From
Donna Brennan
Title
Agreement for copier leases from Ricoh through a national inter-local agreement with Department of Information Resources (DIR) and authorize the City Manager to execute change orders for additional copier leases as needed so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the lease term
Presenter
Ken Reid, Purchasing Manager
Recommend Action
Approve
Analysis
Currently the City has thirty (30) leased units with Kyocera ($90,869.04 annually), two (2) leased units with Sharp ($14,016.00 annually), one (1) leased unit with Oce ($2,168.76 annually), one (1) leased unit with Xerox ($2,726.88 annually) and twenty-eight (28) city owned units with maintenance agreements with Kyocera ($10,440 annually).
The city owned units were originally installed in 2009 and need to be replaced with newer units. IT and Purchasing compared Xerox and Ricoh through their DIR contracts, looking at the quality and pricing of equipment, software and services offered. It has been determined that Ricoh will meet the City's copier equipment and service needs.
At this time we would like to replace twenty-two (22) Kyocera units, two (2) Sharp units and add one (1) new unit for Landfill with Ricoh units ($74,093.64 annually) through a DIR contract. This agreement will be a thirty-six (36) month lease totaling $222,280.92, with the option cancel in the event sufficient funds are not appropriated for any Fiscal Period.
As the remaining Kyocera, Oce and Xerox leases expire; Ricoh units will replace them at current contract lease prices. Additional units or upgrades to Ricoh units will also be added to this agreement at current contract lease prices.
Chapter 271.102 of the Local Government Code authorizes local governments may participate in a cooperative purchasing program with another local government or local cooperative organization. Each to perform governmental functions or services including administrative functions normally associated with the operation of government. The City of Grand Prairie does not need to competitively bid items purchased through such agreements as they have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including the DIR.
The DIR provides statewide leadership and oversight for management of government information and communications technology. The DIR has served in a leadership role to facilitate the state's economic competitiveness through its ability to deliver quality information resources commodities and services at the lowest prices and best value for state and local government as well as the K-12 public and higher education systems. There is a slight increase from prior year copier contracts, due to the added new features.
Financial Consideration
Funds are available in various departments operating budgets and will be charged accordingly on orders through the end of the fiscal year. Funding for future fiscal years will be paid from that year's approved budgets.