city of San Antonio


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File #: 21-2574   
Type: Purchase of Equipment
In control: City Council A Session
On agenda: 5/6/2021
Posting Language: Ordinance approving a contract with Toshiba America Business Solutions, Inc., dba Toshiba Business Solutions, to provide, maintain, and service multi-function devices in City facilities for an estimated annual cost of $942,714.00, included in the respective department's adopted budget. All expenditures will be in accordance with the City's adopted budget approved by City Council. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]
Attachments: 1. Initial Score Matrix, 2. Final Score Matrix, 3. Integration Agreement, 4. Contracts Disclosure Form, 5. RFCSP - Citywide Multi-Function Devices, 6. Toshiba_ Signature Page, 7. Addendum XI, 8. Draft Ordinance, 9. Ordinance 2021-05-06-0297
DEPARTMENT: Finance


DEPARTMENT HEAD: Troy Elliott


COUNCIL DISTRICTS IMPACTED: Citywide


SUBJECT:

Citywide Multi-Function Devices


SUMMARY:

This ordinance authorizes a contract with Toshiba Business Solutions ("Toshiba") for the lease of multi-function devices used throughout City facilities for an estimated contract value of $942,714.00 annually. The initial term for this contract will begin upon execution by all parties for a five year period. 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 Council consideration and action is the proposal from Toshiba Business Solutions to provide for the lease of multi-function devices used throughout City facilities for an estimated contract value of $942,714.00 annually. This contract will provide the City with industry recognized multi-function devices capable of performing all common document handling functions. The lease term for each placed multi-function device will be 60 months with the option to cancel at any time. Currently, the estimated multi-function device footprint is approximately 430 devices and could decrease as departments move in City Tower.

On January 13, 2020, the Request for Competitive Sealed Proposals (RFCSP) "Citywide Multi-Function Devices" (RFCSP 20-020, RFX 6100012291) was released to solicit an annual contract for the lease of multi-function devices used throughout City facilities. The response submission deadline was May 1, 2020. Seven proposals were received and deemed responsive and eligible for evaluation.

In the RFCSP, the City requested pricing for the following options: Option 1-Lease with fixed 60 Month Term; Option 2-Lease with 60 Month Term and a Cancellation Option; and Option 3-Purchase with a 5-year Maintenance Agreement. The evaluation committee recommends Toshiba Business Solutions for Option 2-Lease with 60 Month Term and a Cancellat...

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