HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM
FILE ID: /'3-" fPD€321
Law Department
Matter ID No.
Date: 07/18/2013 Requesting Department: GSA
Commission Meeting Date: 09/12/2013 District Impacted: , ALL
Type: ® Resolution ❑ Ordinance n Emergency Ordinance ❑ Discussion Item
❑ Other
Subject: Piggyback — Multifunction Products, Printers, Facsimile Equipment, Scanners, Related
Software, Supplies, and Services (State of Florida Contract No. 600-000-11-1
Purpose of Item:
The nature of this item is to authorize the procurement of two (2) multifunction copiers, from Canon
U.S.A., Inc., for the Department of General Services Administration ("GSA") in an amount not to
exceed $118,226.00 (Equipment, Software, and Licenses) and $13,320 (Estimated Annual
Maintenance) utilizing the existing State of Florida Contract No. 600-000-11-1 for the provision of
Multifunction Products, Printers, Facsimile Equipment, Scanners, Related Software, Supplies, and
Services, effective through August 3, 2014, authorizing the allocation of funds for said purchase from
the Department of GSA Account Code No. 05001.244000.664000.0000.00000; further authorizing the
procurement, on a Citywide, as needed, when needed basis, of Multifunction Products, Printers,
Facsimile Equipment, Scanners, Related Software, Supplies, and Services, utilizing the existing State
of Florida Contract No. 600-000-11-1, effective through August 3, 2014, subject to any further
renewals, extensions and/or replacement contracts by the State of Florida, authorizing the allocation
of funds from the various sources of funds of the user departments and agencies, subject to the
availability of funds and budgetary approval at the time of need.
Background Information:
SEE ATTACHED....
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: 05001.244000.664000.0000.00000
Special Revenue Account No:
CIP Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: $118,226.00 (Purchase of machines, software, and licenses)
Maintenance Cost: $13,320 (Estimated Annually, See Attached)
Total Fiscal Impact: $131,546.00
N/A
CIP
If using or receivingcapital funds
Grants
Purchasing
Chi
Final Approvals
(SIGN AND DATE)
' 'Budget
N/A ... `.Risk Management
apt. Director
/3
/A
City Manager il �/tip
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AGENDA ITEM SUMMARY FORM (CONTINUED)
Subject: Piggyback — Multifunction Products, Printers, Facsimile Equipment, Scanners, Related
Software, Supplies, and Services (State of Florida Contract No. 600-000-11-1
BACKGROUND INFORMATION:
The Canon Oce VarioPrint 135 machine would be used to run City Commission Agenda packages,
Certificates of Use, Business Tax Receipts, Dunning Letters and all city-wide requested quick copy
jobs. In January 2012, GSA Graphics took over the printing responsibilities for CU, BTR and Dunning
Letters which resulted in a savings of $40,000 for ITD ($20,000 for the machine and $20,000 for
software license and maintenance). Our current production BW machine, the Xerox DocuTech 6135, is
over 10 years old; and, the process is not as optimized as it could be due to machine, software, and print
server limitations. The new Canon Oce VarioPrint 135 would make the entire operation more efficient
and streamlined as it will eliminate several time consuming steps currently required from both Finance
and Graphics. Since the CU, BTR, and Dunning Letters are revenue -producing items, it is very
important the process run as efficient as possible.
Also, the Imagepress Advance C9075 would replace our current Xerox DocuColor 250. This new color
machine would help us provide quicker service for color specific jobs, including, but not limited to, PZ,
PZAB and Agenda. It will also improve registration when running two-sided jobs.
The purchase of these machines would drop our maintenance from $29,000/year, to an estimated
$13,320/year. With the older machines, the click (impressions/prints) charge is much higher than on the
new machines. For example, the DocuTech 6135 current per click charge is $.0052; and, the Canon Oce
VarioPrint 135 would be $.0039. The color machine per click charge drops from $.0777/click on the
Xerox, to $.0480/click on the Canon. This means that the high volume departments providing funding
for their color click usage would get more clicks without having to increase their budget amount.
Although a large amount will need to be spent up front, in the long run we will save money. To
elaborate, it is $120,000 for the purchase of the two machines and software needed to build jobs for the
production b/w machine. The lease for the new machines is $51,072/year (machines, software,
maintenance). At the end of the 4 year lease, we would have spent $204,288; that's $84,288 over the
purchase price. Moreover, our current maintenance expenses per FY would drop from $29,000 to and
estimated $13,320, annually; saving us a total of $62,720 over four years.
In conclusion, over a 4 year period the total cost of leasing/maintenance would be $204,288, and
purchasing/maintenance would be $173,280. That's a savings of approximately $31,008.
Maintenance Cost:
For Vario Print DP Line Model: $0.0039 per Copy
For ImageRunner Advance C9075S:
$0.0064 per Black & White Copy
$0.480 per Color Copy
Maintenance rate includes all Service & Supplies, except Paper and Staples.
Estimated Annual Maintenance Cost: S13,320
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