FULL PACKET_2007-01-02 - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 2, 2007 TITLE: AGREEMENT FOR LEASED COPIER, MAINTENANCE AND SUPPLIES ( SPEC. NO. 06-194 ) Y MANAGE RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1s` Reading ^ Ordinance on 2nd Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER 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 for a three-year period and for full maintenance and supplies in an annual amount not to exceed $11,000. DISCUSSION The Central Services section of the Finance and Management Services Agency provides departments with cost-saving, high-volume, in-house duplicating for items such as; letters, forms, drawings, agendas and minutes, and budget sheets and brochures. The service also includes stapling, hole drilling and binding, with a one-day delivery schedule. Central Services accepts requests for duplications in hard copy form or in an electronic version eliminating the requirement for departments to hand deliver originals. Historically, copiers were considered a capital purchase based upon budget consideration. Recently, staff explored the cost effectiveness of leasing copiers and determined several advantages. These included taking advantage of updating copier technology by establishing a three-year lease cycle and better cash flow management. The lease program will be established with the replacement of an existing color copier utilized by Central Services. The introduction of a color copier provided departments with the option to enhance their jobs with color for emphasis and clarity of information. Due to the lack of current available replacement parts from the manufacturer, the Toshiba color copier was approved for replacement in the current fiscal year. 25A-1