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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 16, 2007 TITLE: AGREEMENT FOR LEASED COPIER, MAINTENANCE AND SUPPLIES (SPEC NO. 06-173) -___-----1~ ~' ITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1~` Reading ^ Ordinance on Intl 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 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