HomeMy WebLinkAbout6/11/2008 - STAFF REPORTS - 2.C. O�pALM$A
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9`li: CITY COUNCIL STAFF REPORT
DATE: JUNE 11, 2008 CONSENT CALENDAR
SUBJECT: AUTHORIZE THE PURCHASE OF A CANON IR C5185 COLOR COPIER
AND RELATED MAINTENANCE AGREEMENT
FROM: David H. Ready, City Manager
BY: Document Management
SUMMARY
The City Council will consider the purchase of a new color copier, and related
maintenance agreement, as a replacement for a unit that is at the end of its useful life,
and to enhance the capability of the City's Print Shop.
RECOMMENDATION:
1. Approve the purchase of a Canon IR C5185 color copier from Canon Business
Solutions West, Inc., in the amount of $23,170.56, pursuant to Palm Springs
Municipal Code §7.09,010 [Cooperative Purchase under a competitive bid by the
County of San Bernardino].
2. Authorize a five year maintenance agreement with Canon Business Solutions
West, Inc., in the amount of $840.00 per calendar quarter, total amount of
$16,800.
STAFF ANALYSIS:
Currently the City's Print Shop has two (2) color copiers, a Canon 1150 and a Konica
450, The current Canon 1150 was placed in service in March, 2002, and is nearing the
end of its useful service life.
Staff is recommending the City purchase a new Canon IR C5185 color copier from
Canon Business Solutions West, Inc., pursuant to section 7.09.010 of the municipal
code that authorizes the acquisition of supplies, equipment or services through a joint
powers, or other cooperative purchasing program, provided a competitive process was
conducted and awarded. The County of San Bernardino conducted RFP G47 and
awarded contract ##06-258 to Canon Business Solutions West, Inc. for this equipment
Item No. 2 • C •
City Council Staff Report
June 11, 2008 -- Page 2
Copier Purchase
and is valid through April 30, 2011. The Procurement Manager finds that utilization of
this cooperative purchase is adequate to protect the public interest and the price of the
equipment and maintenance service is likely to be less than if the City conducted an
independent process. Additionally, a majority of the City's copiers were purchased from
Canon Business Solutions West, which will provide continuity with current service
contracts-
The current Canon 1150 copier is nearing the end of its service life, and produces
"Photo Quality" output; however, it only prints a speed of 6 copies per minute. The
current Konica copier prints lesser quality "Business Color" output, at a rate of 45 per
minute.
For many of the promotional print requests, the City requires the "Photo Quality" output.
The proposed Canon IP C5185 produces near photo quality at 51 pages per minute,
has an automatic document feeder and booklet finishing capability. Additionally, the
proposed copier can print on thicker card stock and recycled papers that the other color
copiers cannot output. The proposed Canon IP C5185 can output up to 1401b card
stock and thicker recycled papers that staff has received requests for, but been unable
to fulfill with current equipment. In addition, the proposed equipment will have the
speed necessary to reduce overtime costs related to mission critical projects.
FISCAL IMPACT:
Funds for the purchase of the Canon IR C5185 are budgeted and available in the
following accounts:
261-1395-54046 Technology Fund' $10,000-00
001 1261-42195 Document Mgmt. Special Supplies $ 7,170.56
001-1261-50015 Document Mgmt. Specialized Equip. $ 6,000.00
Funds for the Maintenance Agreement are budgeted for the first year, Fiscal Year 2008-
09 in Account No. 001-1261-42990, and will continue to be budgeted for the remaining
four years of the Maintenance Agreement.
?MESTH�OMPSON, CITY LERK DAVID H. READ TY MANAGER
' Technology Fund expenditure is justified as approximately 50% of the color copies produced by the
City's print shop are directly related to the Development Services Departments (Planning, Building and
Engineering) as well as City Council, Finance and City Manager's Office. Such production is not charged
back to the Departments and is reasonably associated with developer associated projects.
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