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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 Page 2 of 2 Attachments: