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<br /> <br /> <br /> <br /> REQUEST FOR <br /> COUNCIL ACTION <br /> <br /> <br /> CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: <br /> DECEMBER 19, 2011 <br /> TITLE: APPROVED <br /> ? As Recommended <br /> <br /> CONTRACT AMENDMENT FOR ? As Amended <br /> ? Ordinance on 1st Reading <br /> LEASED COPIERS AND COPIER ? Ordinance on 2nd Reading <br /> MAINTENANCE ? Implementing Resolution <br /> (SPEC. NO. 08-075) El Set Public Hearing For <br /> CONTINUED TO <br /> r ~ <br /> FILE NUMBER <br /> CITY MANAGER <br /> RECOMMENDED ACTION <br /> <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 /> <br /> Vendor: Location: <br /> Canon Business Solutions, Inc. Irvine <br /> Ricoh Americas Corporation Irvine <br /> <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 /> <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 /> <br /> <br /> <br /> <br /> <br /> <br /> 22G-1 <br />