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Home My WebLink About16-09 RESOLUTIONRESOLUTION NO. 16-09 A RESOLUTION APPROVING THE PURCHASE OF THREE (3) REPLACEMENT COPIERS FROM CANON USA THROUGH THE STATE COPIER CONTRACT IN THE AMOUNT OF $53,968.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS - Section 1. That the City Council of the City of Fayetteville, the purchase of three (3) replacement copiers from Canon USA Contract in the amount of $53,968.00. PASSED and APPROVED this 20th day of January, 2009. APPROVED: By ATTEST: Arkansas hereby approves through the State Copier FiK/TR',�� ` Stk**\SY F SA U• E ;FAYETTEVILLE; %-,1557/;:&k4N�PSJ�� l'ie fe :G T ON CP``�� `u�uuiu1u��`. By: aldati SONDRA E SMITH, City Clerk/Treasurer referred ffice roducts Serving Northwest Arkansas Since 1968 "We are Preferred" 319 South 9th Fort Smith, AR 72902-1621 479-782-7991 Fax 479-782-3772 4256 Frontage Road Fayetteville, AR 72703 479-521-6209 Fax 479-521-8986 www.preferred-office.com Company: City of Fayetteville Dept. Accounting 2nd Floor Quotation Date: December 29, 2008 Expiration Date: January 28, 2009 Qty. Equipment Product Number Ilk State Contract Total Pricing 1 Canon imageRUNNER 5055 V2 1367B002BA $11,134.00 $11,134.00 1 Finisher-AD1 1382B001AA $2,106.00 $2,106.00 1 Puncher Unit-AT1 1384B002AA $565.00 $565.00 1 Universal Send Searchable PDF Kit -A1 0005B002AA $571.00 $571.00 1 Universal Send PDF Security Feature Set -A1 1324B002AA $672.00 $672.00 1 Super G3 FAX Board -Z1 1392B011AA $736.00 $736.00 1 Universal Send & Multi -PDL Print Package -C1 2464B001AA $1,814.00 $1,814.00 Subtotal Total Investment $17,598.00 $17,598.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATI o ' ACCEPTED 4/(I1/..Af11 Scott Fromm /Sales Manager Preferred Instant Quote Notes Plus Applicable Taxes referred ffice roducts Serving Northwest Arkansas Since 1968 "We are Preferred" 319 South 9th Fort Smith, AR 72902-1621 479-782-7991 Fax 479-782-3772 4256 Frontage Road Fayetteville, AR 72703 479-521-6209 Fax 479-521-8986 www.preferred-office.com Company: City of Fayetteville • Location 3rd Floor Quotation Date: December 29, 2008 Expiration Date: January 28, 2009 Qty. Equipment Product Number State Contract M Pricing Total 1 Color imageRUNNER C3380 w/ DADF 2459B003AA $8,010.00 $8,010.00 1 Cassette Feeding Unit -Y3 8695A005AA $908.00 $908.00 1 Finisher Y1 Set (Include Buffer Pass Unit E2) 14286002M • $1,966.00 $11966.00 1 Puncher Unit M1 8690A002BC $565.00 $565.00 1 PCL Printer Kit -Q3 1461 B003AA $588.00 $588.00 1 PS Printer Kit Q3 1462B005AA $629.00 $629.00 1 Universal Send PDF Advanced Feature Set Al 1323B002AA $799.00 $799.00 1 Universal Send PDF Security Feature Set Al 1324B002AA $672.00 $672.00 1 Super G3 FAX Board W2 1431 B010AA $588.00 $588.00 1 iR 512MB Expansion RAM -C1 0529B002AA $184.00 $184.00 Less Equipment Total Investment Subtotal $14,909.00 Trade -In - $11,495.00 $3,414.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATIP' SCCEPTED i Scott Fromm / Sales Manager Preferred Instant Quote Notes Plus Applicable Taxes rt,referred ffice roducts Serving Northwest Arkansas Since 1968 "We are Preferred" 319 South 9th Fon Smith, AR 72902-1621 479-782-7991 Fax 479-782-3772 4256 Frontage Road Fayetteville, AR 72703 479-521-6209 Fax 479-521-8986 www.preferred-office.com Company: City of Fayetteville Dept. 3rd Floor Quotation Date: December 29, 2008 Expiration Date: January 28, 2009 Qty. Equipment Product Number te Contract Total 0 Pricing 1 Canon imageRUNNER 5075 V2 1364B002BA $15,818.00 5151818.00 1 Finisher-AD1 1382B001AA $2,106.00 52,106.00 1 Puncher Unit-AT1 1384B002AA $565.00 $565.00 1 Universal Send Searchable PDF Kit -Al 00056002M $571.00 $571.00 1 Universal Send PDF Security Feature Set -Al 132413002AA $672.00 $672.00 1 Super G3 FAX Board -Z1 1392B011AA $736.00 $736.00 1 Universal Send & Multi -PDL Print Packaqe-C1 2464B001AA $1,814.00 $11814.00 Less Equipment Total Subtotal 522,282.00 Trade -In - 51,977.00 Investment $20,305.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTAT • Or • ACCEPTED - z7-1 �w► V i • Scott F'rornm / Sales Manager Preferred Instant Quote Notes Plus Applicable Taxes Peggy Vice Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts January 20, 2009 City Council Meeting Date Purchasing Division Action Required: //40/09 Mo "CI atht 944 U94- ODpiti5 Finance & Internal Services Department Council approval to purchase three replacement copiers, trade in two existing copiers for third floor and second floor. This purchase will be from the State of Arkansas Copier Contract. The vendor is Canon USA and the service provider is Preferred Products Inc. 53,968.00 Cost of this request 4270.9270.5801.00 Account Number 04038 Project Number Budgeted Item X 60, 000.00 Category / Project Budget 0 Replacement Copier Funds Program Category / Project Name Replacement Copier Funds Funds Used to Date Program / Project Category Name 60,000.00 Replacement Fund Remaining Balance Budget Adjustment Attached Fund Name 1/4-Pa..9 a . fL L ►Is1� Department Director Date �J t GU City Attorney `%..1 Q . I�.. Financ• nd Internal Service Director Ma r 1 5/0, Date 1/5/6? Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in Mayor's Office Comments: Each division pays .039/copy for black and white copies and .116/copy for color copies. This charge includes paper, toner, maintenance, etc. These charges are used to replace copiers that need to be replaced due to frequent service calls and downtime. i7reterville ARKANSAS THE CITA OF FAN El rEVILt.19, ARKANSAS To: Thru: From: Date: Subj: Mayor and City Council Paul Becker, Finance & internal Services Director Peggy Vice, Purchasing Manager Jan. 2nd, 2009 Replacement Copiers A 9 Recommendation: Staff recommends City Council approve the purchase of three new copiers. The copiers being replaced are the color copier in the Mayor's office, the main copier on the third floor used by the City Clerk's Office and the copier in the Accounting Division. These copiers have high volume and have been experiencing considerable downtime and excessive service calls. The normal lifespan of a copier is approximately five years and these have been in service going on six years. Discussion: Funds are accumulated for replacement of copiers by charging each division $.039/copy for black and white copies and $.116/copy for color copies. This charge includes paper, toner, maintenance, staples, etc. The color copier in the Mayor's office and the main copier on the third floor are being traded in due to their downtime and excessive service calls. The copier in the Accounting Division will be moved to an area that has less volume and will replace a copier that was not replaced in the 2003 upgrades. The main copier being purchased for the third floor will be replaced with a copier that has the ability to scan both sides of a two sided document at the same time. This feature will eliminate several hours of staff time when scanning two sided documents. RESOLUTION NO. A RESOLUTION APPROVING THE PURCHASE OF THREE (3) REPLACEMENT COPIERS FROM PREFERRED OFFICE PRODUCTS THROUGH THE STATE COPIER CONTRACT IN THE AMOUNT OF $53,968.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of three (3) replacement copiers from Preferred Office Products through the State Copier Contract in the amount of $53,968.00. PASSED and APPROVED this 20th day of January, 2009 APPROVED: ATTEST. By: By: LIONELD JORDON, Mayor SONDRA E. SMITH, City Clerk/Treasurer 4. 8,0;steQ RESOLUTION NO. A RESOLUTION APPROVING THE PURCHASE OF THREE (3) REPLACEMENT COPIERS FROM CANON USA THROUGH THE STATE COPIER CONTRACT IN THE AMOUNT OF $53,968.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of three (3) replacement copiers from Canon USA through the State Copier Contract in the amount of $53,968.00. PASSED and APPROVED this 20th day of January, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Clarice Pearman - Price quotes From: To: Date: Subject: Clarice Pearman Foren, Andrea 1.21.09 1:03 PM Price quotes Page 1 of 1 Andrea: Two of the quote sheets for the new copiers have not been signed by Preferred Office Products. Can you get Scott Fromm to come by and sign these sheets so I can finish processing this item. I appreciate your help. Thanks. Clarice file://C:\Documents%20and%20Settings\cpearman.000\Local%20Settings\Temp\XPgrpwise\49771 D22FA... 1.21.09 Clarice Pearman - Res. 16-09 From: To: Date: Subject: CC: Attachments: Clarice Pearman Foren, Andrea 1.23.09 3:47 PM Res. 16-09 Audit Audit Page 1 of 1 Andrea: Attached is a copy of the above resolution passed by City Council regarding the purchase of three copiers from Preferred Office Products. Please let me know if there is anything else needed for this item. Have a good weekend. Clarice file://C:\Documents%20and%20Settings\cpearman.000\Local%20Settings\Temp\XPgrpwise\4979E6A6F... 1.23.09