Submitted By: Christopher Ramos
presenter
Presentation By: Christopher Ramos
end
Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
title
Approve the utilization of State of Florida’s alternative source agreement with Canon U.S.A., Inc., for citywide copier and printer services with an estimated expenditure of $957,096
end
OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
body
BACKGROUND:
In July 2020, Council approved a five-year lease with Canon Solutions America for citywide copying and printing services with 89 multi-function production machines. These units are connected to the City network for use by all departments through Canon Uniflow server software. The machines can copy, print, scan, fax, and staple. Additionally, the machines support secure printing to protect sensitive documents. Users can send print jobs to a Canon printer while keeping the documents secure until they are physically present to release them. This ensures efficiency and convenience for all departments.
FINDINGS AND CONCLUSIONS:
Over the initial five-year contract term, the total number of devices utilized by City staff increased from 89 to 95 machines. Staff have effectively utilized these devices for daily operations with minimal issues. The support provided by Canon for toner, parts, and labor has been satisfactory.
Under the new 5-year contract, all machines will be replaced with similar newer models. The lease costs for the devices and software will remain fixed, while the cost-per-copy will be billed based on usage. All service calls, labor, toner, and machine moves will be included with the lease.
The State of Florida has signed a participation agreement with Canon U.S.A., Inc. As a political subdivision of the state of Florida, the City of Ocala qualifies as an eligible user of alternate source contracts awarded by the Florida Department of Management Services ("DMS") pursuant to Rule 60A-1.001, Florida Administrative Code. Alternate source contracts have been competitively solicited by governmental agencies and evaluated and determined by the Florida Secretary of Management Services to be cost-effective and to afford the best value. DMS's agreement for multi-function devices, copiers, and related software and services (Contract No. 44100000-24-NASPO-ACS) is effective from 8/1/2024 to 07/31/2026.
FISCAL IMPACT:
• Total Annual Costs Breakdown: $191,419.29
o Fixed Lease Cost for Machines and Software Cost: $128,550.48
o Estimated Color/B&W Copy Costs (based on prior 5-year data from departments): $62,868.80
• Total Five-Year Cost Breakdown: $957,096.40
o Fixed Lease Cost for Machines and Software Cost: $642,752.40
o Estimated Color/B&W Copy Costs (based on prior 5-year data from departments): $314,344.00
Funding for the ongoing equipment lease is budgeted in the respective departments’ expenditure accounts and will continue to be tracked under Munis Contract# 250795.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny