Item 4EM CITY OF
SOUTH LAKE
MEMORANDUM
(June 14, 2016)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 4E —Approve Toshiba copier service
expenses in the amount of$96,000.
Action
Requested: Approve in-budget expenses of $96,000 for Toshiba copier
services required for single-vendor spending above $50,000.
Background
Information: Toshiba currently manages large-scale multifunction devices
in several locations as well as provides maintenance
services for purchased equipment. Monthly expenses
include lease and maintenance fees for 26 large
multifunction copiers and 2 high-speed printers for Utility
Billing and Finance. Working with Toshiba we have
implemented new printer technology with minimal change in
cost due to consolidating maintenance costs.
Financial
Considerations: Based on the expenses to date the year-end cost is
projected to be within the current FY 2016 approved budget
of$96,000.
Strategic Link: B6 — "Optimize use of technology" — enables highly available
copier services with rapid deployment.
B4 — "Provide high quality customer service through
sustainable business practices" — enables fast response to
issues keeping equipment in service.
Citizen Input/
Board Review: Not Applicable
Legal Review: Not Applicable.
Alternatives: 1) Approve as proposed.
2) Reject — Cancel leased copiers or maintenance plans
managed by Toshiba services. This will impact operations
and customer service.
Supporting
Documents: Current lease agreements are in Laserfiche.
Staff Recommendation: Approve item as proposed
Honorable Mayor and City Council
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