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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 -------------- 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