COUNCIL AGENDA ITEM
SUBJECT:
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Approval of and authorization for the City Manager to execute a contract with Dex Imaging for lease and service of copiers and printers.
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DEPARTMENT:
Finance
SUMMARY:
Per the City’s Purchasing Policy Resolution 2019-R-20, the City Manager or designee shall have authority to award and execute purchase orders in any amount on current City cooperative purchasing agreements and contracts from GSA contracts, state agencies, or other units of government and non-profit organizations on capital items and projects that have been detailed and approved by City Council in the adopted budget or amended budget. The City may piggyback on active current agreements and contracts from other governmental entities when competitive bid procedures have been followed and the guidelines utilized by that entity are the same or more stringent than the City’s guidelines.
Finance and IT staff have researched contract options and determined the State of Florida DMS contracts for lease and service of copiers (Master Agreement # 140597 and the AEPA contract IFB#017-B) with Dex Imaging (authorized retailer for Kyocera and Konica) meet those requirements and best serves the requirements of the City.
In addition to copiers, Staff has researched options for contracts for lease and service of printers and determined that the School Board of Clay County HP Printer contract (Bid #18-SCH-89) with Dex Imaging also meets the Purchasing Policy requirement for piggybacking and best serves the requirements of the City.
This is a 63 month contract. The total monthly lease payment for the copiers is $2,520.86 plus overages. The cost for the printers is a per page charge only billed at $.01for black/white and $.10 for color. Both contracts include OEM supplies and service.
BUDGETED ITEM: ☒ Yes ☐ No ☐ Not Applicable
BUDGET AMENDMENT REQUIRED: ☐ Yes ☒ No ☐ Not Applicable
RECOMMENDED ACTION:
Motion to approve and to authorize the City Manager to execute, the contract with Dex Imaging for lease and service of copiers and printers for various city offices.