EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: January 18, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Jaime M. Fontes, City Manager
BY: Azalea Renfield, Community Services Manager
SUBJECT: Request to increase contract and purchase order for Ricoh Digital Services Recommendation
Authorize the City Manager to increase Ricoh Digital Services contract and purchase order in an amount not to exceed Seventeen Thousand Six Hundred Five Dollars and Thirty Six Cents ($17,605.36).
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Priority No. 4: Improve Public Facilities and Infrastructure Background & Analysis
The City of East Palo Alto entered into a 3-year (36 months) lease agreement on September 26, 2016, with Ricoh Digital Services (Ricoh) for six copiers located throughout City offices.
The lease agreement expired on September 26, 2019, and the City is now on a month-tomonth lease agreement.
The City currently owes Ricoh a total of $17,605.36. This amount is comprised of both equipment ($11,234.18), and printing, taxes, and servicing costs ($6,371.18). Below is a overview of all costs.
Table 1: Equipment Costs
Invoice No. Activity Date Due date Period Billed Invoice Billed Invoice Balance 105711150 12-17-2021 01-07-2022 64 $1,420.12 $1,420.12
105619975 11-18-2021 12-07-2021 63 $1,420.12 $1,420.12
105525445 10-19-2021 11-07-2021 62 $1,420.12 $1,420.12
105421522 09-17-2021 10-07-2021 61 $1,420.12 $1,420.12
105285869 08-19-2021 09-07-2021 60 $1,420.12 $1,420.12
105189271 07-19-2021 08-07-2021 59 $1,420.12 $1,420.12
105091714 06-18-2021 07-07-2021 58 $1,356.73 $1,356.73
104989420 05-19-2021 06-07-2021 57 $1,356.73 $1,356.73
Total : $11,234.18
Table 2: Printing, Taxes, and Servicing Cost
Invoice No. Invoice Date Total Due
5062382876 7/7/2021 $1,308.43
5062794530 9/7/2021 $1,416.39
5062593240 8/8/2021 $1,201.48
5063003771 10/7/2021 $1,363.42
1089131310 8/18/2021 $41.00
5063202524 11/7/2021 $1,040.46
$6,371.18
Early last year (2021), an RFP was issued by Administrative Services to solicit proposals from companies that can provide copiers at a competitive rate and quick and reliable responses to service requests. The City received three (3) submissions in response to the RFP from Ricoh Digital Services, Shamrock Office Solutions, and Ray Morgan Company (RMC). Staff recommends that Council authorizes the City Manager to pay Ricoh in full, and then enter into a new lease agreement after a new vendor has been selected.
Fiscal Impact
Staff request that City Council authorize the City Manager to increase the existing contract and purchase order in the amount not to exceed $17,605.36 from the General Fund to cover the balance owed to Ricoh Digital Services.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
Attachments
1. RESOLUTION for Ricoh Copiers PO