TO: Mayor and Commissioners
FROM: Jay Stacy, Chief Technology Officer
THROUGH: Terrence Moore, City Manager
DATE: June 18, 2024
Title
APPROVAL OF RESOLUTION NO. 73-24 TO AWARD AN AGREEMENT WITH CANON SOLUTIONS AMERICA, INC. FOR REPLACEMENT, MAINTENANCE, AND REPAIRS OF MULTIFUNCTION DEVICES; UTILIZING UNIVERSITY OF CALIFORNIA / OMNIA PARTNERS COOPERATIVE AGREEMENT NO. 202000275 IN THE AMOUNT OF $630,500.00
Recommendation
Recommended Action:
Motion to Approve Resolution No. 73-24 to award an Agreement with Canon Solutions America, Inc., utilizing the University of California / Omnia Partners Cooperative Agreement No. 202000275 in the amount of $630,500.00; authorizing the City Manager to exercise two one-year renewal options, in the amount below, contingent upon appropriation of funds.
Body
Background:
Canon provides the City with over 60 multifunction devices which provide high-speed printing, scanning, and copying.for departments city-wide. Below is a breakdown of the current costs along with projected costs over the following three years. These devices are necessary for providing printed material to the public, scanning paper documents to continue our transition to paperless workflows and storage, and general office work. As the City continues to implement paperless processes internally and the public continues to take advantage of online services, this need may change over time. Thirty of the machines are expected to be replaced with newer models and that is expected to increase annual costs in the short term. The City will continue to monitor usage and implement technology to reduce the need for printed materials.
DEPARTMENT MACHINES MONTHLY LEASE USAGE Monthly Total Annual Total
CITY MANAGER|99|$264.29 $110.70 $374.99 $4,499.88
COMMISSION OFFICE|99|$47.76 $57.21 $110.22 $1,322.62
CITY ATTORNEY|99|$388.19 $28.56 $...
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