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Home My WebLink About210-13 RESOLUTIONRESOLUTION NO.210-13 A RESOLUTION AUTHORIZING THE PURCHASE OF SIX (6) CANNON COPIERS IN THE TOTAL AMOUNT OF $40,468.26, PURSUANT TO A STATE PROCUREMENT CONTRACT, FROM PREFERRED OFFICE PRODUCTS, INC. OF FAYETTEVILLE 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 six (6) Cannon copiers in the total amount of $40,468.26, pursuant to a state procurement contract, from Preferred Office Products, Inc. of Fayetteville. PASSED and APPROVED this 5th day of November, 2013. APPROVED: ROM ATTEST: By: SO DRA E. SMITH, '/�iWurer 0 /°yS' e C e° FAYETTEViLLE.'J`�= ® ° °I.Phipm i3O.x,. Peggy Vice Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 11 /5/2013 City Council Meeting Date Agenda Items Only Purchasing Division Finance & Internal Services Department Action tiequirea: Approval to purchase six copiers in the amount of $36,873.13 plus sales tax ($40,468.26 Total) 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. $ 40,468.26 Cost of this request 4270.9270.5801.00 Account Number 04038.1 Project Number Budgeted Item �X $ 117,769.00 Category / Project Budget $ 14,621.11 Funds Used to Date $ 103,147.89 Remaining Balance Budget Adjustment Attached ,f CL o Departmen ' ector Date City orney Date Finance and Internal Services Director Date ia.4 -/ Date Comments: Fixed Assets/Replacement Copier Program Category / Project Name Replacement Copier Fund Program / Project Category Name Replacement Fund Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in Q3 —1 3 : 0 R C V D Clerk's Office Received in Mayor's Office Revised January 15, 2009 • a e e:V e �ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor Jordan & City Council Thru: Paul Becker, Finance & Internal Services Director From: Peggy Vice, Purchasing Manager Date: October 17, 2013 Subject: Replacement Copiers PROPOSAL: THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE In 2003, the City evaluated 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. 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. • 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. • 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. THE CITY OF FAYETTEVILLE, ARKANSAS RECOMMENDATION: Approve the purchase of six replacement Canon copiers from Preferred Office Products who is a dealer for the State of Arkansas Canon Copier Contract in the amount of $40,468.26 total for all six units which includes sales tax. Four of the machines being replaced were purchased in 2003, one in 2004 and one in 2006. 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 .119/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 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 SIX (6) CANNON COPIERS IN THE TOTAL AMOUNT OF $40,468.26, PURSUANT TO A STATE PROCUREMENT CONTRACT, FROM PREFERRED OFFICE PRODUCTS, INC. OF FAYETTEVILLE 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 six (6) Cannon copiers in the total amount of $40,468.26, pursuant to a state procurement contract, from Preferred Office Products, Inc. of Fayetteville. PASSED and APPROVED this 5t' day of November, 2013. APPROVED: ATTEST: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer ID .,referred FFICE PRODUCTS Are Preferred" www.preferred-office.com 479-521-6209 City of Fayetteville Business Office prepared by: Alan Dickinson Canon imageRUNNER 500if Four Paper Trays Staple Finisher PCB Printer Kit AN1 Total Price for equipment only Services Include: State of Arkansas: SP-12-0100 0 BW prints Color Prints $5,094.00 Complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums, toner and developer. (Excludes additional network support, staples and paper.) All numbers indicated before any applicable taxes Quotation Accepted By: Notes: Quotation Date: Date: October 15. 2013 Expires: November 14. 2013 10 referred FICE PRODUCTS "We Are Preferrett" www.preferred-office.com 479-521-6209 City of Fayetteville Police prepared by: Alan Dickinson Color imaaeRUNNER ADVANCE C5235 Cassette Feeding Unit AD2 Inner Finisher E1 PCL Printer Kit AR1 Total Price for equipment only Services Include: Quotation Date: October 15, 2013 Expires: November 14, 2013 S,——Ark..n... ClIt-c: SP-12-0100 0 BW prints Color Prints $9,537.28 Complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums, toner and developer. (Excludes additional network support, staples and paper.) All BW overage clicks billed @ All Color overage clicks billed @ Quotation Accepted By: Notes: $0.0100 per copy $0.0750 per copy All numbers indicated before any applicable taxes Date: �C'referred FICE PRODUCTS { We Are Preferred " www.preferred-office.com 479-521-6209 Canon iR 400if 2 Trays City of Fayetteville Fleet Operations prepared by: Alan Dickinson PCL Printer Kit AN Total Price for equipment only Services Include: State of Arkansas: SP-12-0100 0 BW prints Color Prints $2,967.00 Complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums, toner and developer. (Excludes additional network support, staples and paper.) All numbers indicated before any applicable taxes Quotation Accepted By: Notes: Quotation Date: Date: October 15, 2013 Expires: November 14, 2013 �v referred FPICE PRODUCTS "We Ar•e Nelii-red„ www.preferred-office.com 479-521-6209 City of Fayetteville Basement prepared by: Alan Dickinson Canon imaaeRUNNER ADVANCE 4035 Cassette Feeding Unit AF1 Staple Finisher G1 (include Buffer Pass Unit HI) PCL Printer Kit AN1 Total Price for equipment only Services Include: State of Arkansas: SP-12-0100 $6,770.57 0 BW prints Color Prints (Added — Current S-1,, Con[roct) Complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums, toner and developer. (Excludes additional network support, staples and paper.) All numbers indicated before any applicable taxes Quotation Accepted By: Notes: Quotation Date: Date: October 15, 2013 Expires: November 14, 2013 ,referred FICE PRODUCTS "fAe Are Preferred" www.r)referred-office.com 479-521-6209 City of Fayetteville Solid Waste prepared by: Alan Dickinson Color imaaeRUNNER ADVANCE C5235 Quotation Date: October 15, 2013 Expires: November 14, 2013 Cassette Feeding Unit AD2 Inner Finisher E1 PCL Printer Kit AR1 S— orA-..... Ca r-: SP-12-0100 Total Price for equipment only $9,537.28 Services Include: 0 BW prints Color Prints Complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums, toner and developer. (Excludes additional network support, staples and paper.) All BW overage clicks billed @ All Color overage clicks billed @ Quotation Accepted By: Notes: $0.0100 per copy $0.0750 per copy All numbers indicated before any applicable taxes Date: :.referred FILE PRODUCTS u{'WeAre Preferred" www.preferred-office.com 479-521-6209 Canon M 400if 2 Trays City of Fayetteville Police Warrants prepared by: Alan Dickinson PCL Printer Kit AN] Total Price for equipment only Services Include: State of Arkansas: SP-12-0100 $2,967.00 0 BW prints Color Prints (Add Lo Cu—— Sorvlea Concreci) Complete inspections, cleaning, lubrication, adjustments and all standard parts necessary to maintain equipment in good operating condition, plus any drums, toner and developer. (Excludes additional network support, staples and paper.) All numbers indicated before any applicable taxes Quotation Accepted By: Notes: Quotation Date: Date: October 15, 2013 Expires: November 14, 2013