HomeMy WebLinkAbout25E - LEASED COPIER
CITY COUNCIL MEETING DATE:
REQUEST FOR
COUNCIL ACTION
CLERK OF COUNCIL USE ONLY:
JANUARY 16, 2007
TITLE:
APPROVED
D As Recommended
D As Amended
o Ordinance on 1st Reading
o Ordinance on 2nd Reading
D Implementing Resoiution
D Set Public Hearing For
AGREEMENT FOR LEASED COPIER,
MAINTENANCE AND SUPPLIES
(SPEC NO. 06-173)
~~
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Direct the City Attorney to prepare and authorize the City Manager and
Clerk of the Council to execute an agreement with Danka Office Imaging
Company for the lease of a copier and full maintenance and supplies in an
annual amount of $7,000, covering a three-year period, not to exceed
$21,000.
DISCUSSION
Various agencies utilize office copiers within their departments to
facilitate the daily management of records and information. Additionally,
the City is transitioning from copier purchases to copier lease agreements
supervised in Central Services to capture rapidly changing copier
technology and optimum cash flow management. Personnel Services Agency's
Risk Management copier is experiencing more downtime and the copier setup
no longer meets copy demands. Due to condition and increased need for
service, a 2000 Canon copier has been approved for replacement in the
current fiscal year.
Currently, Danka Office Imaging provides maintenance service and supplies
for 16 copiers, used throughout the City. As such, this lease exceeds the
$25,000 aggregate limit and requires City Council approval, The notice
inviting bids was advertised on November 8 and 10, 2006, and bids were
solicited. The bid received from Danka Office Imaging Company is
responsive to the specifications and meets the City's requirements. To
allow for unanticipated copy volume, a 10 percent contingency has been
included in the award amount.
25E-1
Agreement for Leased Copier, Maintenance and Supplies
January 16, 2007
Page 2
FISCAL IMPACT
Funds are available in the Central Services Other Contractual Services and
Maintenance & Repair Machinery & Equipment accounts (account nos. 71-176-
6291 and 71-176-6281) .
"'I\~~~'N' 1 ) \\'To\: 0
r~ Francisco Gutierrez
~ Executive Director
Finance and Management Services Agenc~
FG/KM/Agr06-173.2:uc
25E-2