TO: Mayor and Commissioners
FROM: Steven Chapman, Chief Purchasing Officer
THROUGH: Donald B. Cooper, City Manager
DATE: March 15, 2016
Title
APPROVAL OF FISCAL YEARS 2016 AND 2017 SPENDING GREATER THAN $25,000 WITH CANON SOLUTIONS AMERICA INC FOR REPLACEMENT, MAINTENANCE, AND REPAIRS OF MULTIFUNCTION DEVICES
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Recommended Action:
Recommendation
Motion to approve multiple payments to Canon Solutions America, Inc. for replacement, maintenance, and repairs of multifunction devices in an amount not to exceed $90,000.00 per fiscal year and to approve Canon multifunction devices as the City Standard.
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Background:
The City of Delray Beach IT Department is looking to consolidate its consumable printing expenses by implementing a centralized, print management solution.
On November 6, 2015, Bid 2016-026 was issued for the replacement, maintenance, and repairs of multifunction devices. The bid was viewed by 92 vendors through BidSync, and the City received six submittals. After review of submittals, the City found that leveraging the existing State of Florida Department of Management Services Term Contract Number 600-000-11-1 would be more cost effective for the City. The of State of Florida contract pricing is in compliance with City code section 36.02(C)(7). In view of the better pricing through the State of Florida contract Bid 2016-26 was cancelled.
An evaluation committee was established to review the print management solution offerings from the State of Florida contract. The list of participants from this committee are listed below:
Alex Gamma IT
Don Marese IT
Jennifer Reynolds IT
Ebony Oliver HR
Duane D’ Andrea HR
Kendra Graham Environmental Services
Ilonka Weinstein Parks and Recreation
Kristina Maricic Police Department
Donna Quinlan Community Improvement
Tim Stillings Planning and Zoning
Diane Miller Planning and Zoning
Jaqueline Smith Utility
Lauren Czencz Finance
It was determined that Canon was best capable of meeting City needs. Canon was a bidder on RFP 2016-026 and has been very responsive to our needs and questions during this process. They will lease the copiers to the City through their own Canon Leasing company which will make changing out machines consistent and more efficient. The Canon machines have technology built in that will allow the City to add proximity card access for secure printing and auditing of who is printing/copying. (the competitors have a 3rd party bolt-on component to do this function which we find as less desirable)
The City is currently in 43 lease Agreements with various multifunctional device vendors. The total number of leases expiring in FY 2016-2017 is 37 As these leases expire, we would like to replace each device with a device from Canon in an effort to standardize a multifunctional device vendor. This award is in accordance with City Ordinance Section 36.02 (C)(7) “Utilization of Other Governmental Entities’ Contracts” and Section 36.03 (B) “Multiple Acquisitions From Vendor Exceeding Twenty-Five Thousand Dollars ($25,000.00) in Any Fiscal Year.” This purchase will also be subject to Commission approval of annual budget appropriation.
Based on the review of this committee, it was determined that Canon best met the needs of the City and is recommended as the City Standard. By using the State of Florida contract, we will be able to consolidate our printer/copier counts and reduce maintenance and consumable costs; thus providing value to the City of Delray Beach.
The pricing of each unit’s proposal will be influenced by factors such as lease duration, model leased, click count model, and consumables. Canon will need to conduct analyses to determine the exact needs of each device.
Fiscal year 2015 spending with multifunction vendors is as follows:
Ricoh USA $66,935.68
Konica Minolta $41,449.49
Xerox Government Systems $29,300.00
In 2015, the City spent the following on consumable items for printers (toners, ink jets, etc):
Staples $9,860.00
Office Depot $12,300.00
City Attorney Review:
Finance recommends approval.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from the operating budget of various departments.
Timing of Request:
This matter is time sensitive, as multifunction device proposals are expiring or have expired.