COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Jill Olsen, Administrative Services Director
SUBJECT:Title
Action: Cooperative Purchases of Canon Copiers, Supplies, and Maintenance from Canon Solutions America, Inc. (Jonathan Baskette)
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FUNDING SOURCE:
General Fund
PURPOSE:
Approve cooperative purchases (under previously approved Cooperative Purchase Agreement (500541) utilizing the OMNIA Partners Cooperative Purchase Agreement with University of California as the lead procurement agency) of Canon copiers, leases, supplies, and the ongoing maintenance of the equipment, in accordance with City Code §§ 3.10.010.3(A)(1).
BACKGROUND:
Staff requests approval of annual expenditures exceeding $50,000 with Canon through the University of California Contract No. 2020002755 for copiers, leases, supplies, parts, and maintenance.
The estimated annual cost for these products and services through Canon is $118,000. Cumulative costs for copiers, leases, service, maintenance, and supplies exceed $50,000 annually.
The existing Cooperative Purchase Agreement expires on December 15, 2030. City staff requests Council’s approval to exceed annual expenditures of $50,000 for purchases of these items. Any non-routine purchases that exceed 50,000 will be presented to the City Council as a separate request.
COMMUNITY IMPACT:
City staff needs to be able to print documents across all facilities. Canon's provision, maintenance, and support of printers is an important component of ensuring that employees have reliable printers.
FISCAL IMPACT:
Funds are allocated and available in the Administrative Services Department, Information Technology Division budget for Fiscal Year (FY) 2024-25 within the General Fund. Expenditures are estimated to be approximately $118,000 for this fiscal year.
ATTACHMENTS:
N/A
SUGGESTED MOTION:Recommened Action
I move to approve the cooperative purchases of copiers, leases, maintenance, and supplies with Canon Solutions America, Inc., exceeding $50,000 for FY 2024-25 and each year through FY 2029-30.