Item 4G - Toshiba Renewal 2020CITY OF MEMORANDUM
SOUTHLA.KE March 3, 2020
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4G: Approve utilizing Toshiba for copier services, including
leasing multi -functional devices, supplies and maintenance in an
amount not to exceed $120,000.
Action
Requested: Approve utilizing Toshiba for copier services, including
leasing multi -functional devices, supplies and maintenance in
an amount not to exceed $120,000.
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 31 copiers and printers city-wide.
Approving this expense allows 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: This item was approved within the fiscal year 2020 General
Fund budget.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• 136 Optimize the use of technology
• 134 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.