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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 19, 2011 <br />TITLE: <br />CONTRACT AMENDMENT FOR <br />LEASED COPIERS AND COPIER <br />MAINTENANCE <br />(SPEC. NO. 08-075) <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 1s' Reading <br />? Ordinance on 2nd Reading <br />? Implementing Resolution <br />? Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Amend contracts for lease copiers and copier maintenance for a six month period in an aggregate <br />amount not to exceed $70,000. <br />Vendor: Location: <br />Canon Business Solutions, Inc. Irvine <br />Ricoh Americas Corporation Irvine <br />DISCUSSION <br />The City of Santa Ana utilizes copiers and multi-functional office machines that provide faxing, <br />scanning, copying and print functions throughout the organization to facilitate daily operations. In <br />2008 the City issued a RFP to contract two local copier vendors to offer competitive quotes for <br />groups of new multi-functional office machines, to be leased for a three year period, when City owned <br />copiers are retired. Networking our office machines has maximized staff production and facilitates <br />the flow of invoices, department documents, reports and time sheets between internal departments <br />as well as connections to vendors and customers. Providing the combo features of faxing, scanning, <br />and printing on the copier has eliminated the need to purchase separate office equipment. <br />On January 5, 2009, the City Council awarded contracts to Ricoh Americas Corporations and Canon <br />Business Solutions, Inc. for leased multi-function office equipment with provision for one three-year <br />lease renewal. The vendors have performed satisfactorily during the past contract period and have <br />agreed to extend their contracts based on current lease rates. The City will reassess the copier lease <br />program through June 2012. Staff recommends amending the contracts by $70,000 to extend <br />contracts to the end of June 2012 and process the payments of invoices for higher than anticipated <br />number of copiers under lease. <br />22G-1