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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JANUARY 5, 2009 <br />TITLE: <br />CONTRACT AWARD FOR LEASED <br />COPIERS AND PRINTERS <br />(SPEC. NO. 08-075) <br />~ -~~~r~----. <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 15i Reading <br />^ Ordinance on 2"d Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Award contracts for the lease of copiers and printers for a three-year <br />period, with provision for one three-year lease renewal in the annual <br />aggregate amount not to exceed $60,000 with the following vendors: <br />Vendor Location <br />Canon Business Solutions, Inc. Irvine <br />Imaging Plus Medical & Office Services, Inc. Irvine <br />Ricoh Americas Corporation Irvine <br />DISCUSSION <br />The City of Santa Ana utilizes copiers and printers throughout the <br />organization to facilitate daily operations. For fiscal year 2008-09, the <br />estimated cost of replacing and adding copiers and large network printers <br />under lease contracts is $60,000. Copiers and printers are replaced when <br />they exceed their useful life and are experiencing more down time and <br />expensive repairs. <br />The City is seeking to establish a list of qualified vendors to provide <br />network copiers and printers to provide quality products at a significant <br />savings based on quantity pricing. A lease term of three years ensures the <br />City is utilizing current technology and providing efficient office <br />equipment to maximize staff production. <br />The notice inviting bids was advertised on December 4, 2009, and bids were <br />solicited. A summary of the bid invitations and bids received is as <br />follows: <br />22 Requests For Bid mailed <br />2 Requests For Bid mailed to Santa Ana vendors <br />10 Bids received <br />1 Bids received from a Sana Ana vendor <br />22C-1 <br />