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Home My WebLink About44-10 RESOLUTIONRESOLUTION NO. 44-10 A RESOLUTION APPROVING A CONTRACT WITH PREFERRED OFFICE PRODUCTS INC. FOR THE PURCHASE, THROUGH THE CURRENT STATE PROCUREMENT CONTRACT, OF FIVE COPIERS IN THE TOTAL AMOUNT OF $73,033.00 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, through the current state procurement contract, of five (5) copiers from Preferred Office Products Inc. in the total amount of $73,033.00. PASSED and APPROVED this 16th day of March, 2010. APPROVED: ATTEST: LI J NELD J AN, Mayor Y: aikeviiitek) . 6/1/4L -6-t4,) SONDRA E. SMITH, City Clerk/Treasurer Peggy Vice Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 3/16/2010 City Council Meeting Date Agenda Items Only Purchasing Division Action Required: Finance & Internal Services Department Approval to purchase five copiers in the amount of $73,033 from the State of Arkansas Canon Copier Contract. The vendor is Preferred Office Products Inc. of Fayetteville, AR. They are currently the City's copier maintenance contract provider. 73,033.00 Cost of this request 4270-9270-5801.00 Account Number 04038.1 161,347.00 Category / Project Budget Replacement/ Copiers Program Category / Project Name 14,517.00 Replacement Copier Funds Funds Used to Date Program / Project Category Name 146,830.00 Replacement Fund Project Number Remaining Balance Fund Name Budgeted Item X Budget Adjustment Attached --Paac LL Departm ector Cit orney t1-2.,016 Date at/t-to Date Finance and Internal Services Director Date .2440 Date 10/4/Ze te Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Comments: Revised January 15, 2009 1"attaTille THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO To: Mayor Jordan & City Council Thru: Paul Becker, Finance & Internal Services Director From: Peggy Vice, Purchasing Manager Date: February 17, 2010 Subject: Replacement Copiers PROPOSAL: In 2003, the City began evaluating copiers available on the competitively bid State of Arkansas Copier Contract. Several brands were evaluated for a month each and resulted in the City selecting Canon, as the copier that best fit the City's needs. Since consolidation, Canon copiers have provided the City with an outstanding life span and productivity, now replacing copiers every 6 or 7 years as opposed to the pre -consolidated life span of 4 or less years. By having copiers consolidated, the City pays only for the copies made, which are billed at a low flat rate. The consolidation has been extremely successful and has resulted in saving thousands of dollars over what the City was paying. Savings over the last six years are estimated at $75,000 to $100,000 in maintenance costs alone, due to going with a flat rate maintenance program. Occasionally we must replace a copier for a division where volume has outgrown their machine. We then transfer the used machine to another division where a lower monthly volume is expected. This allows them to reduce or eliminate the number of copies made on small inkjet printers or fax machines. Costs per copy for small inkjet printers and fax machines are three to four times the cost of utilizing the City's Canon copier program. This process has allowed the City to reduce copy expense, eliminate most small printers and fax machines, and keep the number of copiers and replacement printers we have had to purchase to a bare minimum. Because most all employees are familiar with Canon copiers, there is very little or no training needed thus increasing productivity. Reasons we recommend Canon copiers are: • Minimum maintenance service cost. This has saved the City thousands of dollars. • Virtually eliminated the purchase of small fax machines and printers which have extremely expensive toner costs. • Free E -Copy Desktop software that allows staff to edit PDF documents without purchasing Adobe Acrobat Professional at a cost of up to $150 for each user. There are 400 E -Copy software licenses available to the City that came with the purchase of Canon copiers. • Decreased need to purchase special scanners to be used with the document imaging system. • Savings 011 paper with more availability for 2 -sided printing. THE CITY OF FAYETTEVILLE, ARKANSAS • All the same copier platforms allow efficient use for users that need to make copies when they are in other departments. • Printer, scanner, fax and copier capability all in one machine. • Ability to fax from a user's desktop eliminating the need to leave their workstation. • Canon software for reading all the meters automatically. (Already owned by the City) • Scans both sides of a document with a single pass, saving staff time and reducing wear and tear on the machine. • Scanning to email has eliminated the need to make paper copies. • Reduced staff time spent by Purchasing and IT by working with one vendor. • Increased staff productivity with digital technology and reduced equipment downtime. • Faster and fuller range of printing solutions. • Allows scanning of documents to a mailbox to pull up and print later. Allows the ability to print on demand instead of storing paper copies. • Free training on E -Copy software, training on use of copiers and review of office work flow provided at no charge by Preferred Office Products. RECOMMENDATION: Approve the purchase of five Canon copiers from Preferred Office Products who has the State of Arkansas Canon Copier Contract in the amount of $66,849.00 total for all five units plus sales tax of $6,183.53 for a grand total of $73,032.53. BUDGET IMPACT: Copiers are budgeted in the copier replacement account. Divisions are charged by the copy for the actual number of copies they make each month. The maintenance service program we have with Preferred Office Products requires no minimum contract. Each division pays only for the copies they make. The charge for a black and white copy is .026/copy. This per copy charge is to pay for the City's maintenance contract to Preferred Office Products, toner, staples, paper and a small amount to fund our replacement account. At the beginning of each month the prior month copier readings are read automatically by use of the Canon software and a journal entry is created that charges each division for the amount of copies they have made for that month. Page 2 of 2 RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT WITH PREFERRED OFFICE PRODUCTS INC. FOR THE PURCHASE, THROUGH THE CURRENT STATE PROCUREMENT CONTRACT, OF FIVE COPIERS IN THE TOTAL AMOUNT OF $73,033.00 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, through the current state procurement contract, of five (5) copiers from Preferred Office Products Inc. in the total amount of $73,033.00. PASSED and APPROVED this 16th day of March, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer — roducts referred ffice 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. Engineering Quotation Date: January 27, 2010 Expiration Date: February 26, 2010 Qty. •q ipmentPrductA .„ .: „ Number Stat - t Pricing Total 1 Canon imageRUNNER 3235i Copier w/ADF $5,793.00 $5,793.00 1 Cassette Feeding Unit -Y3 $908.00 $908.00 1 Finisher -S1 $897.00 $897.00 1 Puncher Unit -R1 (option for Finisher -S1) $403.00 $403.00 1 Universal Send Advanced Feature Set -B1 Included $0.00 $0.00 1 Universal Send Security Feature Set -B1 Included $0.00 $0.00 1 Super G3 Fax Board-AC1 $650.00 $650.00 Subtotal Total Investment $8,651.00 $8,651.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm /Sales Manager Notes Plus Applicable Taxes referred FICE PRODUCTS '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 Basement Quotation Date: January 27, 2010 Expiration Date: February 26, 2010 BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm / Sales Manager Notes Plus Applicable Taxes Equipment State Product,,,,, Contract,,-: Number ,_;:1:; „ , 0 1 Canon imageRUNNER 5055 V2 13676002BA $8,564.00 $8,564.00 1 Finisher-AD1 13826001AA $2,106.00 $2,106.00 1 Puncher Unit-AT1 13846002AA $453.00 $453.00 1 Super G3 FAX Board -Z1 1392B01 IAA $605.00 $605.00 1 Universal Send & Multi -PDL Print Package -C1 24646001AA $1,814.00 $1,814.00 Subtotal Total Investment $13,542.00 $0.00 $13,542.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm / Sales Manager Notes Plus Applicable Taxes referred FICE PRODUCTS 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 1st Floor Copier Quotation Date: January 27, 2010 Expiration Date: February 26, 2010 BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm / Sales Manager Notes Plus Applicable Taxes , State, ProductEquipmentContracta: Number Pricing 1 Canon imageRUNNER 5055 V2 13676002BA $8,564.00 $8,564.00 1 Finisher-AD1 1382B001AA $2,106.00 $2,106.00 1 Puncher Unit-AT1 13846002AA $453.00 $453.00 1 Super G3 FAX Board -Z1 1392B011AA $605.00 $605.00 1 Universal Send & Multi -PDL Print Package -C1 2464B001AA $1,814.00 $1,814.00 Subtotal Total Investment $13,542.00 $0.00 $13,542.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm / Sales Manager Notes Plus Applicable Taxes referred FICE PRODUCTS '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 WININ.preferred-office.com Company: City of Fayetteville Location Planning Quotation Date: January 27, 2010 Expiration Date: February 26, 2010 Qty., --1, , —State, * , U Pricing . , r -a, 1 Canon imageRUNNER 5075 V2 1364B002BA $11,587.00 $11,587.00 1 Finisher-AD1 1382B001AA $2,106.00 $2,106.00 1 Puncher Unit-AT1 1384B002AA $453.00 $453.00 1 Universal Send Searchable PDF Kit -Al 00056002AA $453.00 $453.00 1 Universal Send PDF Security Feature Set -A1 13246002AA $554.00 $554.00 1 Super G3 FAX Board -Z1 13926011AA $605.00 $605.00 1 Universal Send & Multi -PDL Print Package -C1 24646001AA $1,814.00 $1,814.00 Subtotal Total Investment $17,572.00 $0.00 $17,572.00 PLUS APPLICABLE TAX BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm / Sales Manager Notes Plus Applicable Taxes referred FFICE PRODUCTS '"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 Police 1st Floor Quotation Date: January 27, 2010 Expiration Date: February 26, 2010 Qty. ,.- Equipment , , ' eState Number Contract Pricung _ Tot.. 1 Canon imageRUNNER 5055 V2 13676002BA $8,564.00 $8,564.00 1 Finisher-AD1 13826001AA $2,106.00 $2,106.00 1 Puncher Unit-AT1 1384B002AA $453.00 $453.00 1 Super G3 FAX Board -Z1 1392B011AA $605.00 $605.00 1 Universal Send & Multi -PDL Print Package -C1 24646001AA $1,814.00 $1,814.00 Subtotal Total Investment $13,542.00 $0.00 $13,542.00 PLUS APPLICABLE TAX BY: DATE: or your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Scott Fromm / Sales Manager Notes Plus Applicable Taxes