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