Item 4FM E M O R A N D U M
(May 29, 2018)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 4F – Approve Toshiba copier
service expenses in an amount not to exceed $118,265.
Action
Requested: Approve copier expenses of $118,265 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.
Leveraging our Toshiba relationship and leasing programs
allows the City to ensure that critical printing services are
reliable and can take advantage of the latest technology for
performance enabling continual production of quality
products.
Financial
Considerations: The approved budget for FY 2018 is $118,265 in the
General Fund. Spending is projected to be within this
budget amount.
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.
Honorable Mayor and City Council
Page 2 of 2
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
Attachments: