HomeMy WebLinkAboutAgenda Report - July 18, 2007 E-08AGENDA ITEM CovS
&a% CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Approving Purchase of Nine Copy Machines and Contract
for Maintenance Services for Various Departments from IKON Office
Solutions and Appropriate Funds ($131,077)
MEETING DATE: July 18,2007
PREPARED BY: Deputy City Manager
RECOMMENDED ACTION: Adopt resolution approving the purchase of nine copy machines and
a contract for maintenance services for various City departments
from IKON Office Solutions and appropriate necessary monies from
the Streets, Wastewater, and Equipment Replacement Funds.
BACKGROUND INFORMATION: Copy machines have a finite usable life span. Several machines
throughout the City have reached the end of their lifespan.
Breakdowns are frequent, calls for repair have grown to an
excessive level, and the machines can not be relied upon to perform
the job.
On April 27,2007, the City received seven responses to a request for proposals sent out for the purchase
and maintenance of copiers for various City departments. Proposals received were reviewed to verify
that each had met required specifications. A comparison was then performed on all proposals regarding
not only the purchase price of each machine but also on their proposed maintenance costs, which were
based on a price per copy rate. In addition, City staff conducted phone interviews with the references
provided by each vendor.
Based on the above mentioned research and comparisons, City staff has made a recommendation to
purchase the machines from IKON Office Solutions as well as to have IKON provide maintenance
services on each machine. The brand of copier IKON will be providing is Canon. IKON Office Solutions
is under contract with San Joaquin County, San Joaquin Delta College, and the Lodi Unified School
District. City staff has communicated with several of IKON'S current customers, and all have expressed
satisfaction with the company and the great level of service they provide.
There are a total of nine copiers that will be purchased. The following is the list of departments/divisions
that will be purchasing new copiers:
• Public Works (City Hall)
• Public Works (White Slough Water Pollution Control Facility)
• Human Resources
• Administration
• Finance & Budget (2)
• Hutchins Street Square
• Parks & Recreation
• Fire Department
APPROVED:
Blair Kin y Manager
wilier purcnase.doc 711012007
Adopt Resoludbr;AppromV Purchase o9Vine Copy Machines and Contract /or Maintenance Services for Various Departments
from IKON Offce Solutions and Appropriate Funds (5131,077)
July 18, 2007
Page Two
FISCAL IMPACT Copier purchase: $131,077. Maintenance Contract is estimated at
$11,835. Departments have funds budgeted for current copier
maintenance agreements in their operating accounts. This mitigates the
impact of the maintenance contract cost.
FUNDING AVAILABLE: Carryover funding from 2006-07 to cover the purchase of all copiers is
available in the Streets, Wastewater, and Equipment Replacement Funds.
Equipment purchase:
3201201 Streets $ 16,451
1711201 Wastewater $ 4,365
122 Equipment Replacement Fund $110.261
$131,077
sr vans, Budget Manag(
it vans, Budget Manager
es R. Krueger
Deputy City Manager
JRKlkje
Attachments
RESOLUTION NO. 2007-127
A RESOLUTION OF THE LORI CITY COUNCIL AWARDING THE BID FOR
THE PURCHASE OF NINE PHOTOCOPY MACHINES AND CONTRACT
FOR MAINTENANCE SERVICES FOR VARIOUS DEPARTMENTS, AND
APPROPRIATING FUNDS TO COVER THIS PURCHASE
WHEREAS, several machines throughout the City have reached the end of their
lifespan causing frequent breakdowns and excessive calls for repair, and the machines can no
longer be relied upon to perform the job; and
WHEREAS, on April 27, 2007, the City received seven responses to a request for
proposals for the purchase and maintenance of copiers for various City departments; and
WHEREAS, proposals received were reviewed to verify that each had met required
specifications, and a comparison was then performed on all proposals regarding not only the
purchase price of each machine but also on their proposed maintenance costs, which were
based on a price per copy rate, and
WHEREAS, City staff also conducted phone interviews with the references provided by
each vendor, and based on research and comparisons, staff recommends purchasing Canon
copier machines from IKON Office Solutions as well as to have IKON provide maintenance
services on each machine; and
WHEREAS, staff recommends purchasing nine copiers for the following
departments/divisions:
• Public Works (City Hall)
Public Works (White Slough Water Pollution Control Facility)
• Human Resources
• Administration
• Finance & Budget (2)
• Hutchins Street Square
• Parks & Recreation
• Fire Department
-NOW, ; $EiT RESOLVES that the Led i City Gounsives the purchase of nine copy machines and a contract for maintenance services for the various
City departments from IKON Office Solutions in the amount of $131,077 jand
BE IT FURTHER RESOLVED that $131,077 be appropriated from the Streets,
Wastewater, and Equipment Replacement Funds for this purchase.
Dated: July 18,2007
I hereby certify that Resolution No. 2007-127 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 18 , 2007 py the following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, and
MayorJohnson
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS—Hitchcock
ABSTAIN: COUNCIL MEMBERS— None
A DI JOHL
City Clerk
2007-127