January 21, 2025
TO: City Council
REQUESTED BY: Jessica Mendez, IT Analyst
APPROVED BY: Robert A. Johnson, City Manager
SUBJECT: Printer/ Copier Contract
RECOMMENDATION:
Staff recommends that the City Council:
1. Find that in accordance with Section 3.08.070(C)(2) of the City’s Municipal Code, there is no competitive advantage to be gained by bidding on this project since the University of California performed a competitive bid process, which is consistent with the City of San Jacinto standards, and is unlikely to yield better results for the City.
2. Authorize the City Manager to enter into an agreement with Canon Solutions America, Inc. for a monthly base cost of $1,133.57, plus usage over 60 months to furnish and install a printer/copier system for City facilities and a 5% contingency amount of $3,400.71 for change orders or additional work to complete the project, for a total project cost of $71,414.91.
DISCUSSION:
As part of the City’s ongoing effort to enhance operational efficiency, reduce costs, and provide reliable services to the community, the City has initiated several actions to modernize its printer and copier infrastructure. These actions include:
1. Standardizing Equipment Across Departments: Transitioning to a uniform fleet of printers and copiers to streamline maintenance and reduce operational complexity.
2. Implementing Cost-Saving Solutions: Leveraging advanced features such as duplex printing, automated toner replenishment, and energy-efficient devices to reduce overall printing costs.
3. Improving Security and Compliance: Deploying devices with enhanced security features to safeguard sensitive City data and meet compliance requirements.
4. Consolidating Vendor Contracts: Negotiating a single 5-year contract to replace outdated devices, ensuring predictable costs and reducing administrative overhead.
5. Enhancing Accessibility: Installing multifunction devices with user-friendly interfaces and accessibility features to improve usability for City staff.
The new printer contract presents a significant cost-saving opportunity for the City. Currently, the City pays a monthly base lease cost of $2,771.23 per month. The new contract will reduce the monthly base cost to $1,133.57, saving $1,637.66 per month.
This results in an annual savings of $19,651.92. These savings can be redirected toward other critical initiatives, while maintaining efficient and reliable printing services.
Additionally, the IT Department performed a cost comparison based on the average monthly usage for black-and-white (B/W), and color prints. Under the current contract, the City pays $0.0106 per B/W print, and $0.0652 per color print, the new contract offers significantly reduced rates of $0.0071 per B/W print, and $0.0428 per color print.
Based on current usage, the estimated monthly cost under the new contract will be $1,567.84, compared to our current cost of $2,341.70. This yields a monthly savings of $773.86, or approximately $9,286 annually.
FISCAL IMPACT:
The proposed expenditure has been budgeted by the IT department for Fiscal Year 2024-2025 via fund 017-2290-418.34-20. The total monthly cost for the new printer/copier equipment is $1,133.57 under a 60-month (5-year) contract. This equates to a grand total of $68,014.20.
ATTACHMENTS:
5 unit Canon Proposal City of San Jacinto
2020002755_Canon_MAD_12_16_2020
OMNIA-Partners-Program-Summary-University-of-California CONTRACT_City of San Jacionto