HomeMy WebLinkAbout22F - SPEC - COPIER LEASESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 2, 2012
TITLE:
CONTRACT AMENDMENT WITH
RICOH AMERICAS CORPORATION
FOR COPIER LEASE ALLOCATION OF
FUNDS
(SPEC. NO. 08-075)
LL?
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 151 Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Amend the contract with Ricoh Americas Corporation to allocate funds for the remaining two
years of the copier leases and maintenance services term, in an annual amount not to exceed
$100,000.
DISCUSSION
The City of Santa Ana utilizes copiers and multi-functional office machines to provide faxing,
scanning, copying and print functions throughout the organization to facilitate daily operations. In
2008 the City issued a Request for Proposal (RFP) to contract with two local copier vendors to
offer competitive quotes for groups of new multi-functional office machines to be leased for three
-year periods. Networking office machines has maximized production and facilitated the flow of
invoices, department documents and reports between internal departments, as well as providing
connections to vendors and customers. The combination features of faxing, scanning, and
printing on the copier has eliminated the need to purchase separate office equipment. The final
group of leases under this program expires on September 30, 2014.
The City released a new RFP in June of this year for managed print services, with an anticipated
award to a single vendor to manage the program through a "cost per click" charge on all copiers
and printers. The anticipated contract will include copier and printer leases, maintenance, and
toner cartridges and will be implemented as current leases expire. Under the existing contract
with Ricoh Americas Corporation, the City is obligated to meet the full term of each current three-
year lease, with the final group of copiers initiating a three-year lease on October 1, 2011. To
cover monthly lease costs for the life of the current contracts, staff recommends allocation of
funds through September 30, 2014.
22F-1
Contract Amendment for Copier Lease Allocation of Funds
July 2, 2012
Page 2
FISCAL IMPACT
Funds are available in the various departmental Miscellaneous Operating Expense accounts (no.
63001).
APPROVED AS TO FUNDS AND ACCOUNTS:
Fran isc errez
Executive Director
Finance and Management Services Agency
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22F-2