REPORT TO THE CITY COUNCIL
December 10, 2015
FROM: MICHAEL LIMA, Controller/Finance Director
Finance Department
BY: GARY WATAHIRA, Purchasing Manager
Finance Department
SUBJECT
Title
Award a contract to Ray Morgan Company in the amount of $319,494, per year to provide copier leasing services for three (3) years with an option to renew for an additional two (2) years.
Body
CONCLUSION and RECOMMENDATION
Staff recommends that the City Council award a contract to Ray Morgan Company and authorize the Finance Director or his designee to execute the contract in the amount of $319,494 per year, to provide leased copiers for three years, with an option to renew for two additional years, substantially in the form included with the Request for Proposal (RFP).
EXECUTIVE SUMMARY
An RFP to provide copier leasing services was issued on July 1, 2015. On September 22, 2015, four proposals were received. The proposers included Ray Morgan Company, American Business Machines, Ricoh USA and Caltronics. All four proposers have the experience and resources to meet the diverse needs of the City, which has a current inventory of 135 copiers; including three production copiers in the Central Printing Division. Staff recommends awarding the copier lease contract to the incumbent service provider, Ray Morgan Company, based on their proposed service program and their cost proposal (which was the lowest of the four respondents),.
BACKGROUND
The City has a citywide fleet of 135 copiers, including three production copiers in the Central Printing Division. The RFP addressed hard drive security, document management and mobile device capabilities. These functionalities were in addition to administrative features to track prints and manage costs. Staff also required respondents to address technical support for maintenance, repairs and replacements. Additionally, the RFP proposals were required to contain pricing that was based on a ...
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