michigan Office Solutions Michigan Office Solutions Image Bus Premier Premier Premier Premier Premier Premier Canon Canon Canon Canon Canon Canon Albin Albin Albin Albin Albin Albin Hasselbring Clark Hasselbring Clark Hasselbring Clark Hasselbring Clark Hasselbring Clark OCE OCE OCE Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus. Ricoh Bus.

Total Points

Doc.Feeder

Year introd

By pass

Sorter

EXHIBIT C
Departmental Copiers - Evaluation of Bid #6240 Addenda VENDOR: Copier Brand: Michigan Office Solutions Xerox Albin Hasselbring Clark Image Bus Konica Canon Sharp Univ. Office Amer Imag Sharp Lanier Canon Canon Ricoh Bus. OCE Premier Ricoh OCE Toshiba
ITEM: Addenda Included: Addenda A Addenda B Addenda C Addenda D Addenda E Addenda F Addenda G Addenda H Addenda I Addenda J Addenda K Addenda L Addenda M Addenda N Addenda O Completeness of Bid Rank Points: Response Time Rank Points: Rank Points Key:
Y Y Y Y Y N N N N N N N N N Y
Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Y Y Y Y Y Y Y Y Y Y Y Y Y N Y

4 Completeness of Bid

4 Response Time:
All addenda included w/M-P in proper format = 3 All addenda included w/o M-P in proper format = 2 Addenda partically included = 1 Addenda not included or requirements not net = 0
4 hrs. = hrs avg = 4 3-6 hrs = 3 4-6 hrs = hrs = 1 n/a = 1
Departmental Copiers - Evaluation of Bid #6240 Addenda

LaserCorp Xerox

Exhibit E
Departmental Copiers - Evaluation of Bid #6240 Evaluation Key
Year Introduced: 2009,2008 =3 2007,2006,2005 = 2 2004,2003 = 1 n/a= 0 Speed: Segment 1 18,21,22 = 3 12,13,14,15,16 = 2 9,10 = 1 n/a = 0 Segment 2 25,27,28,30,33 = 3 20,22,23 = 2 17,18 = 1 n/a = 0 Segment 3 40,43,45 = 3 35,38 = 2 32,33 = 1 Segment 4 60,62,65 = 3 50,52,53,55,56,58 = 2 45,46 = 1
User-adjustable Trays: Yes = 1 No, n/a = 0
Bypass (# sheets): 80,100,150 = 3 20,40,50 = 2 1=1 No, n/a = 0
Reduction & Enlargement: >50%\200% = 3 <50%\200% = 2 No = 1 n/a = 0
Optional Paper Supply: Rec. Max Monthly Volume: Segment 1 Segment 1 >1000 total = 3 >25,000 total = total = 2 >10,000 total = total = 1 >3,500 total = 1 Segment 2 No, n/a = 0 Segment 2 >100,000 total = 3 >950 total = 3 >75,000 total = total = 2 >20,000 total = total = 1 Segment 3 No, n/a = 0 >120,000 total - 3 Segment 3 >100,000 total = 2 >1500 total = 3 >80,000 total = 1 950, 1000 total = 2 Segment 4 >500 total = 1 >300,000 total = 3 No, n/a = 0 >200,000 total = 2 Segment 4 >100,000 total = 1 >2000 total = 3 1500\1800 total = = 1 No, n/a = 0 Auto.Duplex (#size sheets): LAN Connected Printer: >50 included = 3 Yes = 1 <50 included = 2 No, n/a = 0 option = 1 LAN Connected Fax: Segment 1 25,000 total = 3 No,n/a = 0 Yes = 1 Document Feeder)s): No, n/a = 0 0,000 total = 2 included = 2 >3,500 total = 1 optional = 1 Segment 2 No, n/a = 0 >100,000 total = 3 Sorters: >75,000 total = 2 included = 2 >20,000 total = 1 optional = 1 Segment 3 No, n/a = 0 >120,000 total - 3 Stapling/Finisher/OCT: >100,000 total = 2 included = 2 >80,000 total = 1 optional = 1 Segment 4 No, n/a = 0 >300,000 total = 3 >200,000 total = 2 >100,000 total = 1