ACTION REQUESTED:
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Communication from the City Manager and Finance Director/Comptroller with a Request to APPROVE the LOW BID from KONICA MINOLTA for the PURCHASE of Two (2) Copiers at $10,633.70 each, for a Total Cost of $21,267.40.
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BACKGROUND: The City has established a five (5) year forecast for the replacement of copiers for City Departments. This replacement strategy is based on number of copies, age and frequency of repair.
The 2020 capital budget provides for the replacement of the large high-speed copiers located in Central Services. The current copiers are over five (5) years old and both have over a million- and one-half copies.
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 the machine for three-years. This includes initial purchase and maintenance and supplies costs for the machines.
The results are below:
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 $21,267.40 and is included in account 4011001-515299 (Q1901 & E2003)
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: Better efficiency and maintenance savings by purchasing new machines.
IMPACT IF DENIED: Continual repair of machines and increase in copy charges as the machines age.
ALTERNATIVES: Keep using existing machines.
EEO CERTIFICATION NUMBER: Konica Minolta - 03220-210331
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially So...
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