HomeMy WebLinkAbout25A - LEASED COPIER
CITY COUNCIL MEETING DATE:
REQUEST FOR
COUNCIL ACTION
CLERK OF COUNCIL USE ONLY:
JANUARY 2, 2007
TITLE:
APPROVED
D As Recommended
D As Amended
o Ordinance on 1st Reading
D Ordinance on 2nd Reading
D Implementing Resolution
D Set Public Hearing For
AGREEMENT FOR LEASED COPIER,
MAINTENANCE AND SUPPLIES
( SPEC. NO. 06-194 )
CONTINUED TO
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FILE NUMBER
RECOMMENDED ACTION
Direct the City Attorney to prepare and authorize the City Manager and
Clerk of the Council to execute an agreement with Danka Office Imaging
Company for the lease of a copier for a three-year period and for full
maintenance and supplies in an annual amount not to exceed $11,000.
DISCUSSION
The Central Services section of the Finance and Management Services Agency
provides departments with cost-saving, high-volume, in-house duplicating
for items such as; letters, forms, drawings, agendas and minutes, and
budget sheets and brochures. The service also includes stapling, hole
drilling and binding, with a one-day delivery schedule. Central Services
accepts requests for duplications in hard copy form or in an electronic
version eliminating the requirement for departments to hand deliver
originals.
Historically, copiers were considered a capital purchase based upon budget
consideration. Recently, staff explored the cost effectiveness of leasing
copiers and determined several advantages. These included taking advantage
of updating copier technology by establishing a three-year lease cycle and
better cash flow management.
The lease program will be established with the replacement of an existing
color copier utilized by Central Services. The introduction of a color
copier provided departments with the option to enhance their jobs with
color for emphasis and clarity of information. Due to the lack of current
available replacement parts from the manufacturer, the Toshiba color copier
was approved for replacement in the current fiscal year.
25A-1
Agreement for Leased Copier, Maintenance and Supplies
January 2, 2007
Page 2
The Santa Ana City Ordinance No. NS-2312 authorizes the City to purchase
against contracts from any public agency utilizing a competitive bid
process. The County of Riverside's contract with Danka Office Imaging
Company for a Canon C5180 color copier was awarded as a result of open,
competitive bidding, and meets the City's requirements.
FISCAL IMPACT
Funds are available in the Finance & Management-Central Services Other
Contractual Services account (account no. 71-176-6291) in the amount of
$7,893.60; and Finance & Management-Central Services Maintenance & Repair
Machinery & Equipment account (account no. 71-176-6281) in the annual
amount of $3,106.40.
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Francisco Gutierrez
Executive Director
Finance and Management
Services AgenC~
FG/KM/Agr06-194.2:uc
25A-2