Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: July 9, 2024
SUBJECT: CITYWIDE PRINTERS AND COPIERS CONTRACT
DEPARTMENT: Administrative Services
PRESENTER: Melody Bartlette
RECOMMENDED ACTION
City Council:
1. Approve the use of a cooperative agreement through OMNIA Partners contract #R191102; award a five-year contract to Kyocera Document Solutions West, LLC, for managed print services in the amount of $730,150; and authorize a contingency of $109,522 for a total contract amount not to exceed $839,672.
2. Authorize the City Manager or designee to execute up to two additional one-year renewal options, not to exceed the annual contract amount, inclusive of contingency, plus an adjustment in compensation consistent with the appropriate Consumer Price Index, and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) has approximately 120 copy machines and network printers for staff use across a total of 21 City facilities, including all branches of the Santa Clarita Public Library. The City’s current contract for the lease and maintenance of this equipment is held by Kyocera Document Solutions West, LLC (Kyocera). The contract expires August 2024.
The City’s Purchasing staff conducted a comprehensive assessment of the current managed print services program, gathering feedback from users and reviewing copier and printer usage reports.
With the results of the assessment, staff reviewed various cooperative agreements for managed print services, including OMNIA Partners contract #R191102 with Kyocera. The OMNIA
Partners contract with Kyocera offers the best value, supported by the most competitive pricing, and highest quality equipment and services to the City. Additionally, Kyocera's proposal includes hardware features and system settings that dramatically reduce waste to align with the City’s commitment to “green” procurement, inclusive of all taxes, support, and maintenance.
Kyocera worked with City staff on multiple occasions to assess the copy and printing needs of various City locations. Their proposal reflects a thorough approach that is streamlined and environmentally conscious, while taking into consideration the City's needs. As part of this lease and maintenance agreement, the City will receive new equipment to replace copiers and printers Citywide that have reached the end of their useful life cycle.
On July 11, 1995, the City Council approved the use of cooperative purchasing, which permits the City to place orders against a competitively awarded, existing public agency contract, such as OMNIA Partners contract #R191102. After careful review of the findings and analysis of the cooperative contracts, staff recommends awarding Kyocera a contract for managed print services in accordance with OMNIA Partners contract #R191102, which was competitively solicited and awarded on June 1, 2020.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds in the amount of $839,672 over a five-year period will be available in expenditure accounts 1002302-516101 (General Fund/Purchasing), 1005121-511105 (General Fund/Tesoro Adobe House), 1205120-511105 (Recreational Facility Fund/Ice & Entertainment), and 3098200-511105 (Public Library Fund/Administration) to support the recommended action, contingent upon the appropriations of funds by the City Council in the annual budget for such fiscal year.
ATTACHMENTS
Kyocera Proposal (available in the City Clerks Reading File)