HomeMy WebLinkAboutAgenda Report - February 17, 2016 C-10TM
AGENDA ITEM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute an Agreement for Copy
Machine Equipment and Maintenance with Ricoh, USA ($104,000)
MEETING DATE: February 17, 2016
PREPARED BY: Chief of Police
RECOMMENDED ACTION: Adopt Resolution Authorizing City Manager to Execute an
Agreement for Copy Machine Equipment and Maintenance with
Ricoh, USA in the amount of $104,000.
BACKGROUND INFORMATION: The Lodi Police Department's current contract with Ricoh USA for
copy machine lease expires in July 2016. After reviewing copier
usage and need for additional equipment, the department has
worked extensively with Ricoh, USA to meet departmental needs.
Ricoh, USA was awarded a Multi -Function Devices and Related Services contract with U.S.
Communities, a government purchasing alliance which provides competitive pricing to program
participants. U.S. Communities awards its contracts to suppliers after a competitive solicitation process
has been completed. All contracts are available to state and local government agencies, as well as
school districts and nonprofits.
The five-year agreement will include the replacement of five leased Ricoh copy machines, the addition of
a color copy machine to replace an obsolete Xerox copier, and $2000 credit for the Xerox copy machine
buy-back.
FISCAL IMPACT:
FY 15/16 - $6,910
FY 16/17 - $20,740
FY 17/18 - $20,740
FY 18/19 - $20,740
FY 19/20 - $20,740
FY 20/21 - $13,830
FUNDING AVAILABLE: General Fund — 10030001.72302 for FY 2015/16
Jordan Ayers
Deputy City Manager/jnternal Services Director
Tod Patterson
Chief of Police
APPROVED:
Ste ■ - Schwa • a.uer City Manager
RICOH
City of Lodi, Police Department
Agreement Summary for MFP Fleet Refresh and Additional Equipment for Records Department
with Ricoh USA, Inc
January 5, 2016
This is to summarize the terms, pricing and costs for the Ricoh Solution detailed in the spreadsheet
"Lodi Police Refresh 112315"
The contract consists of the following documents:
• U.S. Communities Master Lease Agreement
• U.S. Communities Product Schedule
• Co -Terminus Accessory Addition Agreement — Fax option for the MPC5501
• Equipment Removal/Buyout Authorization
• Lodi Police Refresh 112315 spreadsheet
• This Agreement Summary
The contract is using US Communities Contract ID number of 4400003732
The contract is for a 5 year lease with a monthly payment of $1,728.29 for a total contract value of
$103,697.40, which includes:
• 6 Ricoh Select Series MFP's, specifically configured as detail in the Lodi Police Refresh
spreadsheet
• Includes 43,000 monthly B&W prints and monthly 7,000 Color prints shared by the 6 MFP's
o If the quantities are exceeded in any quarterly cycle the additional B&W prints will be at
$0.0063 each and Color prints at $0.0556. These overage are billed on a quarterly basis.
• Includes all services, warranties and guarantees defined in the U.S. Communities Master Lease
Agreement
• This is billed on a monthly basis excluding applicable taxes.
For any question please contact:
Tim Burr
Services Executive
Ricoh USA
2291 W. March Lane, Suite B-205
Stockton, CA. 95207
Email: timothy.burr@ricoh-usa.com
Office: (209) 475-5708
Cell: (408) 499-6794
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RESOLUTION NO. 2016-20
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE AN AGREEMENT FOR COPY
MACHINE EQUIPMENT AND MAINTENANCE WITH RICOH, USA
WHEREAS, the Lodi Police Department's current contract with Ricoh USA for copy
machines expires in July 2016; and
WHEREAS, Ricoh USA was awarded a Multi -Function Devices and Related Services
contract with U.S. Communities, a government purchasing alliance which provides competitive
pricing to program participants; and
WHEREAS, U.S. Communities awards its contracts to suppliers after a competitive
solicitation process has been completed, and all contracts are available to State and local
government agencies, as well as school districts and nonprofits; and
WHEREAS, the five-year agreement will include the replacement of five leased Ricoh
copy machines, the addition of a color copy machine to replace an obsolete Xerox copier, and a
$2,000 credit for the Xerox copy machine buy-back.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a five-year agreement with Ricoh USA on behalf of the
City of Lodi/Lodi Police Department for copy machine equipment lease and maintenance, in an
amount not to exceed $104,000.
Date: February 17, 2016
I hereby certify that Resolution No. 2016-20 was passed and adopted by the Lodi City
Council in a regular/special joint meeting held February 17, 2016, by the following vote:
AYES: COUNCIL MEMBERS — Kuehne, Mounce, Nakanishi, and Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Johnson
ABSTAIN: COUNCIL MEMBERS — None
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PAMELA M. FARRIS
Deputy City Clerk
2016-20
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