Laserfiche WebLink
Council Agenda Item Cover <br />____________________________________________________________________ <br />MEETING DATE: <br /> October 12, 2009 <br />AGENDA ITEM TITLE: <br /> City-Wide Copier Contract and Related Cost Reductions <br />AGENDA SECTION: <br /> Consent <br />CAN THIS ITEM BE RESCHEDULED? : <br />No <br />BACKGROUND REVIEW: <br />Staff has been evaluating copier and paper usage throughout <br />the City. There have been several changes put into place to save money and use less paper. <br /> View documents electronically when possible, printing only when necessary <br /> Print all copies double-sided <br /> Reuse discarded paper when possible <br /> Do not print in color unless absolutely necessary <br /> Organized a purchasing group for the purchase of recycled paper <br />Copiers <br />The City evaluated the need for copiers at all City locations to determine if reduced numbers or <br />types of copiers could produce savings. The City is reducing the number of color copiers at the <br />City Hall complex by one copier. In the future there will only be two offices in which to print <br />color copies. A more advanced copier was purchased for the copier/mailroom which should be <br />able to produce added items in house which will save outside printing costs. <br />Invitations For Bids were issued for the lease of a total of 12 copiers (the police department has <br />a separate contract). The City contracts on a cost per copy basis which includes both service <br />and supplies for the copiers. The bid is for a three-year period and based on an average of <br />800,000 black and white copies per year, plus color copy usage. The following bids were <br />received on the copier contract: <br />Vendor AnnualBid Price 3-Year Total <br /> Progressive Business Equipment $25,000 $ 75,000 <br /> GFI Digital Inc. $28,160 $ 84,480 <br /> Konica Minolta $31,210 $ 93,630 <br /> Copying Concepts $24,640 $ 73,920 <br /> Americom $32,604 $ 97,812 <br /> DNT $28,080 $ 84,240 <br /> Ikon $33,920 $101,760 <br />The previous contract cost was $28,261 per year, and it is expected that the City will save <br />money on the copier contract and the changes in printing above in the amount of $8,000 - <br />$10,000 annually. Copying Concepts has provided good service for the Police Department and <br />the bid meets all of the City’s current specifications. <br />RECOMMENDATION: <br />Staff recommends awarding this contract to Copying Concepts for the <br />low bid of $73,920.00 for a 3-year contract. <br /> <br />