HomeMy WebLinkAboutcover memoCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO:
FROM :
e Honora• e Mayor and ers
he City o ►fission
Arriola
ief Administrator/City Manager
DATE :
SUBJECT:
REFERENCES:
ENCLOSURES:
OCT 12 2004
FILE :
Proposed Resolution -
Citywide Copier Contract
Bid No. 03-04-129
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution
accepting the bid of Toshiba Business Solutions (Dade/Non-Minority vendor), located
at 6625 Miami Lakes Drive, Miami Lakes, Florida 33015 (Headquarters at 1700 S.
Powerline Road, Deerfield Beach, Florida 33442), for the furnishing of citywide copier
services on a lease/rental basis for a period of three (3) years, with the option to extend
for an additional one (1) year period, at an annual amount of $258,181.48, with an
estimated annual contingency amount of $75,000, for a total annual amount of
$333,181.48, for a total three (3) year contract amount not to exceed $999,544.44.
Allocating funds therefore, subject to availability of funds and budgetary approval, from
the operating budgets of the various user departments and agencies, authorizing said
purchases.
BACKGROUND
The City of Miami has an active contract for citywide copier services and leases 103
copiers from Toshiba Business Solutions. The majority of the current leased copiers are
analog technology. This contract is said to expire on December 21, 2004, thus a new
contract needs to be established.
The Department of General Services Administration, Graphic Reproductions Division,
will be replacing all analog copiers with digital multifunctional copiers under the
recommended new contract. This change is due to new industry standards that have all
but phased out analog technology and is in favor of the more versatile and efficient
digital multifunctional copiers. In addition, the wide spread use of digital copiers has
caused a drop in their price making them comparable to analog (see Attachment "A").
Digital multifunctional copiers are designed to operate like regular copiers, but have the
ability to scan documents and print like laser printers when connected to a computer
network. Placing digital copiers in key locations could eliminate the need to purchase
laser printers and desktop scanners. Digital copiers scan the original once and print many
times, eliminating the need to re -circulate the document each time a copy is made. Digital