DATE:
June 7, 2022
TO:
Christine Daniel, City Manager
FROM:
Michael Parenti, Information Technology Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into An Agreement With KBA Docusys To Extend The Lease Of Twelve Kyocera Multi-Function Printing Devices, Including All Service And Support For An Additional Twelve Months In The Amount $4,548.00 Per Month Or $54,576 Over The Course Of The Lease; And To Sign All Necessary Documents Pertaining To The Execution Of The Lease Recommendation
Staff recommends that the City Council approves the above-entitled resolution.
Background
On July 23, 2019, the City Council approved a resolution authorizing the City Manager to enter into an agreement with KBA Docusys to extend the previous multi-function printing device (“MFP”) lease by an additional twenty-four months at a cost of $6,281 per month which expired in July 2021.
KBA Docusys has been a responsive, well performing vendor and the leased MFPs have performed up to standards. Since the City was just beginning to re-staff offices in person after the COVID-19 shutdown, the City opted to let the annual lease convert to a month-to-month term to better evaluate the current condition of the machines and usage demand going forward.
Discussion
At this time, staff proposes that the City enter into a new, twelve-month lease agreement with KBA Docusys in the amount of $4,548 per month for the existing equipment that was lightly used for nearly 18 months during the COVID-19 shutdown.
The new lease will allow for more usage data to be collected as staff returns to the office and the machines’ usage adjust to a new normal. After the twelve-month agreement, staff can properly specify requirements for the next generation of these devices. While this evaluation is ongoing, the monthly payment will be reduced by $1,733.
LEGAL REVIEW
The City Attorney’s Office has reviewed the terms and conditions of the KBA Docusys agreement and has approved as to form. If the Council approves the purchase, a City purchase order will be issued to KBA for these services.
Fiscal Impact
The new agreement will extend the existing terms for twelve months and reduce monthly costs by $1,733. The funds are included in the proposed FY 2022-23 Operating Budget (Fund 101-various departments-85000).
Staff Communication with the Public
Staff has not had any communication with the public concerning this matter.
Conflict of Interest
None identified.
PREPARED BY: Michael Parenti, Information Technology Director Approved and Forwarded to the
City Council of the City of Emeryville:
Christine Daniel, City Manager
Attachments
Draft Resolution
Attachment A – KBA Lease Agreement
KBA Docusys MFP Lease
City Council Meeting | June 7, 2022
City of Emeryville
CALIFORNIA
MEMORANDUM