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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 Page 2 of 2 Attachments: