PREPARED BY: J. KELLY SESSIONS DATE OF MEETING: 09/04/18
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO RATIFYING THE LEASE AND FULL-SERVICE MAINTENANCE AGREEMENT WITH ECLIPSE OFFICE TECHNOLOGY TO LEASE NINE MULTI-FUNCTION COPIER/PRINTERS AT AN APPROXIMATE 5-YEAR TOTAL COST OF $277,200
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
BODY
COMPLIANCE STATEMENTS
Replace Xerox Colorcube Multifunction Printers with Move to New City Hall is an adopted policy item under the Infrastructure policy area of the FY 2018-21 City Council Priority Workplan, effective November 1, 2017.
CEQA Compliance Statement
This is not a project as defined by CEQA.
BACKGROUND
The City utilizes Xerox Colorcube Multifunction Printers as the backbone of its printing and copying needs for all network computers and office business. The City's five-year lease of the Xerox Colorcube Multifunction Printers expired in December 2015, and the City has leasing the printers on a monthly basis ever since.
At over five years old, the printers had reached the end of their useful lives and were slowly declining over time, experiencing significant downtime and requiring repeated servicing. This was particularly true at the Police Department (PD), where printers were the most heavily used and were not reliable on a day to day basis. Initially, the City's plan was to replace all printers with the move to the new City Hall and leave the old ones behind. Staff determined there was no need to hold PD to this standard since PD was not moving into new City Hall. Therefore, an exception was granted to PD and Information Technology (IT) staff began an informal review of vendors and their copier/printer products in February 2018.
Eight vendors with enterprise-grade units were invited to participate and seven responded positively by bringing their printer to the Police Department for a one-week test run (i.e. Xerox, Lexmark, Sharp, Konica, HP/Samsung,...
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