HomeMy WebLinkAbout186-16 RESOLUTION� xnrerr
113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 186-16
File Number: 2016-0452
CANON COPIERS AND MAINTENANCE:
A RESOLUTION TO AUTHORIZE THE PURCHASE OF CANON COPIERS AND MAINTENANCE
FROM VARIOUS VENDORS IN VARIABLE AMOUNTS AND FOR VARYING UNIT PRICES AS
NEEDED THROUGH APRIL 30, 2017 AND ANY FUTURE RENEWAL PERIODS, PURSUANT TO A
STATE PROCUREMENT CONTRACT.
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
Canon copiers and maintenance from various vendors in variable amounts and for varying unit prices as
needed through April 30, 2017 and any future renewal periods, pursuant to a state procurement contract.
PASSED and APPROVED on 10/18/2016
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Attest: ►;,�� •G�"(Y ®'�` �' t
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Sandra E. Smith, City Clerk Treasurer" ';j',,p�tG►"
Page 1 Printed on 10119116
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2016-0452
Agenda Date: 10/18/2016 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 2
CANON COPIERS AND MAINTENANCE:
A RESOLUTION TO AUTHORIZE THE PURCHASE OF CANON COPIERS AND
MAINTENANCE FROM VARIOUS VENDORS IN VARIABLE AMOUNTS AND FOR VARYING
UNIT PRICES AS NEEDED THROUGH APRIL 30, 2017 AND ANY FUTURE RENEWAL
PERIODS, PURSUANT TO A STATE PROCUREMENT CONTRACT
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
Canon copiers and maintenance from various vendors in variable amounts and for varying unit prices as
needed through April 30, 2017 and any future renewal periods, pursuant to a state procurement contract.
City of Fayetteville, Arkansas Page 1 Printed on 1011912016
Andrea Rennie
Submitted By
City of Fayetteville Staff Review Form
2116-0452
Legistar File ID
10/18/2016
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/23/2016 Purchasing /
Finance & Internal Services Department
Submitted Date Division / Department
Action Recommendation:
Staff recommends utilizing state contract # SP -12-0100, a contract solicited through the State of Arkansas Office of
Procurement, issued to multiple vendors for copier purchases and maintenance for an initial term through
04/30/2017 and as renewed under the existing agreement.
4270.900.9270-5801.00
Account Number
04038.1
Project Number
Budgeted Item? Yes
Does item have a cost? No
Budget Adjustment Attached? No
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Budget Impact:
Replacement & Disaster Recovery
Fund
Replacement Copier Funds
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 145,039.00
$ 9,724.97 i
Approval Date:
V20140710
CITY OF
Taya Ile
CITY COUNCIL AGENDA MEMO
ARKANSAS
MEETING OF OCTOBER 18, 2016
TO: Mayor Lioneld Jordan and Fayetteville City Council
THRU: Paul A. Becker, Chief Financial Officer
FROM: Andrea Rennie, Purchasing Manager
DATE: Friday, September 23, 2016
SUBJECT: Approval of utilization of state contract SPA 2-0100
RECOMMENDATION:
Staff recommends utilizing state contract # SP -12-0100, a contract solicited through the State of
Arkansas Office of Procurement, for copier purchases and maintenance for an initial term through
04/30/2017 and as renewed under the existing agreement.
BACKGROUND:
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 approximately every 8 years.
DISCUSSION:
To keep up with technology, the City must replace a copier for a division or department where
volume has outgrown the machine or maintenance/warranty is no longer covered by the
manufacturer. Purchasing then transfers the used machine to another division where a lower
monthly volume is expected or auctions the copier for parts only through the City's online auction
provider.
Providing high quality copiers to departments and divisions allows the City 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 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.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701