HomeMy WebLinkAboutAgenda Report - November 7, 2018 C-05CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Accepting Donation from Friends of the Lodi Public Library,
Waiving Bidding Requirements and Appropriating Funds for Copier Purchase from
Ray Morgan Company ($10,233.41)
MEETING DATE: November 7, 2018
AGENDA ITEM
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PREPARED BY: Library Director
RECOMMENDED ACTION: Adopt a resolution accepting a donation from the Friends of the Lodi
Public Library, waiving bidding requirements and appropriating
funds for copier purchase from Ray Morgan Company in the amount
of $10,233.41.
BACKGROUND INFORMATION: The main printer/copier at the Lodi Public Library is a 10 -year-old
Xerox model and in need of replacement. It has malfunctioned
repeatedly in recent months. Ray Morgan Company has a contract
to provide maintenance on all other City departments' copiers, but it does not support Xerox brands.
Funds to purchase a new printer/copier were not included in the Library's Fiscal Year 2018/19 budget.
The Friends of the Lodi Public Library, however, have offered to pay for its replacement.
The price of a new copier that meets the Library's needs, including tax, is $10,233.41. Printer
specifications are attached. Pricing is based upon a publicly bid contract already in existence (Shasta
High School District Contract A77-2031). The Lodi Municipal Code Section 3.20.045 — State and local
agency contracts — allows the City Council to piggyback purchases based on other public agencies' bid
results. The Library will absorb the cost of maintenance within its previously approved budget.
Staff requests the City Council accept the donation from the Friends of the Lodi Public Library, and
approve the appropriation and purchase as outlined in the resolution.
FISCAL IMPACT: The donation relieves the Library the cost of replacing the copier with
Department funds. The maintenance agreement will extend is useful life.
FUNDING AVAILABLE: After accepting donation, Account No. 12090000.77030.
7 �-
Andrew Keys '
Deputy City Manager/Internal Services Director
APPROVED:
Anwan Baker
Library Director
Stephen Schw . - - r, City Manager
lCE j
Canon IR C5540i
City of Lodi Library Seotember 6 2018
The imageRUNNER ADVANCE C5500 Series is designed to enable enhanced office productivity
and to deliver high-quality color output for demanding office environments. These intelligent
systems provide an intuitive user experience and support Canon's range of holistic business
solutions. The imageRUNNER ADVANCE C5560i/C5550i/C5540i/C5535i models deliver speeds of
up to 60/50/40/35 ppm for black -and -white and color (LTR). The imageRUNNER ADVANCE C5500
Series is built on the Third Generation imageRUNNER ADVANCE platform and offers standard
Universal Login Manager (ULM), UFR II/PCUPS Printing, HDD Encryption Kit, Wireless LAN and
Remote Operators Software Kit
e
1 QTY- part# DESCRIPTION
Tax 7.75%
TOTAL
738.05
$10,233.41
Bundle Operon I
each
extended
1
Canon IR C55401
$ 574.00
$ 574.00
Document Feeder
$ -
2 300 Sheet Paper Trays
1
Booklet Finisher
$ 2,997.36
$ 2,997.36
1
Ships standard with 2 x 550 -sheet Paper Cassettes,
UFRII/PCUPS Printing, Direct PDF/XPS Printing, Color
$ 153.00
$ 153.00
1
Universal Send with PDF High Compression,
Searchable PDF/XPS, OOXML (Scan to PPT and Word),
Universal Login Manager, Access Management System, HDD
Data Erase, Data Encryption (FIPS-140-2), IP Sec,
Single Pass Duplexing Automatic Document Feeder, Color
$ 5,773.00
$5,773.00
Image Reader, Ethernet 1000Base-T/100Base-TX/10Base-
$
T,USB 2.0/3.0 High Speed Connectivity, Wifi Connectivity,
Remote Operator's Software Kit, Color Network ScanGear.
Surge Protector
$
Price
$5,773.00
Tax 7.75%
TOTAL
738.05
$10,233.41
Mirunr/ (latch optional upgrades
1
Cassette Feeding Unit - AM1
$ 574.00
$ 574.00
$ -
1
Booklet Finisher -Y1
$ 2,997.36
$ 2,997.36
1
Buffer Pass Unit - L1 (needed with finisher)
$ 153.00
$ 153.00
$
$
SubTatal:
$ -
Sub Total
$9,497.36
Mono Per Page Service Rate: $0.01
Color Per Page Service Rate: $0.0553
SLJHSD Co -operable Agreement A77-2013
$9,497.36
Tax 7.75%
TOTAL
738.05
$10,233.41
1 i"iCi1(IS
1i1.11114.:
1.[)171
Public
1.i RRARY
FRIENDS OF THE LODI PUBLIC LIBRARY
201 W Locust Street, Lodi, CA 95240
(209)333-5537
li#tp5://friendsot1udi.ur 1
Friends of the Lodi Public Library
201 West Locust Street
Lodi, CA 95240
October 31, 2018
Re: CASH DONATION FOR LIBRARY PRINTER
The Friends of the Lodi Public Library discussed the purchase of a new printer for the
Lodi Public Library. The new printer will make it possible for the library do the expected
daily printing as well special programs printing for multiple activities.
The board approved donating the entire amount of $10,233.41 to cover the cost of a
Canon IR C5540i printer on September 27, 2018. As soon as the donation and
purchase are approved a check will be made out to the City of Lodi.
Sincerely,
/Lc 7 9,Y /1z2=e66zze--4-----7e
RESOLUTION NO. 2018-199
A RESOLUTION OF THE LODI CITY COUNCIL ACCEPTING A DONATION
FROM FRIENDS OF THE LODI PUBLIC LIBRARY; WAIVING BIDDING
REQUIREMENTS; AND FURTHER APPROPRIATING FUNDS FOR
COPIER PURCHASE FROM RAY MORGAN COMPANY, OF STOCKTON,
UTILIZING SHASTA HIGH SCHOOL DISTRICT CONTRACT NO. A77-2031
WHEREAS, the main printer/copier at the Lodi Public Library is 10 years old, frequently
malfunctions, and is not supported by the Ray Morgan Company, which has a citywide copier
service agreement; and
WHEREAS, the Friends of the Lodi Public Library have offered to donate the funds
needed to purchase a replacement copier, as the Library's Fiscal Year 2018/19 budget does
not include funds for a copier purchase; and
WHEREAS, a new copier that meets the needs of the Library and Friends of the Lodi
Public Library costs $10,233.41, based on the publicly -bid Shasta High School District Contract
No. A77-2031; and
WHEREAS, Section 3.20.045 of the Lodi Municipal Code allows the City Council to
waive public bidding for purchase of equipment priced according to a publicly -bid contract; and
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby accept
a donation in the amount of $10,233.41 from the Friends of the Lodi Public Library into Library
donations revenue account No. 12000000.57702; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby waive the bidding
requirements for the purchase of a Canon IR C5540i with document feeder, two 300 -sheet
paper trays, and a booklet finisher through Ray Morgan Company, of Stockton, California,
utilizing Shasta High School District Contract No. A77-2031, in the amount of $10,233.41; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby appropriate funds
in the amount of $10,233.41 in account No. 12090000.77030.
Dated: November 7, 2018
I hereby certify that Resolution No. 2018-199 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held November 7, 2018, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mounce
ABSTAIN: COUNCIL MEMBERS — None
NIFER FERRAIOLO
City Clerk
2018-199