AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: February 21, 2017
SUBJECT
Title
Consider adoption of an ordinance awarding a contract for a twenty-four (24) month lease of approximately fifty-nine (59) black and white digital copiers for various City of Denton departments as awarded by the State of Texas Department of Information Resources (DIR) through the Go DIRect Program, Contract Number DIR-TSO-3101; providing for the expenditure of funds therefor; and providing an effective date (File 5280 awarded to Canon Solutions America, Inc. in the not-to-exceed amount of $132,000).
Body
FILE INFORMATION:
This item is for a twenty-four (24) month lease of approximately fifty-six (56) black and white digital copiers and three color copiers for various City departments. The City's previous three (3) year copier lease contract expired in August 2016 and has been extended on a monthly basis while staff obtained competitive pricing for a new contract. Staff has now negotiated a Best and Final Offer with our current vendor, Canon Solutions America, Inc. (Canon) through the State of Texas Go DIRect Program, Contract Number DIR-TSO-3101 which resulted in a monthly savings of $2,502 and an annual savings of $30,024 (Exhibit 1).
The attached proposal from Canon (Exhibit 2) includes the following:
Equipment:
* 59 digital copiers/multi-function devices
* $5,375 per month/$64,500 per year
* Estimate of $3,000 for billable overages
* Total 24-month lease-$132,000
* Maintenance/service
o Includes all staples, toner, supplies, and service
o Overages @ $.0068 for black & white; $.05 color
* Installation & training for new equipment
The proposal from Canon Solutions America, Inc. also offers the following benefits:
* Cost savings from current contract price of approximately $60,048 over the term of the lease
* Hard drive security on all units
* Toner cartridge return program
* Toner container recycling/collection program
PRIOR AC...
Click here for full text