Fremont City Council Meeting: 06/07/22 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4608) DOC ID: 4608
Updated: 5/31/2022 9:29 AM by Alberto Quintanilla Page 1 MULTI-FUNCTION PRINT/SCAN/COPY DEVICES CONTRACT - Authorize the City Manager, or Designee, to Enter Into a Master Lease Agreement with Ricoh USA Inc. effective July 1, 2022 through January 14, 2026 for a Total Annual Amount Not-To-Exceed $250,000; and to Execute Any Implementing Documents and Take Any Implementing Actions as Necessary
Contact Persons:
Name: Ed Miranda Sanford Taylor
Title: Information Technology Manager IT Director
Div/Dept: Information Technology Services Information Technology Services Phone: 510-494-4806 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City has used Ricoh as its multi-function print/scan/copy devices for the past 8 years. The current Ricoh Master Lease Agreement ends June 30, 2022. To continue uninterrupted service, staff recommends a new Master Lease Agreement be entered into that extends the citywide printing and services to January 14, 2026, with an option to extend for five one-year periods through January 25, 2031.
Annual expenditures for the citywide printing and services are estimated to be $250,000, which the City Council appropriates through the annual budget process.
BACKGROUND: The City has used Ricoh multi-function devices for print/scan/copy and related services for over 8 years. The Information Technology Services Department and Finance Department maintain an inventory of the devices and each using department enters into a three-year lease for each multi-function device, which also includes purchase of supplies. Print count pricing varies according to the type of document (black and white vs. color) and the master lease agreement pricing.
The City’s experience with Ricoh’s devices and service has been positive. Accordingly, staff recommends continuing with the current fleet of Ricoh multi-function devices. The multi- function devices continue to function as copiers, printers, scanners and in some cases, fax machines. In addition, the multi-function devices support the City’s green efforts as they are better designed to use recycled paper without jamming. By default, printing is set to duplex printing, reducing the City’s overall paper usage. Staff is familiar with the multi - function devices and the infrastructure that is in place effectively supports the city’s needs.
In September 2014, Council authorized the City Manager to execute documents to participate in the County of Fairfax, Virginia U.S. Communities Master Lease Agreement and Schedule and to issue purchase orders with Ricoh, USA, Inc. This cooperative agreeme nt will end on June 30, 2022.
DISCUSSION/ANALYSIS: Pursuant to the City’s Purchasing Ordinance, Section
3.20.310(b), the City is authorized to “piggyback” and enter into a contract to buy equipment or services based on the terms of an existing contract between the contractor and another public agency without competitive bidding. To qualify, the terms of purchase in Staff Report (ID # 4608) Meeting of June 7, 2022
Updated: 5/31/2022 9:29 AM by Alberto Quintanilla Page 2 the City’s proposed contract must be materially the same as those of the existing contract, and the contract must have resulted from procurement methods similar to those required by the Purchasing Ordinance.
The University of California issued a request for proposals and executed a new master agreement with Ricoh USA, Inc. and the National Intergovernmental Purchasing Alliance Company, a Delaware corporation d/b/a OMNIA Partners, Public Sector Omnia, effective January 15, 2021 through January 14, 2026, which includes the option to renew for five additional one-year periods through January 25, 2031. City purchasing staff have verified that the solicitation process and award for the proposed cooperative purchase meets the requirements of the Purchasing Ordinance.
The OMNIA Partners Public Sector Master Lease Agreement enables the City to obtain more beneficial pricing due to the volume of purchases and leases by multiple agencies throughout various states than the City would obtain if it requested quotations or solicited bids for its own needs. Additionally, the current expiring contract through U.S.
Communities/County of Fairfax, Virginia and the proposed contract through OMNIA Partners/University of California are both similar in scope, terms and conditions , which will allow for a smooth transition from the expiring cooperative agreement to the replacement cooperative agreement.
FISCAL IMPACT: There are currently 42 multi-function devices deployed citywide. Staff estimates that annual expenditures will not exceed $250,000. Operating costs for the leases and services are included in the proposed FY 2022/23 operating budget. Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: The proposed action is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(5) and/or Section 15378(b)(3) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment, each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
LINKS: None.
RECOMMENDATION: Authorize the City Manager, or Designee, to enter into a Master Lease Agreement with Ricoh USA Inc. effective July 1, 2022 through January 14, 2026, with an option to extend for five one-year periods through January 25, 2031, for a total annual amount not to exceed $250,000; and to execute any implementing documents and take any implementing actions as necessary.