city of San Antonio


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File #: 20-7464   
Type: Purchase of Equipment
In control: City Council A Session
On agenda: 1/14/2021
Posting Language: Ordinance approving a contract with Konica Minolta Business Solutions U.S.A., Inc., for a total estimated cost of $762,680.00, which includes the purchase of four network printers for $306,630.00 and maintenance and support services for a three-year term with the option to extend for two additional one-year periods for an estimated total cost of $456,050.00. Funding for purchase of the printers and the first year of services is available from the FY 2021 Adopted Purchasing & General Services Fund budget. Funding for subsequent years of maintenance and support is subject to appropriation as part of the annual budget process. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]
Attachments: 1. Score Matrix, 2. RFCSP - City Tower Printers for Print Shop, 3. Signature Page - Konica Minolta, 4. Contracts Disclosure Form, 5. Draft Ordinance
DEPARTMENT: Troy Elliott


DEPARTMENT HEAD: Finance


COUNCIL DISTRICTS IMPACTED: Citywide


SUBJECT:

Procurement of Production Printers for City Print Shop


SUMMARY:

An Ordinance authorizing a contract with Konica Minolta Business Solutions U.S.A., Inc. for an estimated total cost of $762,680.00 which includes the purchase of four network printers in the amount of $306,630.00 and a maintenance and support agreement for a three-year term with two one-year extensions (total of sixty months) for an estimated total cost of $456,050.00. Funding for purchase of the printers and year one of the service agreement are available from the FY 2021 Adopted Purchasing & General Services Fund budget. Funding for subsequent years of the service agreement are subject to appropriation as part of the annual budget process. The City will receive a $30,000.00 trade-in offer for the sale and removal of the existing printing equipment.


BACKGROUND INFORMATION:

Submitted for City Council consideration and action is the offer submitted by Konica Minolta Business Solutions U.S.A., Inc. (Konica Minolta) in the estimated total amount of $762,680.00. This contract will provide four (4) network printers consisting of two (2) black and white devices and two (2) color devices for a total cost of $306,630.00. These network printers will be used by the Finance Department's Print and Mail Operations Division to meet the City's general printing and document imaging needs. The Print Shop operates on a full-time basis and produces approximately 8 million copies in-house annually in support of City departments.

The current printing equipment has been in service since September 2016 and has a life expectancy of five years. The Print and Mail Operations relocation from Riverview Towers to the City Tower presents a unique opportunity to replace the existing equipment with upgrades while reducing overall relocation expenses. The proposal submitted by Konica Minolta includes a $30,000.00 trad...

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