TITLE
The Mayor and City Council shall discuss and possibly take action on approving a purchase from Pacific Office Automation for sixteen (16) multifunction copiers/printers and applicable service maintenance, pursuant to Section 3-223, “Cooperative Purchasing” of the City Code, in an amount not to exceed $114,042. Staff is requesting Council consider a transfer from General Fund, Non-Departmental, Contingency (10010000-99000) to General Fund, I.T., Computer Equipment/Software (10011553-67744) to cover the cost of the purchase. Discussion and Action.
AGENDA ITEM DESCRIPTION
Currently, the City maintains sixteen (16) multifunction copiers/printers throughout the City which includes City Hall, the Police Department, all Fire Department facilities and Public Works. Multifunction printing is the most cost effective method of printing and also provides copy, scan and fax capabilities, thus minimizing the need for single function units.
The typical useful life of these units is estimated to be five years; however, all the units currently utilized by the City are at least five to seven years old. Initially, the intent was to utilize the current units through December 2013 which coincides with the relocation to the new City Hall complex. However, due to the age of the units, the cost of maintenance, and the fact that units have been experiencing significant down-time for service, staff is recommending proceeding with this purchase. Additionally, three units are currently non-functional and the estimated costs of repairs are approaching the cost of new units.
Based on the need to address these issues, the following objectives were identified for evaluating the most advantageous copy/print solution.
· Provide staff with functioning machines.
· Standardize the make and operation of the units.
· Determine the appropriate units based on the needs of each location before and after relocation to the new City Hall complex.
· Evaluate the advantages of leasing versus buy...
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