HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM
FILE ID:
Date: 8/28/2008
08-0)C(01
Requesting Department: Purchasing/Citywide
Commission Meeting Date: 9/25/2008 District Impacted: ALL
Type: ® Resolution ❑ Ordinance n Emergency Ordinance n Discussion Item
C Other
Subject: Lease/Rental of Multifunctional Copiers
Purpose of Item:
The nature of this item is to establish a term contract for the Lease/Rental of Multifunctional Copiers,
citywide, from Sharp Business Systems, for an initial contractual period of three (3) years with the
option for renew for one (1) additional year. Allocating funds from the various sources of funds of
the user departments, subject to availability of funds and budgetary approval at time of need.
Background Information:
SEE ATTACHED
Budget Impact Analysis
Is this item related to revenue?
Is this item an expenditure? If so, please identify funding source below.
General Account No:
Special Revenue Account No:
CIP Project No:
Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal Impact:
Final Approvals
(SIGN AND DATE)
CIP Budget
If using or receiving capital nds
Grants Risk Management
Purchasing � ept. Director
Chief tow City Manager
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AGENDA ITEM SUMMARY FORM (CONTINUED)
SUBJECT: LEASE/RENTAL OF MULTIFUNCTIONAL COPIERS
BACKGROUND INFORMATION:
The Purchasing Department has identified a need to establish a citywide contract for the Lease/Rental
of Multifunctional Copiers. On June 2, 2008, the Purchasing Department issued Invitation to Bid No.
80066,5. As required by the Procurement Code, the IFB was advertised and issued on-line. On July 9,
2008, at the bid opening, four (4) bids were received, and two were deemed non -responsive. Sharp
Business Systems, submitted the lowest responsive and responsible bid and is therefore recommended
for award. Total estimated annual amount of $344,210.
Reinforcing their commitment to the environment, in 2007, Sharp Electronics received the Excellence in
Partnership Green Contractor Award; as well as, the Evergreen Award from the U.S. Government's
General Services Administration and the Coalition for Government Procurement.
As part of their commitment to preserving the environment and reducing landfill waste, Sharp Business
Systems, offers their customers a Toner Recycling Program for all Sharp copier and multifunctional
printer toner cartridges. Sharp provides their customers with a pre -paid UPS shipping label and toner
cartridge shipping carton, for the return of all used toner cartridges. This carton can be conveniently
placed near the copier for easy collection and shipment of up to ten (10) used cartridges.
In addition, Sharp has reduced power consumption of its document solution products:
• Sharp multifunctional printers are Energy Star Qualified
• State of the art toner cartridges are one -fifth the size of conventional toner cartridges, requiring
Tess packaging material and significantly less power consumption.
• Organic photoconductive drum unit has an extended life of up to one million pages.
• High speed products deliver energy savings through external heat fusing technology (using an
external system to heat thin -walled steel fusing rollers).