CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Change Order #8 to Contract 11-117, Multi-Functional Copiers - Cost-Per-Copy to Canon Solutions America for an amount not to exceed $3,389.04 and for an additional three months to July 31, 2017.
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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 is purchasing a term of service and not hardware.
The entire CPC Program is implemented in four phases every five years. The lease for Phase III under Contract 11-117 was approved by Council for a term of April 30, 2013 to April 30, 2017.
In September 2015, Council approved Contract 15-181 to provide for the continuation of the Cost Per Copy Program with the award of Phase I and the approval of five-year terms for Phases II-IV to be awarded as the prior contracts under Contract 11-117 expire.
DISCUSSION:
For the last several months, Reprographics has been working with Canon to negotiate modifications to Phase III of Contract 15-181. An opportunity was identified by staff to reduce the number of stand-alone color printers by changing some of the multi-functional copiers in Phases III and IV of Contract 15-181 to color multi-functional copiers. Although the City will see an increase in costs for Phase...
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