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Home My WebLink About155-12 RESOLUTIONRESOLUTION NO. 155-12 A RESOLUTION AUTHORIZING THE PURCHASE OF FIVE (5) CANON COPIERS IN A TOTAL AMOUNT OF $63,723.00, PURSUANT TO A STATE PROCUREMENT CONTRACT, FROM PREFERRED OFFICE PRODUCTS, INC. 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 authorizes the purchase of five (5) Canon copiers in a total amount of $63,723.00, pursuant to a state procurement contract, from Preferred Office Products, Inc. PASSED and APPROVED this 7th day of August, 2012. APPROVED: ATTEST: By: & SONDRA E. SMITH, City Clerk/Treasurer 0SSt9111F YPprip t�/TR, ;S rev °90 o s pl 0u� Oar : FAYETTEVILLE ° '° �O 7 /V/�cmp� d d��1Vt7T01ro 0' Peggy Vice Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements August 7th, 2012 City Council Meeting Date Agenda Items Only Purchasing Division Action Required: Finance & Internal Services Department Approval to purchase five copiers in the amount of $63,723 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. 63,723.00 Cost of this request 4270.9270.5801.00 Account Number 04038.1 Project Number Budgeted Item X 140,435.00 Category / Project Budget 0 Fixed Assets/Replacement Copier Program Category / Project Name Replacement Copier Fund Funds Used to Date Program / Project Category Name 140,435.00 Replacement Fund Remaining Balance Fund Name Budget Adjustment Attached Department Director Ted oc Finance and Internal Services Director 7-2.0-2.otti Date %-Zo-IZ Date 7.- 23-2v„ Date 7-23-it2- Date L2- A D D e e Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: 20-1 2 P03:34 R C V D Clerk's Office Comments: Revised January 15, 2009 a'F'tve levi�le 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: July 20, 2012 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. 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. 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 on paper with more availability for 2 -sided printing. • 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. THE CITY OF FAYETTEVILLE, ARKANSAS • Ability to read all the meters remotely without having to go to each machine • 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 $63,723.00 total for all five units which includes sales tax. 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 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 .031/copy and color is .18/copy. Color machines default to black and white so color is used only when needed for a specific application such as maps, graphs, etc. There is no charge to the division for scanning or faxing. 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 the replacement account. At the beginning of each month the prior month copier readings are read 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 AUTHORIZING THE PURCHASE OF FIVE (5) CANON COPIERS IN A TOTAL AMOUNT OF $63,723.00, PURSUANT TO A STATE PROCUREMENT CONTRACT, FROM PREFERRED OFFICE PRODUCTS, INC. 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 authorizes the purchase of five (5) Canon copiers in a total amount of $63,723.00, pursuant to a state procurement contract, from Preferred Office Products, Inc. PASSED and APPROVED this _7th day of August, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer 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 District Court Quotation Date: June 7, 2012 Expiration Date: ,7.11' 12 Qty. 1 Product Equipment Number Canon imageRUNNER ADVANCE 4051 4801 B003AA M.S.R.P. $12,500.00 State Contract Price $6,360.00 1 Cassette Feeding UnitAF1 3755B001AA $1,523.00 $877.50 1 Paper Deck Unit B2 3655B004AA $2,205.00 $1,687.50 1 PCL Printer Kit AN1 4814B004AA $735.00 $607.50 1 Super G3 FAX Board AK1 4816B002AA $840.00 $742.50 Total Investment $10,275.00 PLUS APPLICABLE TAX ' Copies Per Month PreferredCare Extra Service Agreement Includes complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums needing replacement due to normal yield expiration and all consumable items such as toner and developer. (Excludes staples and paper.) Excess B & W Copies will be billed in arrears @ .$6-0T3-6 Per Copy BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Notes „0013 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 Quotation Company: City of Fayetteville Prosecuting Attorney Date: April 10, 2012 Address: City: Attn: Expiration Date: T2 Qty. 1 Product Equipment Number Color imageRUNNER ADVANCE C5045 Base Model 3615B023AD M.S.R.P. $17,850.00 State Contract Pricing $9,860.00 1 Cabinet Type B 4364B001AA $300.00 $243.00 1 Staple Finisher C1 (include Buffer Pass Unit G1) 3656B002AA $2,835.00 $2,160.00 1 PCL Printer Kit AE1 3670B006AA $840.00 $607.50 1 Universal Send Advanced Feature Set D1 3405B010AA $1,155.00 $877.50 1 Universal Send Security Feature Set D1 3406B006AA $945.00 $742.50 1 Super G3 FAX Board AE1 3675B002AA $840.00 $648.00 Total Investment $15,138.50 PLUS APPLICABLE TAX PreferredCare Extra Service Agreement Includes complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums needing replacement due to normal yield expiration and all consumable items such as toner and developer. (Excludes staples and paper.) Excess B & W Copies will be billed in arrears @ $0.0136 Per Copy Excess Color copies will be billed in arrears @ $0.0971 Per Copy BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Notes 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 Planning Address: City: Attn: Quotation Date: April 10, 2012 Expiration Date: —4therteril012 Qty. 1 Product Equipment Number Color imageRUNNER ADVANCE C5035 Base Model 3616B023AD M.S.R.P. $13,020.00 State Contract Pricing $7,316.00 1 Cassette Feeding Unit AD1 3654B001AA $1,523.00 $877.50 1 Staple Finisher C1 (include Buffer Pass Unit 01) 3656B002AA $2,835.00 $2,160.00 1 External 2/3 Hole Puncher B1 3660B002AA $893.00 $607.50 1 PCL Printer Kit AE1 3670B006AA $840.00 $607.50 1 Super G3 FAX Board AEI 3675B002AA $840.00 $648.00 Total Investment $12,216.50 PLUS APPLICABLE TAX PreferredCare Extra Service Agreement Includes complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums needing replacement due to normal yield expiration and all consumable items such as toner and developer. (Excludes staples and paper.) Excess B & W Copies will be billed in arrears @ $0.0136 Per Copy Excess Color copies will be billed in arrears @ $0.0971 Per Copy BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Notes 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 Water and Sewer Address: City: Attn: Quotation Date: April 19, 2012 Expiration Date:, Qty. 1 Equipment Product Number Color imageRUNNER ADVANCE C2020 Base Model 3612B003AA M.S.R.P. $6,615.00 State Contract $3,717.00 1 1 Cabinet Type D 5153B001AA $137.00 $113.40 Inner Finisher C1 3756B001AA $1,260.00 $850.50 1 PCL Printer Kit AG1 3775B005AA $840.00 $607.50 1 Super G3 FAX Board AH1 3780B002AA $840.00 $648.00 Total Investment $5,936.40 PLUS APPLICABLE TAX ' Copies Per Month PreferredCare Extra Service Agreement Includes complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums needing replacement due to normal yield expiration and all consumable items such as toner and developer. (Excludes staples and paper.) Excess B & W Copies will be billed in arrears @ $0.0136 Per Copy Excess Color copies will be billed in arrears @ $0.0971 Per Copy BY: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Notes referred IFF CE 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 Parks Address: City: Attn: Quotation Date: April 10, 2012 Expiration Date:'4atarrttriiO4.2, Qty. 1 Product Equipment Number Color imageRUNNER ADVANCE C5045 Base Model 3615B023AD M.S.R.P. $17,850.00 State Contract Pricing $9,860.00 1 Cassette Feeding Unit ADI 3654B001AA $1,523.00 $877.50 1 Staple Finisher C1 (include Buffer Pass Unit 01) 3656B002AA $2,835.00 $2,160.00 1 External 2/3 Hole Puncher B1 3660B002AA $893.00 $607.50 1 PCL Printer Kit AE1 3670B006AA $840.00 $607.50 1 Super G3 FAX Board AE1 3675B002AA $840.00 $648.00 Total Investment $14,760.50 PLUS APPLICABLE TAX PreferredCare Extra Service Agreement Includes complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums needing replacement due to normal yield expiration and all consumable items such as toner and developer. (Excludes staples and paper.) Excess B & W Copies will be billed in arrears @ $0.0136 Per Copy Excess Color copies will be billed in arrears @ $0.0971 Per Copy 13Y: DATE: For your convenience, this quotation will become an order when accepted and approved. QUOTATION ACCEPTED Preferred Instant Quote Notes