Item 4C - Toshiba Renewal 2019M E M O R A N D U M
May 07, 2019
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4C: Approve utilizing Toshiba for copier services, including
leasing muti-functional devices, supplies and maintenance in an
amount not to exceed $116,400.
Action
Requested: Approve utilizing Toshiba for copier services, including
leasing multi-functional devices, supplies and maintenance
in an amount not to exceed $116,400.
Background
Information: Toshiba currently manages large-scale, multi-functional
devices throughout the City, as well as provides
maintenance services for all equipment. Monthly expenses
include lease and maintenance for 30 copiers and printers
city-wide. Approving this expense allow the City to ensure
that critical printing and scanning services are reliable, as
well as the advantage of utilizing the latest technology for
performance enabling production of quality products.
Financial
Considerations: The 2019 fiscal year budget approved $116,400 for copier
services in the General Fund.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• B6 Optimize the use of technology
• B4 Provide high quality services through sustainable
business practices
Citizen Input/
Board Review: No requirement exists to review the purchase with citizens or
boards.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the copier services would be
canceling lease and maintenance plans that are currently
being managed by Toshiba. This will impact operations and
customer service.
Honorable Mayor and City Council
Page 2 of 2
Supporting
Documents: None
Staff
Recommendation: Staff recommends approving item as proposed.