CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #9 to Contract 11-117, Multi-Functional Copiers - Cost-Per-Copy, to Canon Solutions America for an amount not to exceed $3,242.28 and for an additional six months (Item 1 of 2)
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DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The other item on the City Council agenda related to this item:
* 15-181 Approve the award of Change Order #3 to Contract 15-181
The Reprographics Division of the Information Technology (IT) Department manages the selection and placement of multi-functional copiers, which provide 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 16 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. 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
* Phase II (2016) - Placed 13 black image copiers
* Phase III (2017) - Placed 2 black image copiers and 12 color machines throughout strategically identified City departments
* Phase IV (2018) - Requesting 11 copiers, (1 black and 10 color image copiers)
City Council awarded Phase...
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