HomeMy WebLinkAboutAgenda Report - July 17, 2002 E-03-114
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CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Adopt a resolution authorizing the purchase of a Minolta Di450
digital copier from Business Office Systems of Stockton
($12,197.30) (PW -MSC)
MEETING DATE: July 17, 2002
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the purchase of a
Minolta Di450 digital copier from Business Office Systems of Stockton
in the amount of $12,197.30 for use by the Streets, Water/Wastewater,
and Fleet Divisions of Public Works at the Municipal Service Center.
BACKGROUND INFORMATION: The existing Minolta copier in the Public Works' MSC office will be
moved to White Slough to replace the 8 -year old copier at the wastewater
treatment facility. As has been standard practice, the Divisions strive
to prolong the life of each copier by moving MSC's machine to White Slough, where copy demands are less
rigorous. White Slough's 8 -year-old unit will then be retired and removed from City use or it may replace
another older copier which would be removed from City use.
Staff recommends a non-competitive purchase of the Di450 copier from Business Office Systems (BOSS) for
two reasons. First, staff is familiar with Minolta copiers and Business Office Systems. Minolta copiers have
been consistently reliable throughout the City, and BOSS' technicians have been responsive and thorough
when service calls are necessary. Second, staff has determined that equipment pricing is competitive, with
BOSS' price bettering Federal GSA and California Multiple Award Schedule pricing by about $371.
San Joaquin County's copier contract with Business Office Systems expired in April of this year, and a new
bid has not yet been issued. However, BOSS continues to honor contract pricing on replacement models
during the interim period. When compared with Minolta's GSA price of $11,665.00 plus tax, or $12,569.04
(offered through the State's CMAS program), Business Office Systems' price of $12,197.30 price saves the
City $371.74.
While other brands may be less expensive, equipment reliability and dealer support are not necessarily equal.
Lodi City Code Sec. 3.20.070 provides that bidding may be dispensed with when the City Council determines
that the purchase or method of purchase is in the best interest of the City. Staff believes that staying with
reliable Minolta brand copiers and Business Office Systems is in the City's best interest, and recommends
that Council authorize the purchase of the Minolta Di450 from Business Office Systems.
FUNDING: Administrative Operating Budgets: 25%, or $3,049.325 each, to
105011 (Streets), 105561 (Fleet), 170401 (Wastewater), and 180451
(Water)
Vicky McAthie, rinance Director I-
Q*Q
Richard Prima, Public rks Director
Prepared by Joel Harris, Purchasing Officer
APPROVED:
n -- City Manager
RESOLUTION NO. 2002-153
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE PURCHASE OF ONE MINOLTA Di450
DIGITAL COPIER FOR THE PUBLIC WORKS DEPARTMENT
MUNICIPAL SERVICE CENTER
WHEREAS, Lodi Municipal Code Section 3.20.070 authorizes dispensing with bids for purchases
of supplies, services, or equipment when it is in the best interest of the City to do so; and
WHEREAS, the existing Minolta Copier in the Public Works' MSC office will be relocated to White
Slough to replace an eight-year old copier at the Wastewater Treatment Facility, where the copy demands
are less rigorous; and
WHEREAS, staff recommends a non-competitive purchase of the Di450 digital copier from
Business Office Systems for two reasons: 1) staff is familiar with Minolta copiers and Business Office
Systems, and 2) staff has determined that equipment pricing is competitive, with Business Office Systems'
price bettering Federal GSA and California Multiple Award Schedule pricing by approximately $371.00;
and
WHEREAS, the County of San Joaquin copier contract with Business Office Systems expired in
April of this year, however, Business Office Systems continues to honor contract pricing until a new bid is
issued; and
WHEREAS, in comparison, Business Office Systems' price saves the City approximately $371.00
over Minolta's GSA price through the State's CMAS program; and
WHEREAS, it is staff recommendation that the City Council authorize the purchase of one Minolta
Di450 Digital Copier at the cost of $12,197.30 under provisions of an equipment contract through the
County of San Joaquin still honored by Business Office Systems on an interim basis.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council hereby approves the purchase
of one Minolta Di450 Digital Copier from Business Office Systems, of Stockton, California, at the cost of
$12,197.30 for the Public Works Department MSC office.
Dated: July 17, 2002
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I hereby certify that Resolution No. 2002-153 was passed and adopted by the City Council of the
City of Lodi in a regular meeting held July 17, 2002, by the following vote:
AYES:
COUNCIL MEMBERS — Hitchcock, Howard, Land, Nakanishi, and Mayor
Pennino
NOES:
COUNCIL MEMBERS — None
ABSENT:
COUNCIL MEMBERS — None
ABSTAIN:
COUNCIL MEMBERS — None
SUSAN J.BLACKSTON
City Clerk
2002-153