2005-09-12 Regular Meeting and Workshop Meeting of La Porte City Council

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REQRST FOR CITY COUNCIL AGE0IVDA ITEM Agenda Date Requested: September 26, 2005' e A Requested By: Susan Kelley Department: Administration/Purchasing Report: XX Resolution: Ordinance: Exhibits: U.S. Communities Agreement Exhibits: Itemized Explanation of Copiers Exhibits: Appropriation Source of Funds: General Fund Account Number: Various Amount Budgeted: $39,000.00 Amount Requested: $33,089.28 Budgeted Ite :YES NO SUMMARY & RECOMMENDATION U.S. Communities is a Purchasing Cooperative that provides public agencies the opportunity to comply with state bidding requirements, by utilizing their bidding process. City staff has researched various cooperative agencies and finds U.S. Communities currently provides the best avenue for the lease of copiers. Currently, the City is leasing eight Ricoh copiers from Digitex Corporation. Staff is pleased with the performance of the Ricoh machines and especially satisfied with the service provided by Digitex Corp. In order to standardize all City copiers, staff recommends using the U.S. Communities contract and leasing the copiers from Digitex Corp. U.S. Communities complies with state regulations when bidding the products and provides multiple options, allowing the best "fit" for each department according to their needs. Staff requests an interlocal agreement with U.S. Communities for the procurement of miscellaneous items. There are no fees in association with using this cooperative agency. The attached spreadsheet itemizes each copier, current lease, proposed lease, savings, cost per copy including supplies and the total cost per month for each machine. Police CID is currently using an old copier that needs replacing. That copier has been added to the eight machines to be replaced. All departments, with the exception of the Fire Department, kept equivalent equipment or downgraded to a lesser speed. The Fire Department and Emergency Management Coordinator upgraded to a color copier with fax and scan capabilities. The color will allow them to produce quality color pamphlets and brochures previously sourced out at additional fees. The new contract represents a seven percent (7%) decrease below current pricing. Sufficient funds have been budgeted by each division for their copier fees. The agreement is for a 36-month period. Staff Recommendation: Staff recommends utilizing U.S. Communities_ Purchasing Cooperative for lease of copiers per the attached spreadsheet. Action Required by Council: Approve Interlocal Agreement with U.S. Communities and award copiers in the amount of $33.089.28. Approved for City Council Agenda Aebra B. Feazelle, City Manage Date