Item 4J Memo CITY OF
SOUTHLAKI
MEMORANDUM
(June 14, 2017)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 4J —Approve Toshiba copier service expenses
in an amount not to exceed $115,000.
Action
Requested: Approve in-budget expenses of $115,000 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 additions
minimizing change in cost due to consolidating maintenance
costs and lease agreements.
Financial
Considerations: Based on the expenses to date the year-end cost is
projected to be $115,000 within the current FY 2017
approved budget of$126,000.
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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