Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve additional expenditures under the agreement for city-wide printer and copier services in the estimated amount of $90,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
On January 10, 2020, the City issued an invitation to negotiate for citywide multi-functional machines. After an initial analysis of proposals, best-and-final offers were requested from all respondents. Contracting staff negotiated various key elements with all vendors. It determined Canon's lease to be the best value based on lease cost, copy pricing, machine performance, low maintenance cycles, and reporting capabilities.
On July 7, 2020, City Council approved a five-year lease for city-wide copiers with Canon Solutions American, Inc., with an approximate expenditure of $663,273 for 89 multi-function machines.
City departments utilize this city-wide copier lease with an initial total of 89 multi-function production machines. These units are connected to the city network and are used by multiple employees. The machines have copy, print, scan, fax, and stapling capabilities, among other features, and offer unlimited free black-and-white printing.
FINDINGS AND CONCLUSIONS:
Throughout the contract period, City departments have increased their demand for printing services, necessitating the need for additional machines. There are now a total of 104 multi-function machines in production.
To ensure that all departments have the necessary resources to operate effectively, we propose an increase of $90,000 in funding to reach the end of the contract period on August 30, 2025.
FISCAL IMPACT:
Funding for the ongoing equipment lease is budgeted in the respective departments’ expenditure accounts and will continue to be tracked under Munis Contract# 190828.
PROCUREMENT REVIEW:
These goods were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
N/A. Canon has agreed to be bound to the Sourcewell public sector consortium contract which allows the City to issue only a purchase order to Canon for all leased copy machines.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny