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City Council |
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Agenda Request |
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Agenda Of: |
10/2/07 |
Agenda Request
No: |
III H |
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Initiated By: |
Jennifer
Montgomery Purchasing
Manager |
Responsible
Department: |
Fiscal Services |
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Presented By: |
Purchasing
Manager |
Department
Head: |
Linda Symank Director of
Fiscal Services |
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Additional
Department. Head (s): |
Sharlett Chowning Director of
Information Technology |
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Subject /
Proceeding: |
Photocopier
Rental Contract |
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Exhibits: |
List of cost and
location |
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Clearances |
Approval |
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Legal: |
n/a |
Executive
Director: |
N/A |
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Purchasing: |
Jennifer
Montgomery Purchasing
Manager |
Assistant City
Manager: |
Karen Daly |
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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: $ |
84,543.60 |
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Amount
Budgeted/Reallocation: $ |
84,543.60
(between various departments) |
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Additional
Appropriation: $ |
0 |
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Recommended
Action |
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Staff requests City Council approval of City photocopier rental contracts
through the Texas Building and Procurement Commission Cooperative Purchasing
Program in the amount of $84,543.60 in FY07-08 and authorizing the City
Manager and Purchasing Manager to execute the required document. |
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Executive
Summary |
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Staff is requesting City 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 in lieu of purchasing because this method
protects the City 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 also took
into consideration the fact that Minolta copiers will no longer be available
via state contract effective August 2008.
When considering replacement options for FY07-08, current copiers were
assessed using the following principals:
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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 Multi-Functional
Photocopiers (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. The total cost for photocopier rental for the upcoming year is
$84,543.60 and represents an increase of $10,864.80 from FY06-07. 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 in addition to the final phasing
out of the Minolta copiers. Attached is a list of all City copiers and their locations. The highlighted items are those copiers
recommended for replacement this fiscal year.
Funding for the rentals is located in various departmental operating
budgets for fiscal year 2007/08. |
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Exhibits |
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Last Replaced |
Facility |
Area Location |
Description |
Plan Copy Count |
FY08 Monthly Charge |
Annual Cost FY08 |
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Jan-03 |
Brooks |
KSLB |
Sharp AR-M207 |
5,000 |
$ 109.70 |
$ 1,316.40 |
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Jan-03 |
Court |
Court Clerk |
Sharp AR-M277 |
15,000 |
$ 255.20 |
$ 3,062.40 |
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Oct-03 |
Police |
PD Admin |
Sharp AR-M550U |
25,000 |
$ 472.40 |
$ 5,668.80 |
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Oct-03 |
Court |
Court Admin |
Sharp AR-M277 |
5,000 |
$ 205.50 |
$ 2,466.00 |
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Oct-04 |
Fire |
Fire Admin |
Sharp AR-M550U |
25,000 |
$ 472.40 |
$ 5,668.80 |
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Oct-04 |
City Hall |
City Manager |
Sharp M455N |
15,000 |
$ 332.40 |
$ 3,988.80 |
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Oct-04 |
City Hall |
City Secretary |
Sharp AR-M620N |
35,000 |
$ 519.10 |
$ 6,229.20 |
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Oct-04 |
City Hall |
Revenue /Permits |
Sharp M455N |
15,000 |
$ 284.30 |
$ 3,411.60 |
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Oct-04 |
City Hall |
Accounting/ Purchasing |
Sharp AR-M550U |
25,000 |
$ 472.40 |
$ 5,668.80 |
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Dec-05 |
City Hall |
Conference Center |
Sharp M355U |
10,000 |
$ 189.70 |
$ 2,276.40 |
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Dec-05 |
Police |
PD Comm. |
Sharp M355U |
10,000 |
$ 189.70 |
$ 2,276.40 |
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Dec-05 |
Fire |
Station 1 |
Sharp M355U |
10,000 |
$ 189.70 |
$ 2,276.40 |
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Dec-05 |
Airport |
Administration |
Sharp M355U |
10,000 |
$ 189.70 |
$ 2,276.40 |
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Mar-06 |
Airport |
Terminal |
Sharp M355U |
10,000 |
$ 189.70 |
$ 2,276.40 |
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Jul-06 |
Police |
PD Patrol |
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