HomeMy WebLinkAbout22G - CONTRACT AMENDMENT LEASED COPIERS SPEC 08-075REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 19, 2011
TITLE:
CONTRACT AMENDMENT FOR
LEASED COPIERS AND COPIER
MAINTENANCE
(SPEC. NO. 08-075)
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s' Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Amend contracts for lease copiers and copier maintenance for a six month period in an aggregate
amount not to exceed $70,000.
Vendor: Location:
Canon Business Solutions, Inc. Irvine
Ricoh Americas Corporation Irvine
DISCUSSION
The City of Santa Ana utilizes copiers and multi-functional office machines that provide faxing,
scanning, copying and print functions throughout the organization to facilitate daily operations. In
2008 the City issued a RFP to contract two local copier vendors to offer competitive quotes for
groups of new multi-functional office machines, to be leased for a three year period, when City owned
copiers are retired. Networking our office machines has maximized staff production and facilitates
the flow of invoices, department documents, reports and time sheets between internal departments
as well as connections to vendors and customers. Providing the combo features of faxing, scanning,
and printing on the copier has eliminated the need to purchase separate office equipment.
On January 5, 2009, the City Council awarded contracts to Ricoh Americas Corporations and Canon
Business Solutions, Inc. for leased multi-function office equipment with provision for one three-year
lease renewal. The vendors have performed satisfactorily during the past contract period and have
agreed to extend their contracts based on current lease rates. The City will reassess the copier lease
program through June 2012. Staff recommends amending the contracts by $70,000 to extend
contracts to the end of June 2012 and process the payments of invoices for higher than anticipated
number of copiers under lease.
22G-1
Contract Amendment for Leased Copiers
And Copier Maintenance
December 12, 2011
Page 2
FISCAL IMPACT
Funds are available in the various departmental Miscellaneous Operating Expense accounts
(accounting unit 63001).
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
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22G-2