CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #3 to Contract 15-181, Multi-Functional Copiers Cost-per-Copy Phase 3, to Canon Solutions America, Inc. for an amount not to exceed $27,563 for a total contract award of $284,083.74 and an additional six months
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
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.
In 2017, the City Council awarded contract 15-181 for a five-year term which was scheduled to end on April 30,2022, however Canon Solutions America, Inc. adjusted pricing initiative created a delay.
The City is currently on a month-to-month extension to fulfill department multi-functional machine and operational requirements in the interim.
DISCUSSION:
A six-month extension to the current contract is being requested to allow for new replacements to occur by the end of October 2022 under Cooperative Procurement 21-136. An anticipated 10-12 weeks to deliver once a contract is signed is anticipated.
The requested award is for the period May 1,2022 - October 30, 2022, after which contract 21-136 will begin.
FISCAL IMPACT:
CIP#: N/A
Cost-per-copy program is budgeted in the Operational Services account listed below for a total of $145,000 in 2022. The requested change order to extend Phase 3 is accommodated within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16201100-531308 |
General Fund |
$147,500 |