ACTION REQUESTED:
Title
Communication from the City Manager and Finance Director/Comptroller with a Request to APPROVE the LOW BID from CDS OFFICE TECHNOLGIES for the PURCHASE of FIVE (5) COPIERS, in the Amount of $18,697.00.
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BACKGROUND: The City has established a five (5) to seven (7) year forecast for the replacement of all copiers for the City Departments. Currently, the copiers in Planning, Code Enforcement, Public Works Administration, Police CID and Police SID are up for replacement due to the numbers of copies on each machine, their age and that they are in need of constant repair.
The purchase of these machines will provide enhancements to current models and will have a lower maintenance and supply costs fixed for three (3) years. These machines will all have the option to be interfaced with the City network.
The selection of the winning bidder was determined on the total cost of a three-year expense for purchase, including maintenance and supplies, on the machines that met the specifications.
Leasing with maintenance and supplies and Lease only were also summarized in the bid but did not provide any cost savings.
FINANCIAL IMPACT: There will be a decrease in current maintenance cost as the new machine copy charges will be lower than the old machines. All maintenance charges will be fixed for three years. Cost of the copiers is $18,697.00 and is included in account 401-2101-550.52-99 (CB1514).
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: Better efficiency and savings by purchasing new machines.
IMPACT IF DENIED: Continual repair of machines and increase in copy charges as machines age.
ALTERNATIVES: Keep using old machines.
EEO CERTIFICATION NUMBER: CDS Office Technologies - 00011-170331
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Have an efficient government.
DEPARTMENT: Finance