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HomeMy WebLinkAboutItem 4.10 Purch Three CopiersoFDU~~~ CITY CLERK N~ File # ^~~©-^2- ~- ~ -~• a~ C~ ~~ ~~LIFOR~1b AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 7, 2009 SUBJECT: Waiver of Bid Requirement As Authorized by Municipal Code and Authorization to Purchase Three Ricoh Copiers from Shamrock Office Solutions under the U.S. Communities Purchasing Agreement Report Prepared by Steve Pappa, Information Systems Manager ,P~!'1... ATTACHMENTS: 1) Resolution Authorizing Staff to Procure Digital Copiers From Shamrock Office Solutions Pursuant to the U.S. Communities Purchasing Agreement RECOMMENDATION: Staff recommends that the City Council adopt the Resolution authorizing Staff to procure digital copiers from Shamrock Office Solutions pursuant to the U.S. Communities Agreement. FINANCIAL STATEMENT: Sufficient funds exist for the replacement of the three machines in the Fiscal Year 2009-2010 Internal Service Fund Equipment Replacement budget. The total cost of the purchase including tax, delivery, and training is $33,856. DESCRIPTION: The purchase of new copiers is scheduled on a periodic basis to replace older machines. When possible, Staff has sought to use public agency master purchase agreements in order to efficiently obtain new equipment at a competitive price. In 2007, Staff formed a committee to evaluate copier solutions offered by different manufacturers. The result of this effort was the selection of two copiers from Shamrock Office Solutions, which were placed into service in December 2007 and three were purchased in 2008. The copiers have performed well for the City and Shamrock Office Solutions has been responsive in providing service. The Lanier, Ricoh, and Gestetner brands are made by the same manufacturer. The models differ only by the name plate applied to the machine by the manufacturer. Shamrock Office Solutions now exclusively offers the Ricoh brand under the U.S. Communities Purchasing Agreement which is equivalent to the models previously provided to the City. All of the copiers recommended for replacement are reaching the end of their service life based on the age of the machine and the number of copies produced. For Fiscal Year 2009-2010, the following three copiers will be replaced: De artment !Location Current Machine Dale purchased Police Records (First Floor) Konica 7272 3/15/2005 Administrative Services Konica 7045 8/20/2002 Shannon Communi Center Konica 7145 6/30/2004 COPY TO: I ~ a Q ITEM NO. ~• ~. Staff is proposing to use the same provider as was selected in 2007 and 2008. Standardization of the replacement machines will be convenient for user training as well as obtaining a consolidated maintenance agreement. The proposed replacement will result in eight copiers maintained under the same maintenance agreement. The new copiers also provide a scan to e-mail feature which supports the City efforts to reduce paper copies and has a positive environmental impact. Local government agencies can participate in an agreement with the U.S. Communities Government Purchasing Alliance. US Communities is a partner with the League of California Cities and serves agencies nationwide. The U.S. Communities Government Purchasing Alliance copier agreement was competitively bid. Section 2.36.050(A)(10) of the Municipal Code allows for exceptions to the formal bidding process when the City is able to procure items from a competitive bid process administered by another public agency. The Code requires that any purchases made in this manner that are more than $20,000, shall be approved by the City Council (Section 2.36.050(B)). The cost of the copiers proposed to be replaced in Fiscal Year 2009-2010 under the U.S. Communities pricing is as follows: Proposed Machine US Communities Department (Location) C'opics/min Price Including Sales Tax Police Records Ricoh Model MP8000sp 80 co ies /min $ 16,714.93 Administrative Services Ricoh Model MPSOOOsp $ 8,570.38 50 copies /min Shannon Community Center Ricoh Model MPSOOOsp $ 8,570.38 50 copies /min TOTAL 3 COPIERS $ 33,855.69 Shamrock Office Solutions is a Dublin-based business that provides technicians and service to the current City copier fleet. With the proposed purchase, the City will also be obtaining maintenance service agreements from Shamrock Office Solutions for the new copiers. As part of the proposal, Shamrock Office Solution will remove and properly dispose of the old machines at no additional cost. The machines as listed on the first page of this report will be removed from the City list of fixed assets. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution authorizing Staff to procure digital copiers from Shamrock Office Solutions pursuant to the U.S. Communities Agreement. a~a ~~I RESOLUTION NO. xx - 09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING STAFF TO PROCURE DIGITAL COPIERS FROM SHAMROCK OFFICE SOLUTIONS PURSUANT TO THE U.S. COMMUNITIES PURCHASING AGREEMENT WHEREAS, the City requires the purchase of digital copiers for City operations; and WHEREAS, Ricoh has a valid pricing agreement publicly bid and administered by the U.S. Communities Government Purchasing Alliance; and WHEREAS, Section 2.36.050(A)(10) of the Dublin Municipal Code allows for exceptions to formal bidding process when the City is able to procure items from a competitive bid process administered by another public agency; and WHEREAS, if the purchase made pursuant to section 2.36.050(A) exceeds $20,000 the City Council must authorize the purchase (section 2.36.050(B)); and WHEREAS, the U.S. Communities agreement meets the requirement for public bids; and WHEREAS, the estimated cost of the selected replacement copiers as described in a report to the City Council on July 7, 2009 is $33,856; and WHEREAS, as part of the replacement project Shamrock Office Solutions of Dublin, California will remove and dispose of the machines being replaced at no cost. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to procure copiers from Shamrock Office Solutions, under a purchasing agreement publicly bid by the U.S. Communities Government Purchasing Alliance at a purchase cost not to exceed $33,856 and as described to the City Council on July 7, 2009. BE IT FURTHER RESOLVED that the agreement with Shamrock Office Solutions shall include the removal and proper disposal of the three old machines which shall be removed from the fixed asset records of the City. PASSED, APPROVED AND ADOPTED this 7th day of July, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk A 7~1'A C-~°>~-1E ~,J