DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Annual Contract for Lease of Multi Function Devices
SUMMARY:
This ordinance authorizes a contract with Xerox Corporation to provide City Departments with leased multi function devices for an estimated amount of $1,100,000.00 annually. The initial term for this contract will begin upon City Council approval through September 30, 2018, with two additional one-year renewal options. Funds are not encumbered by this ordinance. All expenditures will be in accordance with the City's adopted budget approved by City Council.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is a proposal submitted by Xerox Corporation to provide the City with a contract for the lease of approximately 400 color / black & white multi function devices to be used by the City's various departments to meet their general print and document imaging needs for an estimated annual cost of $1,100,000.00.
The City issued a Request for Competitive Sealed Proposal (RFCSP) for "Annual Contract for the Lease of Multi Function Devices" on January 9, 2015, with a submission deadline of February 27, 2015. The requirements in the RFCSP were developed and reviewed with the assistance of the Office of Sustainability. Four proposals were received. All proposals were found to be responsive to the requirements listed in the Request for Competitive Sealed Proposal and they were approved for distribution and evaluation.
The evaluation committee consisted of representatives from the Information Technology Services Department which reviewed the proposals submitted. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm's qualifications, experience, and quality of service, previous performance, proposed plan and price schedule.
During...
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