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Home My WebLink AboutOrdinance 5769ORDINANCE NO. 5769 AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF TWO (2) KODAK 14200 SCANNERS FROM AFFILIATED COMPUTER SERVICES, INC. OF DALLAS, TEXAS IN THE TOTAL AMOUNT OF $19,884.00 PLUS APPLICABLE SALES TAXES FOR USE BY THE OFFICE OF THE CITY CLERK/TREASURER WHEREAS, the scanners currently being used to archive documents by the Office of the City Clerk/Treasurer are not compatible with Windows 7; and WHEREAS, Kodak scanners have been approved by City software vendors as being the most compatible and preferred scanner to work with software the City already owns and uses and the City should only purchase scanners that are recommended and approved by our software vendors. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding and authorizes the purchase of two Kodak i4200 scanners from Affiliated Computer Services, Inc. of Dallas, Texas in the amount of $19,884.00 plus applicable sales taxes for use by the Office of the City Clerk/Treasurer. PASSED and APPROVED this 5h day of May, 2015. APPROVED: / ATTEST: � `paunnrruo�� eCllJ La . i�� ;G�jY O,c LI J RD Mayor SONDRA E. SMITH, City Cle _ �F�sye EVILLE; .� iy• 0 P •.c'e City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 ` (479)575-8323 Text File File Number: 2015-0177 Agenda Date: 5/5/2015 Version: 1 Status: Passed In Control: City Council File Type: Ordinance Agenda Number: C. 5 AFFILIATED COMPUTER SERVICES, INC. AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF TWO (2) KODAK I4200 SCANNERS FROM AFFILIATED COMPUTER SERVICES, INC. OF DALLAS, TEXAS IN THE TOTAL AMOUNT OF $19,884.00 PLUS APPLICABLE SALES TAXES FOR USE BY THE OFFICE OF THE CITY CLERK/TREASURER WHEREAS, the scanners currently being used to archive documents by the Office of the City Clerk/Treasurer are not compatible with Windows 7; and WHEREAS, Kodak scanners have been approved by City software vendors as being the most compatible and preferred scanner to work with software the City already owns and uses and the City should only purchase scanners that are recommended and approved by its software vendors. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding and authorizes the purchase of two Kodak i4200 scanners from Affiliated Computer Services, Inc. of Dallas, Texas in the amount of $19,884.00 plus applicable sales taxes for use by the Office of the City Clerk/Treasurer. City of Fayetteville, Arkansas Page 1 Printed on 51612015 City of Fayetteville Staff Review Form 2015-0177 Legistar File ID 5/5/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Sondra E. Smith 4/13/2015 City Clerk/Treasurer / General Government Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends waiving formal competitive bidding and approving an ordinance to purchase two Kodak i4200 scanners from ACS-ESG in the amount of $21,822.69. These are replacement scanners for the electronic document management system. (Page 48 of the CIP) 4470-9470-5801.00 Account Number 14003.01 Project Number Budgeted Item? Yes Budget Impact: Sales Tax Capital Improvements Fund City Clerk Document Management Equipment Project Title Current Budget $ 89,000.00 Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget Previous Ordinance or Resolution # N/A Original Contract Number: Comments: �— 89,000.00 $ 21,822.69 67,177.33 Approval Date: 5-5-I V20140710 CITY OF a e evi le Y ARKANSAS MEETING OF MAY 5, 2015 TO: Mayor and City Council FROM: Sondra E. Smith, City Clerk Treasurer DATE: April 13, 2015 CITY COUNCIL AGENDA MEMO SUBJECT: Purchase of two (2) Kodak 14200 Scanners RECOMMENDATION: Staff recommends the City Council approve the purchase of two (2) replacement scanners from ACS-ESG. The total cost of the two (2) scanners is $21,822.69. BACKGROUND: Replacement of two (2) i610 Kodak Scanners which were purchased in 2006 and 2009 and are currently being used to archive City documents. The current scanners will be replaced with two (2) Kodak i4200 scanners. DISCUSSION: The scanners that are currently being used are not compatible with Windows 7. They are used daily to archive documents. BUDGETISTAFF IMPACT: The scanners were included in the 2015-2019 Capital Improvements Plan (CIP) for purchase in 2015. Attachments: Purchase Order Request Sales Order # 3912 Quotes Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 A AC S A XOfOX ,) Company March 11, 2015 Ms. Sondra Smith Office of the City Clerk Treasurer City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 Dear Ms. Smith: ACS is now Xerox company Thank you for your time. Per our phone discussion last week, I have prepared this proposal for our Kodak 14200 plus scanners for your review and consideration. It is assuredly always a pleasure working with you. Just to recap, we discussed upgrading your existing Kodak i610 scanners with Kodak replacement units. We discussed the Kodak i4200 series scanners as viable replacements. Based on your daily volume, we recommend the i4200 unit as the best replacement. The i4200 scanner captures in color, grayscale and bi-tonal and has USB connectivity vs. Firewire for the i610 units. The i4000 scanners have an optional flatbed accessory that is removable when not in use. It supports up to 8'h X 14" and the price is available upon request. As discussed, I am providing you with our proposal for the Kodak i4200 scanners for your review and consideration. I want to highlight the ACS' value. We have favorable pricing, Kodak support, 40+ years of document capture experience and have a special service partnership with Kodak. With our Versitec support option, you still get Kodak Field Engineers (i.e. Jeff Smith), plus you also get other benefits such as; call tracking, call center technical assistance and the Kodak relationship with the evaluation units and other specials/promotions all at no additional charge. We included a Kodak standard consumables kit with each scanner. The consumables kit provides supply items (i.e. replacement rollers, feed modules, etc.) so the scanner operator can keep the scanner performing optimally to maximize scanner uptime. The Kodak i4200 scanner includes a 90 -day warranty and we have included a 9 -month extended warranty (called a CareKit) for a total of 12 -months support. There are no additional costs for the purchase of our scanners except applicable sales tax. We estimate that the sales tax for our proposed two units is $1,938.69. ACS is the one of the largest user's and reseller's nationwide on Kodak document scanners and you can be assured ACS will take a pro -active role from initial installation, training, on-going customer follow up and support. There are many reasons to choose ACS; however, the main advantages are our financial stability, local service and support. ACS has the experience and customer installations in Document Management Systems and scanners to deliver the type of solutions and overall retrieval efficiency that City of Fayetteville requires. `ACS A XefOX Company City of Fayetteville Attn: Ms. Sondra Smith Page; #2 ACS is now a Xerox company We provide a winning combination for City of Fayetteville; through our document processing and management knowledge, product offering and support ("one stop shopping"). Once again thank you. If you have any questions or need additional information, please don't hesitate to call me at (91 S) 246.0514 at any time. I am always glad to help. Respectfully Submitted, e./4Licia/� �acYy Michael G. Patty Sales Manager; Systems & Solutions MP/mof Enclosure.