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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JULY 2, 2012 <br />TITLE: <br />CONTRACT AMENDMENT WITH <br />RICOH AMERICAS CORPORATION <br />FOR COPIER LEASE ALLOCATION OF <br />FUNDS <br />(SPEC. NO. 08-075) <br />LL? <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <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 />Amend the contract with Ricoh Americas Corporation to allocate funds for the remaining two <br />years of the copier leases and maintenance services term, in an annual amount not to exceed <br />$100,000. <br />DISCUSSION <br />The City of Santa Ana utilizes copiers and multi-functional office machines to provide faxing, <br />scanning, copying and print functions throughout the organization to facilitate daily operations. In <br />2008 the City issued a Request for Proposal (RFP) to contract with two local copier vendors to <br />offer competitive quotes for groups of new multi-functional office machines to be leased for three <br />-year periods. Networking office machines has maximized production and facilitated the flow of <br />invoices, department documents and reports between internal departments, as well as providing <br />connections to vendors and customers. The combination features of faxing, scanning, and <br />printing on the copier has eliminated the need to purchase separate office equipment. The final <br />group of leases under this program expires on September 30, 2014. <br />The City released a new RFP in June of this year for managed print services, with an anticipated <br />award to a single vendor to manage the program through a "cost per click" charge on all copiers <br />and printers. The anticipated contract will include copier and printer leases, maintenance, and <br />toner cartridges and will be implemented as current leases expire. Under the existing contract <br />with Ricoh Americas Corporation, the City is obligated to meet the full term of each current three- <br />year lease, with the final group of copiers initiating a three-year lease on October 1, 2011. To <br />cover monthly lease costs for the life of the current contracts, staff recommends allocation of <br />funds through September 30, 2014. <br />22F-1