Item #06
Date: September 6, 2022
To: Mayor and City Council
From: Jim Schaad, City Manager
Subject: City Photocopier Contract
Recommendation:
Pass a Motion to 1) approve the award of a cooperative purchase agreement to lease multiple photocopiers within City facilities in the amount up to of $130,895.40 over five years through Sourcewell Open Contract # 090320, 090320-KON and 2) authorize the City Manager to sign and execute all documentation.
Rationale for Recommendation:
The City seeks to update and replace the current lease agreement with Inland Business Systems with a new contract with Caltronics. The new units will be leased and updated as a replacement for the existing units used by City Staff. This contract and units were competitively solicited through a cooperative procurement process administered by Sourcewell, formerly the National Joint Powers Alliance (NJPA).
The agreement with Caltronics will save the City approximately $5,000 annually in costs, compared to the current lease agreement.
Discussion & Analysis:
While compiling necessary documentation for this Agenda Item, staff quickly found that current photocopiers were under multiple contracts, with no cohesiveness as a whole. The consolidation of these agreements into what is now being considered by Council is unprecedented for the use of office equipment leases for the City of Marysville.
Alignment with City Council Goal(s):
This Agenda Item does not align with current City Council Goals.
Fiscal Analysis:
The lease agreement with J.J.R. Enterprises, Inc. entails 60 monthly payments of $2,181.59. These expenditures were included in the approved Fiscal Year 2022-23 IT budget, Rents & Leases (10-116-5175).
Attachments:
1) Sourcewell RFP
2) J.J.R Enterprises, Inc. Agreement
3) Caltronics Order Form
4) 2022-2023 Copier usage price breakdown