Agenda #: 5.7
Meeting Date: March 19, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PURCHASE OF A NEW RICOH IM C8000 COLOR COPIER AND A RICOH IM 8000 BLACK AND WHITE COPIER WITH PROFESSIONAL
INSTALLATION SERVICES.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Approve and Authorize the City Manager to issue a Purchase Order to Advanced Office (Integrus), Inc. for the purchase of a new Ricoh IM C8000 color copier and a Ricoh IM 8000 black and white copier with professional installation services in the not-to-exceed amount of $36,889.46.
B. Appropriate $36,890 from the Technology Reserve Fund (104) Fund Balance to the Equipment Maintenance and Replacement Fund (503) for the purchase of two copiers.
FINANCIAL IMPACT:
An appropriation of funds is required from the Technology Reserve Fund (104) in the amount of $36,890 which will be transferred to the Equipment Maintenance and Replacement Fund (503) Computer Equipment-Hardware Expenditure account (503230-56130) to ensure there are sufficient funds available for this purchase.
BACKGROUND:
The daily operations of the City rely on the use of computers, specialized networks, and associated hardware and software to create, process, and store digital information and communicate with the public. The color copier in the City Manager’s department and the black and white copier in the Recreation/Finance department at City Hall are utilized by all departments. The current Ricoh C5503 color copier in the City Manager’s department was purchased in 2015 and was scheduled to be replaced in FY 25/26 and the current Ricoh MP7502 black and white copier in the Recreation/Finance department
was purchased in 2014 and was scheduled to be replaced in FY 24/25. Unfortunately, after the most recent service call for both copiers the service vendor informed staff that parts will no longer be available for both copiers after the first quarter of 2024. As a result, if any hardware failure should occur the City will no longer be able to receive service or support for the copiers. Thus, the Ricoh C5503 and Ricoh MP7502 copiers have reached the end of their useful life and need to be replaced.
ANALYSIS
Consistent with the purchasing ordinance, the City publicly solicited bids. Three vendors submitted bids, including Pacific Office Automation, Advanced Office (Integrus), Inc, and Wisecom Technologies Inc. The bid from Pacific Office Automation was disqualified because it did not agree to the requirements of the bid. The remaining qualified bidders include:
Bidder Bid Amount
Advanced Office (Integrus), Inc $36,889.46
Wisecom Technologies Inc $48,765.33
Staff has reviewed the bids for pricing and compliance finding that the bid from Advance Office (Integrus), Inc. is competitively priced, and meets the requirements of the City’s purchasing Ordinance. Therefore, it is recommended that the City Council approve the purchase of two new copiers in the amount of $36,889.46, including the appropriation of funds. While this particular purchase falls under the City Manager’s spending authority, the City has made separate year-to-date purchases with this vendor that cumulatively exceed the $45,000 threshold when combined with the recommendation in this report and must be approved by the City Council.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.7.a Advanced Office Copier Quote