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City Council |
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Agenda Request |
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Agenda Of: |
10-17-06 |
Agenda Request
No: |
III L |
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Initiated By: |
Jennifer
Montgomery Purchasing
Manager |
Responsible
Department: |
Administrative
Services |
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Presented By: |
Purchasing
Manager |
Department
Head: |
Cindy Stanfield Administrative
Services Director |
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Additional
Department. Head (s): |
Gary
McFarland Director of
Information Technology |
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Subject /
Proceeding: |
Photocopier
Rentals Approve Contracts |
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Exhibits: |
List of cost and
location |
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Clearances |
Approval |
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Legal: |
Meredith
Wilganowski, Assistant City
Attorney |
Executive
Director: |
N/A |
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Purchasing: |
Cindy Stanfield Administrative
Services Director |
Asst. City
Manager: |
David Ellison |
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Budget: |
Jennifer Brown Assistant Fiscal
Services Director |
City Manager: |
Allen Bogard |
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Budget |
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Expenditure
Required: $ |
73,678.80 |
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Amount
Budgeted/Reallocation: $ |
73,678.80 |
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Additional
Appropriation: $ |
0 |
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Recommended
Action |
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City Council approval of City photocopier rental contracts through the Texas Building and Procurement Commission Cooperative Purchasing Program in the amount of $73,678.80 in FY06-07 and authorize the City Manager and Purchasing Manager to execute the required document. |
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Executive
Summary |
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Staff is requesting Council approval for the photocopier rental contract
through the Texas Building and Procurement Commission (TBPC). Created by
legislation in 1979, the TBPC Cooperative Purchasing Program offers members
the opportunity to purchase goods and services from State of Texas term
contracts. The City rents photocopiers versus outright purchase because this
method protects against equipment obsolescence and permits flexibility to
upgrade or add equipment as the needs change.
Staff previously investigated other cooperative purchasing photocopier
rental / lease options and determined that the TBPC rental program provides
the best value to the City. Our photocopier inventory is managed much in the same manner as fleet
and high technology equipment. An
annual assessment is conducted and recommendations for replacement are
made. Replacement recommendations are
factored primarily on photocopier condition, age and appropriate
functionality. This year we
additionally evaluated new copier technologies made possible by Multi
Function Products or MFPs. These products
retain the traditional copying and finishing features but they add digital
functionality such as network printing and scanning. In FY05-06, the City rented 23 digital photocopiers. When considering replacement options for
FY06-07, current copiers were assessed using the following principals: §
Has photocopier met three-year life expectancy? §
Has printing capacity and performance needs of the department surpassed
photocopier’s capability? Photocopiers identified as meeting one of the two previous criteria are
being recommended for replacement using the following standards: §
All new and replacement photocopiers should be MFPs and at a minimum,
configured for network printing and scanning. §
The addition of advanced finishing functions should be evaluated on a
case-by-case basis as they represent an increase to the overall rental cost. §
Assess upgrading one existing copier to a high-end color MFP. The resulting assessment identified three (3) photocopiers at their
end-of-life and five (5) in need of upgrading. These will be replaced with
eight MFPs that include digital network printing, scanning and in some cases,
a higher speed rating. The total cost
for photocopier rental for the upcoming year is $73,678.80 and represents an
increase of $10,582.00 from FY05-06.
This increase is attributed to the addition of the new features that
MFPs have to offer and upgrades being recommended for departments who have
higher capacity needs. The assessment also determined that replacing an existing copier with a
high-end color MFP was not cost effective at this at this time. Our historical annual outsourced spending
patterns for small color jobs shows at this time to be less than the annual
additional cost of renting a color MFP.
This option will be evaluated once again during the next replacement
round. |
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Exhibits |
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Facility |
Photocopier Area Location |
Equipment Description |
FY2007 Monthly Charge |
Annual Cost FY2007 |
Annual Cost FY2006 |
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City Hall |
Accounting |
Sharp AR-M550U (25,000 copies) Network,
network scan, and 3 hole punch |
$472.40 |
$ 5,668.80 |
$ 3,240.00 |
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City Admin Annex |
Fire Admin |
Minolta DI550 |
$270.00 |
$ 3,240.00 |
$ 3,240.00 |
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City Hall |
Finance |
Sharp AR-M550U (25,000 copies) Network, network
scan, and 3 hole punch |
$472.40 |
$ 5,668.80 |
$ 4,068.00 |
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City Hall |
City Manager |
Minolta DI470 |
$199.00 |
$ 2,388.00 |
$ 2,388.00 |
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City Hall |
City Secretary |
Minolta DI650 |
$350.00 |
$ 4,200.00 |
$ 4,200.00 |
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City Hall |
Revenue/Permits |
Minolta DI450 |
$199.00 |
$ 2,388.00 |
$ 2,388.00 |
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City Hall |
Human Resources |
Sharp M455N (15,000 copies) Network, network scan,
and 3 hole punch |
$332.30 |
$ 3,987.60 |
$ 2,388.00 |
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City Hall Annex |
Parks Admin |
Sharp M455N (15,000 copies) Network and
network scan |
$284.30 |
$ 3,411.60 |
$ 3,240.00 |
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City Hall |
Conference Center |
Sharp M355U |
$189.70 |
$ 2,276.40 |
$ 2,276.40 |
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City Hall |
Engineering/DS |
Minolta DI550 |
$378.00 |
$ 4,536.00 |
$ 4,536.00 |
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Public Works |
KSLB |
Minolta DI200 |
$141.00 |
$ 1,692.00 |
$ 1,692.00 |
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Public Works |
Admin |
Sharp M455N (15,000 copies) Network and network scan |
$284.30 |
$ 3,411.60 |
$ 2,388.00 |
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Police / Court |
PD CID |
Sharp M455N (15,000 copies) Network, network scan,
and 3 hole punch |
$332.40 |
$ 3,988.80 |
$ 2,244.00 |
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Police / Court |
PD Admin |
Minolta DI550 |
$378.00 |
$ 4,536.00 |
$ 4,536.00 |
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Police / Court |
Court Admin |
Minolta DI251 |
$187.00 |
$ 2,244.00 |
$ 2,244.00 |
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Police / Court |
Court Clerk |
Minolta DI200 |
$116.00 |
$ 1,392.00 |
$ 1,392.00 |
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Police / Court |
PD Communications | ||||||||||||
