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Home My WebLink About186-16 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 I I1tryilr Attest: ►;,�� •G�"(Y ®'�` �' t •, �• f-AYE�IEVIi 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 Standardization of equipment through the copier program has resulted in' • Low maintenance service cost saving the City money • Greatly reduced the purchase of small copy machines and printers, which have extremely expensive toner costs • Savings on paper with more availability for 2 -sided printing • Consistent copier platforms to allow efficient use for City employees to make copies and scans from multiple locations throughout the City • Printer, scanner, fax and copier capability all in one machine, when needed • Ability to read meters on all copiers remotely, without having to go to each machine • Scanning both sides of a document with a single pass, saving staff time and reducing wear and tear on machines • Scanning to email has eliminated the need to make paper copies • Reduced staff time spent by Purchasing and IT by having all maintenance consolidated on a single bill and working with a single provider • 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 at a later date/time; • Capability to print on demand instead of storing paper copies • Color machines capability to set to default black and white so color is used only when needed for a specific application such as maps, graphs, etc. BUDGET/STAFF IMPACT: Copiers are budgeted in the copier replacement account. Departments and divisions are charged by the copy for the actual number of copies made each month. The maintenance service program requires no minimum contract. There is no charge to departments or divisions for scanning. There is a per copy charge passed along to departments and divisions, which is slightly increased over actual maintenance cost from the vendor to pay for the City's maintenance contract, 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 to charge each department and division for the amount of copies made for the previous month. Attachments: State of Arkansas, Term Contract, SP -12-0100 State of Arkansas, Contract SP -12-0100, Vendor/Contract Information State of Arkansas, OSP Memorandum on Utilizing the State Copier Purchase Contracts Vendor No. 100201221 Contact JEAN BURKHALTER Your reference SP -1 2-0100 CANON SOLUTIONS AMERICA INC 300 COMMERCE SQUARE BLVD BURLINGTON NJ 08016 Send Invnire Tn- As specified on agency PO Term Contract Ship Tn• CANON SOLUTIONS AMERICA INC 300 COMMERCE SQUARE BLVD BURLINGTON NJ 08016 Reference Tracking SP -12-0100 Commodity: Copier, Printer, Scanner Purchase Contract No. 4600028396 Date 01/09/2013 Contact Stephanie Cellers Telephone 501-371-6065 Fax 501-324-9311 Our ref. ST Incoterms FOB DESTINATION Valid from 01/01/2013 Valid to: 04/30/2017 Page 1/4 This is a term contract issued by the Office of State Procurement. This is not authority to ship. A separate purchase order will be issued. This contract constitutes acceptance of your bid along with all terms and conditions therein and signifies the offerer's knowledge and acceptance of all terms and conditions set forth within the Invitation For Bid. Type of Contract: Term Contract Period: May 1, 2016 through April 30, 2017 with an option to renew one (1) additional times in one (1) year increments or a portion thereof. Contact Information: Angela Allman, Office of State Procurement (P) 501-371-6156 (F) 501-324-9311 angela.allman@dfa.arkansas.gov Disregard line item pricing. Refer to pricing sheets on the OSP website, Subcontractors: Canon Solutions America Jean Burkhalter 501-376-2679 jean. burkhalter@csa.canon.com Sumner Group Datamax 100169078 Virginia McClellan GENERAL CONDITIONS AND INSTRUCTIONS TO VENDOR: All purchasing rules and regulations defined by the State of Arkansas apply to this document. Purchasing Official/Fiscal Officer 01/1 0/201 3 STATE OF ARKANSAS Page stt': 2/4 Term Contract Vendor No. 100201221 Contract No. 4600028396 Contact JEAN BURKHALTER Date 01/09/2013 Your reference SP -12-0100 Our reference ST (501) 603-3000 vmcclellan@datamax.com Office Equipment Texarkana 100128234 Deborah Nuckolls (903) 793-6762 dnucksolls@cableone.net Preferred Office Products Ft. Smith 100030632 Alan Dickinson (479) 782-7991 adickinson@preferred-office.com RJ Young 100178941 Tim Dunn (901)373-6331 tim.dunn@rjyoung.com Item Material/Description Target QtyUM Unit Price Amount 0001 10129600 1,000,000.00 Lump Sum 1.00 $ 1,000,000.00 COPIER, EQUIPMENT 0002 10129613 1,000,000.00 Lump Sum 1.00 $ 1,000,000.00 MAINTENANCE & VALUE ADD SVCS, COPIER Estimated Net Value 2,000,000.00 TERM AWARD TERMS AND CONDITIONS 1. GENERAL: All terms and conditions stated in the invitation for bid govern this contract. 2. PRICES: Prices are firm and not subject to escalation, unless otherwise specified in the invitation for bid. 3. DISCOUNTS: All cash discounts offered will be taken if earned. 4. TAXES: Most state agencies must pay state sales tax. Before billing, the contractor should contact the ordering agency to find out if that agency must pay sales tax. Itemize state sales tax when applicable on invoices. 5. BRAND NAME REFERENCES: The contractor guarantees that the commodity delivered is the same as specified in the bid. 6. GUARANTY: All items delivered are to be newly manufactured, in first- class condition, latest model and design, including, where applicable, containers suitable for shipment and storage unless otherwise indicated in the GENERAL CONDITIONS AND INSTRUCTIONS TO VENDOR: All purchasing rules and regulations defined by the State of Arkansas apply to this document yt�sr T a`a n STATE OF ARKANSAS Page 3/4 Term Contract Vendor No. 100201221 Contract No. 4600028396 Contact JEAN BURKHALTER Date 01/09/2013 Your reference SP -12-0100 Our reference ST bid invitation. The contractor guarantees that everything furnished hereunder will be free from defects in design, workmanship, and material; that if sold by drawing, sample or specification, it will conform thereto and will serve the function for which furnished. The contractor further guarantees that if the items furnished hereunder are to be installed by the contractor, such items will function properly when installed. The contractor also guarantees that all applicable laws have been complied with relating to construction, packaging, labeling, and registration. The contractor's obligations under this paragraph shall survive for a period of one year from the date of delivery, unless otherwise specified in the invitation for bid. 7 AWARD: This contract award does not authorize shipment. Shipment against this contract is authorized by the receipt of a purchase order from the ordering agency. A written purchase order mailed or otherwise furnished to the contractor results in a binding obligation without further action by either party. 8. DELIVERY: The term of the contract is shown on the face of the contract award. The contractor is required to supply the state's needs during this term. The number of days required to place the commodity in the receiving agency's designated location under normal conditions is also shown. Consistent failure to meet delivery without a valid reason may cause removal from the bidders' list or suspension of eligibility for award. 9. BACK ORDERS OR DELAY IN DELIVERY: Back orders or failure to deliver within the time required may be default of the contract. The contractor must give written notice to the Office of State Procurement and ordering agency of the reason and the expected delivery date. If the reason is not acceptable, the contractor is in default. The Office of State Procurement has the right to extend delivery if reasons appear valid. If the date is not acceptable, the agency may buy elsewhere. 10. DELIVERY REQUIREMENTS: No substitutions or cancellations are permitted without written approval of the Office of State Procurement. Delivery shall be made during agency work hours only, 8:00 a.m. to 4:30 p.m., unless prior approval for other delivery has been obtained from the agency. Packing memoranda shall be enclosed with each shipment. 11. STORAGE: The ordering agency is responsible for storage if the contractor delivers within the time required and the agency cannot accept delivery. 12. DEFAULT: All commodities furnished will be subject to inspection and acceptance of the ordering agency after delivery. Default in promised delivery or failure to meet specifications authorizes the Office of State Procurement to cancel this contract or any portion of same and reasonably purchase commodities elsewhere and charge full increase, if any, in cost and handling to the defaulting contractor. 13. VARIATION IN QUANTITY: The state assumes no liability for commodities produced, processed or shipped in excess of the amount specified herein. 14. INVOICING: The contractor shall submit an original and two copies of an itemized invoice showing the bid number and purchase request number when itemized in the invitation for bid. Invoices must be sent to "Invoice to" point shown on the purchase order. 15. STATE PROPERTY: Any specifications, drawing, technical information, dies, cuts, negatives, positives, data or any other commodity furnished to the contractor hereunder or in contemplation hereof or developed by the contractor for the use hereunder shall remain property of the state, be kept confidential, be used only as expressly authorized, an be returneda hcontractors expensetn.tile FOB. poin tarp iy icientifvina urh tads he%nna r t, rned� GENERAL CONDITIONS AND INSTRUCTIONS TO VENDOR: All purchasing rules and regulations defined by the State of Arkansas apply to this document. STATE OF ARKANSAS Term Contract Vendor No. 100201221 Contact JEAN BURKHALTER Your reference SP -12-0100 Contract No. Date Our reference 4600028396 01/09/2013 ST Page 4/4 16. ASSIGNMENT: This contract is not assignable nor the duties hereunder delegable by either party without the written consent of the other party to the contract. 17. OTHER REMEDIES: In addition to the remedies outlined herein, the contractor and the state have the right to pursue any other remedy permitted by law or in equity. 18. LACK OF FUNDS: The state may cancel this contract to the extent funds are no longer legally available for expenditures under this contract. Any delivered but unpaid for goods will be returned in normal condition to the contractor by the state. If the state is unable to return the commodities in normal condition and there are no funds legally available to pay for the goods, the contractor may file a claim with the Arkansas Claims Commission. If the contractor has provided services and there are no longer funds legally available to pay for the services, the contractor may file a claim. 19. QUANTITIES: The state may order more or less than the estimated quantity in the invitation for bid. 20. DISCLOSURE: Failure to make any disclosure required by the Governor's Executive Order 98-04, or any violation of any rule, regulation, or policy adopted pursuant to that order, shall be a material breach of the terms of this contract. Any contractor, whether an individual or entity, who fails to make the required disclosure or who violates any rule, regulation, or policy shall be subject to all legal remedies available to the agency. GENERAL CONDITIONS AND INSTRUCTIONS TO VENDOR: All purchasing rules and regulations defined by the State of Arkansas apply to this document SP -12-0100 Copier Purchase Vendor/Contract Information U:tiolated :4411 Canon Solutions America Contract Number: 4600028396 Vendor Number: 100201221 Canon Solutions America Michael Hurley 631-330-2613 mhurley@cusa.canon.com PARTNER CONTACT PHONE EMAIL Canon Solutions America Jean Burkhalter 501-376-2679 Jean.burkhalter@csa.canon.com Office Equipment -Texarkana Deborah Nuckolls 903-793-6762 dnucksolls@cableone.net Preferred Office Products -Ft Smith Alan Dickinson 479-782-7991 adickinson@preferred-office.com Sumner Group dba Datamax Virginia McClellan 501-603-3000 vmcclellan@datamax.com RJ Young Tim Dunn 901-373-6331 tim.dunn@riyoung.com KIP Amber Ross 800-252-6793 f aross@kipamerica.com 1001810071 4600023440 Konica Minolta Contract Number: 4600023450 Vendor Number: 100074202 Konica Minolta Kristen McKenna 813-207-8276 kmckenna kmbs.konicaminolta.us PARTNER CONTACT PHONE EMAIL Bulls Office Systems Rusty Bushong 479-782-5546 rbushong bullsoffice.com Professional Business Systems Matt Mawby 479-636-0001 mmawby@pbsteam.com Sumner Group dba Datamax/MICRO David Holzhauer 501-603-3000 dholzhauer@datamax-Ir.com Digital Business Solutions Richard Piechocki 479-783-4980 richard@digitalofficemachines.com Kyocera Mita Contract Number: 4600023455 Vendor Number: 100150057 Kyocera Mita J. Dan Woolly 972-893-1155 dan.woolly@da.kyocera.com PARTNER CONTACT PHONE EMAIL Arkansas Copier Center Randal Thompson 501-562-8297 randal@arkansascopier.com Capital Business Machines Brett Rogers 501-375-1111 brett@capbiz.com Corporate Business Systems Jim Quensenberry 479-271-6622 (cave@cbs-solutions.com Datamax Micro Barry Simon 501-603-3000 bsimon@datamax-Ir.com Wight Office Machines Mike Wight 479-782-8256 wight@wightoffice.com SP -12-0100 Copier Purchase Vendor/Contract Information Lexmark Contract Number: 4600023456 Vendor Number: 100178523 - -- Lexmark Mary Beth Carter 859-232-2116 carterm@lexmark.com PARTNER CONTACT PHONE EMAIL Complete Computing Troy Cheatham 501-372-3379 troy.cheatham@complete.com Datamax David Holzhauer 501-603-3000 dholzhauer@datamax-Ir.com Standard Business Systems Steve Milam 501-663-4414 stevem@standardbusiness.com Discount Imaging Darriell Mathis 479-424-1616 darriell@solutionsbydi.com Muratec Contract Number: 4600023461 Vendor Number: 100085164 Muratec A Jerry Roberts 469-429-3489 roberts@muratec.com PARTNER CONTACT PHONE EMAIL Central Business Equipment Frank Cope 501-833-8150 frankcope@centralbe.com Digital Business Solutions Richard Piechocki 479-783-4980 Richard@digitalofficemachines.com Digital Printing Solutions, Inc. David Hale 479-636-0112 dhale@dpsone.com Discount Imaging Darriell Mathis 479-484-9700 darriellmathis@hotmail.com Professional Business Systems Chris Meyer 479-636-0001 cmever@obsteam.com Oce Copy Systems (Canon Solutions America) Charles A. King 1 501-376-2679 chking@csa.canon.com 100201221 1 4600028397 Ricoh_ Contract Number: 4600029409 j Vendor Number: 100096514 Ricoh I Ben Rotz 512-699-8949 Ben.Rotz@richoh-usa.com PARTNER '1 CONTACT PHONE EMAIL Cabot Office Machines Warren Bailey 501-843-7256 mfpsales@cabotoffice.com RJ Young Chip Crunk 615-255-8551 Chip.crunk@rjyoung.com SP -12-0100 Copier Purchase Vendor/Contract Information Updated 4/14116 Sharp Contract Number: 4600023472 1 Vendor Number: 100179999 Sharp Gary Thompson 614-883-4163 I thompsoe@sharpsec.com Toshiba Contract Number: 4600023473 Vendor Number: 100180079 Toshiba Mike McKinley 678-613-2311 Mike.McKinley@tabs.toshiba.com PARTNER CONTACT PHONE EMAIL Standard Business Systems Steve Milam 501-663-4414 stevem@standardbusiness.com Xerox Contract Number: 4600023475 Vendor Number: 100000257 Xerox Christy Wisinger 501-821-5030 Christiann.wisinger@xerox.com Xerox Lisa Perkins 502-410-8679 Iisa.perkins@xerox.com PARTNER CONTACT PHONE EMAIL Dixie Digital Imaging Kelly Smith 479-783-6600 Kelly@dixiedigital.com Total Document Solutions Tim Stanley 479-575-0770 tim@gettds.com XMC of Little Rock Steve Little 501-228-8900 slittle@xmcinc.com XMC of Memphis Bob Hamilton 901-737-8910 To: Attn: From: Date: Subject: STATE OF ARKANSAS Department of Finance and Administration Memorandum OFFICE OF STATE PROCUREMENT 1509 West Seventh Street, Suite 300 Little Rock, AR 72201 Phone: (501) 324-9316 All State Agencies, Colleges and University, Boards and Commissions, Cooperative Purchasing Members Agency Chief Information Technology Officer, Purchasing Agents, Agency Procurement Officials, and Chief Fiscal Officers Jared Chaney August 23, 2012 Using the State Copier Purchase Contracts The Copier Purchase Contract SP -12-0100 is now ready for use. Please refer to the following website for a list of all awarded vendors and equipment: http://www.dfa.arkansas. cov/offices/procurernent/con tractsYPages/default. aspx. The following material numbers must be used for all purchases: Equipment: 10129600 Maintenance and Services: 10129613 If payment is made to a reseller, the PO must include the following: 1. Bid Number SP -12-0100 2. Vendor contract number Key highlights of the contract: Delivery: All proposed discounts include the full cost of standard ground delivery to any destination within Arkansas (discounts must reflect FOB destination). Trade-in: The State reserves the right to offer used equipment in trade as part of the purchase price, in accordance with values in effect at the time the item is traded. Trade-in equipment is represented by the State "as is" and expresses no warranty as to its condition. Equipment for trade-in shall be picked up by the vendor/reseller at the point indicated in the agency's purchase order and shall be removed at vendor/resellers expense. If any trade-in equipment contains a hard drive, it will be the State's responsibility to overwrite and cleanse the hard drive prior to equipment removal. However, if the agency requests the vendor to cleanse the hard drive that cost can be deducted from the trade-in value given by the vendor. Discounts: Contract users can gain additional savings by following some basic procedures when using the contracts and dealing with the contract vendors. Remember, discounts reflect a single unit purchase discount. This is the minimum discount under the contract that you pay. Agencies can obtain c r_� eater discounts and savings by: 1. Arranging single or scheduled deliveries of bulk buys 2. Requesting quotes from multiple contracted vendors or negotiating with vendors to achieve maximum savings 3. Checking vendor websites for specials and promotions Should you have any questions or need assistance with the new copier contract, please contract: Jared Chaney (501) 371-6059 iared.chanev@dfa.arkansas.gov