Adopt a Resolution Approving the Purchase of a Kyocera TASKalpha
12.4 “Placerville, a Unique Historical Past Forging into a Golden Future “ City Manager’s Report May 10, 2016, City Council Meeting Prepared by: Steve Youel, Director of Community Services Item #: 12.4 Subject:
Adopt a resolution: 1. Approving the purchase of a Kyocera TASKalpha 6551ci color digital document system in the amount of $12,513.96 from Inland Business Systems; and 2. Authorizing the Director of Community Services to execute all documents associated with the purchase and maintenance of the said document systems; and
3. Approving a $3,329 budget appropriation from the General Fund Contingency for Unforeseen Expenditures for the purchase of the said digital document system. ______________________________________________________________________________ Background: The digital document systems located in Town Hall has exceeded its useful live and is in need of immediate replacement. Tonight, staff is recommending the purchase of a Kyocera TASKalpha 6551ci color digital document system from Inland Business Systems for a total amount of $12,513.96 Discussion: The current Savin 2560 digital copier is over ten years old and is failing on a bi-weekly basis. Although the City has a maintenance agreement for this copier, service calls have become more frequent and delayed due to a lack of replacement parts. This copier is heavily used by all divisions within the Community Services Department including; Recreation, Parks, Facilities, Gold Bug and Public Works. Customer receipts, program flyers and system maps are just some of the printing functions performed on a daily basis. In order to improve productivity and customer service, staff recommends the copier be replaced with the Kyocera TASKalpha 6551ci, which will outperform all of the same tasks including color copying, e-mailing, faxing, and scanning functions as the old copier. The Kyocera TASKalpha 6551ci is also a faster machine which will reproduce mass copies more rapidly. The $12,513.96 purchase price is based on large contract between Inland Business Systems and the County of Sacramento (Contract No. WA00033647), which the City can piggyback on without having to go out to bid. It’s also important to note that the City received four bids for a Kyocera TASKalpha 6551ci to be used in the Administration Department late last year, and Inland Business Systems had the lowest bid. Options: 1. Direct staff to submit alternative proposal as part of the Fiscal Year 2016-2017 budget process. 1 DRW/5/5/2016 2:26 PM
Copier Purchase 05-10-16
12.4 Cost: The copiers purchase price is $12,513.96. The cost of maintenance for the first three years is $0.0045 per black and white copy and $0.0399 per color copy. The total cost of maintenance depends on the number of copies made. Budget Impact: The cost of purchasing the copier was not assumed in the adopted Fiscal Year 2015/2016 Operating Budget. The Kyocera TASKalpha 6551ci color digital document system that was purchased for the Administration Department was $7,785 under budget. Staff plans on applying this savings towards the purchase of the digital document system for the Community Services Department. Staff has also identified $1,400 in anticipated budget savings within the General Recreation Division Budget. Staff is recommending a $3,329 budget appropriation from the General Fund Contingency for Unforeseen Expenditures to fully the purchase of the TASKalpha 6551ci color digital document system. Recommendation: Adopt a resolution: 1. Approving the purchase of a Kyocera TASKalpha 6551ci color digital document system in the amount of $12,513.96 from Inland Business Systems; and 2. Authorizing the Director of Community Services to execute all documents associated with the purchase and maintenance of the said document systems; and 3. Approving a $3,329 budget appropriation from the General Fund Contingency for Unforeseen Expenditures for the purchase of the said digital document system.
_________________________________ M. Cleve Morris, City Manager
_________________________________ Dave Warren, Director Finance
___ Steve Youel, Director of Community Services
2 DRW/5/5/2016 2:26 PM
Copier Purchase 05-10-16
Adopt a resolution: 1. Approving the purchase of a Kyocera TASKalpha 6551ci color digital document system in the amount of $12,513.96 from Inland Business Systems; and 2. Authorizing the Director of Community Services to execute all documents associated with the purchase and maintenance of the said document systems; and
3. Approving a $3,329 budget appropriation from the General Fund Contingency for Unforeseen Expenditures for the purchase of the said digital document system. ______________________________________________________________________________ Background: The digital document systems located in Town Hall has exceeded its useful live and is in need of immediate replacement. Tonight, staff is recommending the purchase of a Kyocera TASKalpha 6551ci color digital document system from Inland Business Systems for a total amount of $12,513.96 Discussion: The current Savin 2560 digital copier is over ten years old and is failing on a bi-weekly basis. Although the City has a maintenance agreement for this copier, service calls have become more frequent and delayed due to a lack of replacement parts. This copier is heavily used by all divisions within the Community Services Department including; Recreation, Parks, Facilities, Gold Bug and Public Works. Customer receipts, program flyers and system maps are just some of the printing functions performed on a daily basis. In order to improve productivity and customer service, staff recommends the copier be replaced with the Kyocera TASKalpha 6551ci, which will outperform all of the same tasks including color copying, e-mailing, faxing, and scanning functions as the old copier. The Kyocera TASKalpha 6551ci is also a faster machine which will reproduce mass copies more rapidly. The $12,513.96 purchase price is based on large contract between Inland Business Systems and the County of Sacramento (Contract No. WA00033647), which the City can piggyback on without having to go out to bid. It’s also important to note that the City received four bids for a Kyocera TASKalpha 6551ci to be used in the Administration Department late last year, and Inland Business Systems had the lowest bid. Options: 1. Direct staff to submit alternative proposal as part of the Fiscal Year 2016-2017 budget process. 1 DRW/5/5/2016 2:26 PM
Copier Purchase 05-10-16
12.4 Cost: The copiers purchase price is $12,513.96. The cost of maintenance for the first three years is $0.0045 per black and white copy and $0.0399 per color copy. The total cost of maintenance depends on the number of copies made. Budget Impact: The cost of purchasing the copier was not assumed in the adopted Fiscal Year 2015/2016 Operating Budget. The Kyocera TASKalpha 6551ci color digital document system that was purchased for the Administration Department was $7,785 under budget. Staff plans on applying this savings towards the purchase of the digital document system for the Community Services Department. Staff has also identified $1,400 in anticipated budget savings within the General Recreation Division Budget. Staff is recommending a $3,329 budget appropriation from the General Fund Contingency for Unforeseen Expenditures to fully the purchase of the TASKalpha 6551ci color digital document system. Recommendation: Adopt a resolution: 1. Approving the purchase of a Kyocera TASKalpha 6551ci color digital document system in the amount of $12,513.96 from Inland Business Systems; and 2. Authorizing the Director of Community Services to execute all documents associated with the purchase and maintenance of the said document systems; and 3. Approving a $3,329 budget appropriation from the General Fund Contingency for Unforeseen Expenditures for the purchase of the said digital document system.
_________________________________ M. Cleve Morris, City Manager
_________________________________ Dave Warren, Director Finance
___ Steve Youel, Director of Community Services
2 DRW/5/5/2016 2:26 PM
Copier Purchase 05-10-16
