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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 1, 2009 <br />TITLE: <br />CONTRACT AWARD FOR <br />COPIER MAINTENANCE AND SUPPLIES <br />(SPEC. NO. 09 -034) <br />v <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 151 Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Award a contract to Konica Minolta Danka Imaging for copier maintenance and <br />supplies for a two -year period in the annual amount not to exceed $60,000. <br />DISCUSSION <br />City departments utilize approximately 60 copiers of varying capacities and <br />manufacturers to facilitate the daily operational needs of duplication. <br />Maintenance service agreements are established with the various <br />manufacturers in order to keep the copiers functioning at an optimal level. <br />Konica Minolta Danka imaging, formerly known as Danka Office Imaging <br />Company, maintains 17 copiers for the City, including the three main <br />copiers in Central Services. Those three, the Heidelberg Digimaster, the <br />Canon 8500, and the Canon model 600 copier, have a combined purchase value <br />of $273,000. Although the copiers are over seven years old, staff has <br />determined that they are in good condition and not in need of replacement. <br />The recommended vendor has consistently offered the lowest price, provided <br />excellent service response time and contract coverage. Therefore, staff <br />recommends approval of a two -year contract. <br />FISCAL IMPACT <br />Funds are available in the Central Services Maintenance and Repair account <br />(no. 71 -176- 6281). <br />Francisco Gutierrez <br />Executive Director <br />Finance and Management Services Agency <br />FG /KM /09 -034 <br />22G -1 <br />