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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: