Loading...
HomeMy WebLinkAboutItem 4.04 Purchase Copiers~~vil'U~lr~ CITY CLERK ~~~ File # ^~®®-®© ~- ~ -~ s~ (Q,n~ - `3D C~ AGENDA STATEMENT ~~LIFOR~1~ CITY COUNCIL MEETING DATE: June 26, 2008 SUBJECT: Waiver of Bid Requirement As Authorized by Municipal Code and Authorization to Purchase Three Lanier Copiers from Shamrock Office Solutions Under The US Communities Purchasing Agreement Report Prepared by Steve Pappa, Information Systems Manager ATTACHMENTS: Resolution RECOMMENDATION: ~ Adopt Resolution FINANCIAL STATEMENT: Sufficient funds exist for the replacement of the three machines in the Fiscal Year 2008-2009 Internal Service Fund Equipment Replacement budget. The total cost of the purchase including tax, delivery, and training is $30,869.79. 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 results of this effort was the selection of two Lanier copiers from Shamrock Office equipment, which were placed into service in December 2007. The copiers have performed well for the City and Shamrock Office Solutions has been responsive in providing service. 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 2008-2009 the following three copiers were identified to be replaced: De artment /Location Current Machine Date Purchased City Clerk (Records Room) Konica 7045 10/2/2001 Police Administration (2° Floor) Konica 7045 8/20/2002 City-Wide Shared (Public Counter Area) Color co ier Canon C3200 9/16/2003 Staff is proposing to use the same provider as was selected in 2007. 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 five copiers maintained under the same maintenance agreement. Shamrock Office Solutions offers Lanier products to local government agencies based on an agreement with the US Communities Government Purchasing Alliance. US Communities is a partner with the League of California Cities and serves public agencies nationwide. The US 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)). --------------------------------------------------------------------------------------- coPy To: ~ a ITEM. NO. \\Is-server\informationservices\Agenda Statements\copiers 2008\Revagenda_stmt_purchaseLanierCopiers2007-08.doc /~ n~ The cost of the copiers proposed to be replaced in Fiscal Year 2008-2009 under the US Communities pricing is as follows: City Clerk (Records Room) Lanier Model LD050sp 50 co ies 1 min Lanier Model LD050sp 50 co ies 1 min Lanier Model LD445c 45 copies 1 min both Black & White & Color $10,324.73 9,345.98 Police Administration (2nd Floor) City-Wide Shared (Community Development Counter) Color copier 11,199.08 TOTAL 3 COPIERS $ 30,869.79 Shamrock Office Solutions is a Dublin firm that is an authorized Lanier dealer and provides technicians certified in maintaining Lanier copiers. 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 also 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, which will allow for an exception to the competitive bid process and authorize the purchase of 3 copiers pursuant to the US Communities Agreement. The purchase will be made from Shamrock Office Solutions, This transaction will be processed after June 30, 2008 as part ofthe Fiscal Year 2008-2009 appropriations. o:~02 RESOLUTION NO. xx - 08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN /11 ********* AUTHORIZING STAFF TO PROCURE DIGITAL COPIERS FROM SHAMROCK OFFICE SOLUTIONS PURSUANT TO THE US COMMUNITIES PURCHASING AGREEMENT WHEREAS, the City requires the purchase of digital copiers for City operations; and WHEREAS, Lanier 1 Ricoh has a valid pricing agreement publicly bid and administered by US 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, ifthe purchase made pursuant to section 2.36.050(A) exceeds $20,000 the City Council must authorize the purchase; and WHEREAS, the US 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 June 26,2008 is $30,869.79; and WHEREAS, as part ofthe replacement project Shamrock Office Solutions of Dublin, California will remove and dispose of the machines being replaced. 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 US Communities Government Purchasing Alliance at a purchase cost not to exceed $30,869.79 and as described to the City Council on June 26, 2008. 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 26th day of June, 2008, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk 'I'-t~fP '1.4 6/U} 08 ATTACHMENT