HomeMy WebLinkAbout2/20/2002 - STAFF REPORTS (5) Date: February 20, 2002
To: City Council
From: Senior Graphic Arts Technician via Director of Procurement & Contracting
PURCHASE OF DIGITAL COPIERS FOR REPROGRAPHICS
RECOMMENDATION:
That City Council approving the purchase of a high-speed digital copier in the amount
$49,097.37 and a digital color copier in the amount of $40,581.88 from Canon Business
Solutions-West, Inc., of Rancho Cucamonga, California, participating in the State of
California Multiple Award Schedule (CMAS), for a total cost of $89,679.25, which
includes a 1-year warranty on parts and labor.
SUMMARY:
These copiers are needed to replace a 16-year-old offset press, which is beyond its
useful life and is no longer economical to maintain, and to give the City color copier
capability.
BACKGROUND:
The City's Reprographics Division administers support of the City's copier systems and
produces printed material for all departments.
The demand for color copies by various City Departments has increased steadily. A
digital color copier will give color copy capability to the City at a cost per copy that is less
than one-half the current cost of outsourcing color copies. Depending on coverage, the
cost per page will be less than that of inkjet printers used now throughout the City.
Digital workflow goals will also be met. Staff time incurred due to offsite travel will be
reduced. Order fulfillment will be faster. Primary funding is through Capital Improvement
Projects monies approved by Council for this purpose. Secondary funding from
Reprographics sales of print services to other outside agencies in this fiscal year will
allow an upgrade from the color copier proposed in the original C.I.P. to a unit that
copies faster, can copy an 11x17 sheet size, and has a separate counter for black-only
pages on mixed documents, thereby reducing copier fees.
The City currently utilizes a Multigraphics System 6 offset press for black and white
printing. This unit is 16 years old and has been fully depreciated. It is beyond its useful
life and is both difficult and excessively expensive to maintain. (Preventative
maintenance costs have run approximately $12,000 per year.) Because of its age and
lack of available spare parts, several critical components in the press are not repairable.
Replacing the press with a high-speed digital copier will allow Reprographics to utilize
the benefits of digital technology which include the direct delivery of text and graphics
files to the print device (Le. the copier) eliminating several steps in the printing process
and reducing the use of volatile chemicals in the print shop, the archiving of frequently-
used print source files and use of the equipment as an input node for the City's Record
Management System. This year the preventative maintenance agreement for the offset
press was not renewed in order to redirect these funds to the initial portion of a 5-year
lease-purchase of replacement equipment.
Based on the recommendation of the Director of Finance, however, staff proposes that
the City directly purchase the digital copiers instead of entering into a lease agreement.
The Director of Procurement and Contracting, pursuant to the requirements of Section
3.12.270.6 of the Municipal Code, finds that utilization of the Canon Business Solutions
CMAS contract to procure the proposed equipment is adequate to protect the public
interest, and the total cost of the equipment is likely to be less than could be obtained
through an independent City competitive process.
Staff recommends the purchase of the two copiers from Canon Business Solutions-
West.
Funds for this purpose are available from the following sources: $23,679.25 from
Reprographics operational accounts; $21,000 from a capital improvement account
budgeted for this purpose; and a $45,000 transfer from the City Hall parking lot capital
project account which is no longer scheduled to be completed.
APPROVED:
Steve Cramer Harold E. Good
Senior Graphic Arts Technician Director of Procurement and
Contracting
APPROVED:
City Manager !�
Attachments: Minute Order
REVIEWED BY DEPT.OF FINANCE
MINUTE ORDER NO.
APPROVING THE PURCHASE OF A HIGH-SPEED
DIGITAL COPIER IN THE AMOUNT $49,097.37 AND A
DIGITAL COLOR COPIER IN THE AMOUNT OF
$40,581.88 FROM CANON BUSINESS SOLUTIONS-
WEST, INC., OF RANCHO CUCAMONGA, CALIFORNIA,
PARTICIPATING IN THE STATE OF CALIFORNIA
MULTIPLE AWARD SCHEDULE (CMAS), FOR A TOTAL
COST OF $89,679.25 INCLUDING A 1-YEAR
WARRANTY ON PARTS AND LABOR
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I HEREBY CERTIFY that this Minute Order approving the purchase of a high-speed
digital copier in the amount $49,097.37 and a digital color copier in the amount of
$40,581.88 from Canon Business Solutions-West, Inc., of Rancho Cucamonga,
California, participating in the State of California Multiple Award Schedule (CMAS), for a
total cost of $89,679.25 including a 1-year warranty on parts and labor, was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof held on the
20th day of February, 2002.
PATRICIA SANDERS
City Clerk