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
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