Broken Arrow City Council
Meeting of: 02/06/2024
Title:
title
Approval of and authorization to award the most advantageous bid to JD Young for Request for Proposal for Copier Lease and Maintenance RFP Number 24.113
End
Background:
The previous five-year term for the City of Broken Arrow’s copier lease agreement expired in 2023 and the City issued a Request for Proposal (RFP) to evaluate vendors and the latest technology for a new five year term. The RFP was issued with responses and vendor proposals due back on November 22nd, 2023. Responses were evaluated in December 2023 with any necessary follow-up occurring in January 2024.
Ten vendors provided proposals with their responses. Two of the ten vendors submitted incomplete responses by the deadline, which were not able to be properly evaluated.
Each vendors’ responses were evaluated and scored across two categories - their RFP response (measured across service functionality, technical capability, vendor approach including pricing, the vendor’s experience in the business, and the vendor’s staff capability and expertise) along with a score from 1-10 provided by each of their references with 1 being the worst and 10 being the best. All vendor reference scoring was averaged, and this average reference score was multiplied by the response score to properly weight the customer experience with the vendor’s stated capability. The result became the scoring from which a vendor selection would be made.
The participating vendors and the vendor scoring matrix is as follows:
|
Copier Management Evaluation Scoring Results |
|
|
RFP Response Score |
Reference Rating |
Selection Score |
|
Standley Sytems |
95.95 |
8.83 |
847.56 |
|
Preferred Business Systems (PBS) |
81.25 |
9.00 |
731.25 |
|
Xerox Business Solutions |
81.15 |
10.00 |
811.50 |
|
R.K. Black Inc. |
86.15 |
10.00 |
861.50 |
|
Oklahoma Copier Solutions |
88.25 |
7.00 |
617.75 |
|
Summer One |
Incomplete |
|
|
|
JD Young Technologies |
96.05 |
9.00 |
864.45 |
|
Ricoh |
Incomplete |
|
|
|
Epic Office Solutions |
65.15 |
9.50 |
618.93 |
|
ImageNet Consulting |
84.70 |
10.00 |
847.00 |
Out of all vendors, JD Young scored the highest, with RK Black scoring a close second. To better distinguish between these two finalists, a second round of evaluation was scheduled with each. Both vendors were invited to participate at an in-person presentation and provide further information about their experience as a vendor as well as the strength of their staff and service expertise.
After the vendor scoring and the finalist presentations, it is the recommendation of staff to award JD Young as the most advantageous proposal and response for Copier Lease and Maintenance RFP Number 24.113.
This action does not include the approval of an agreement. A subsequent agreement and implementation plan will be submitted to City Council for approval after staff and JD Young complete a right-sizing project.
Cost: $0
Funding Source: N/A
Requested By: Scott Carr, Information Technology Director
Approved By: City Manager’s Office
Attachments: Copier RFP 10.18.2023
Recommendation:
recommend
Award the most advantageous bid to JD Young for Request for Proposal for Copier Lease and Maintenance RFP Number 24.113
end