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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 Page 1 of 1 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).