CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Change Order #2 to Contract 15-181, Multi-Functional Copiers - Cost-Per-Copy, for Phase III to Canon Solutions America for an amount not to exceed $256,520.74, plus a 2% contingency and for a five-year term.
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DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, IT Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Reprographics Division of the Information Technology Department manages the selection and placement of multi-functional copiers, which include copy, print, scan and fax capabilities. Implementing such devices and consolidating multiple single function equipment saves on individual maintenance agreements and non-inclusive supplies, along with reducing power consumption, training, various billing cycles and resources required to manage single function devices.
For the past 15 years, the City has administered a Cost-Per-Copy (CPC) program. The CPC program includes placement of new equipment, maintenance, training, parts and supplies. Similar to a rental program, the City purchases a term of service and not hardware.
The entire CPC program is implemented in four phases every five years. In September 2015, Council approved Contract 15-181 to provide for continuation of the Cost-Per-Copy Program with the award of Phase I and approval of five year terms for Phases II-IV to be awarded as the prior phases under Contract 11-117 expire.
The phases and number of corresponding replacements are as follows:
* Phase I (2015) - Placed 22 black image copiers plus color machines in the Mayor's Office and Reprographics
* Phase II (2016) - Placed 13 black image copiers
* Phase III (2017) - Requesting 14 copiers; (12 color and 2 additional black image copiers)
* Phase IV (2018) - 9 color copiers anticipated
City Council awarded Phase I on September 15, 2015, and Phase II on April 5, 2016. Based on the acceptable level of performance, staff is returning to Council for approval ...
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