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CC - Approval of a Purchase Order for a Replacement Copier / Plotter / Scanner Unit from Steven Enterprises, Inc. in an Amount Not-to-Exceed $45,000.
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Contact Person/Dept: Mate Gaspar
Phone Number: (310) 253-5602
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/10/15)
Department Approval: Charles D. Herbertson, Public Works Director / City Engineer (11/30/15)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order for a replacement 36-inch wide copier/plotter/scanner unit, plus sales tax, freight, installation, and training, in an amount not-to-exceed $45,000, from Steven Enterprises, Inc.
BACKGROUND
The purchase of the existing Copier/Plotter/Scanner (CPS) unit was approved by the City Council in 2008 and is the second CPS purchased by the City. The first CPS was purchased in 2001 for the amount of $45,000. The purchases of both CPS units were made after exhaustive research of units that met the City’s projected needs for five years. After seven years of highly-productive use, the original CPS was replaced in 2008. The second CPS unit has similarly been in highly productive use for nearly eight years.
DISCUSSION
The CPS is a component of the City’s large-format document scanning, storage, and printing system used by the Building and Safety, Fire Prevention, and Engineering Divisions to scan hardcopy plans for archival and retrieval efficiency and store plans in a centralized location, making them available from the personal work station of each staff member from the various divisions. Additionally, the system prints and copies plans for staff’s day-to-day work and to fulfill customers’ requests at the public counter.
The components of the large document scanning, storage, and printing system include:
1. The CPS to copy/plot/scan plans;
2. A network-attached storage device to store the participating divisions’ scanned images (and sewer videos of the City’s sewer system, used for, among other things, to determine sewer capital improvement projects prioritization);
3. A computer and monitor to manage the scanned images and print queue; and
4. External back-up drives to perform daily backups.
The manufacturer has discontinued the current CPS model, and they are no longer updating the printer drivers. Additionally, Microsoft stopped maintaining the old operating system used by the CPS. Without maintenance patches, the current CPS introduces a risk of malfunction.
Since the installation of the system, a large library of approximately 140,000 digital plan images has been created, the number of which continues to increase. The image library contains critical sewer drawings, infrastructure drawings, street improvements, building plans, utility plans, and other miscellaneous plans from the various Divisions using the system. The large document scanning, storage, and printing system has become an integral part of the daily operations of the various Divisions for research, reference, and reproduction of plans for staff, as well as for the public.
Staff proposes the purchase of an HP PageWide XL 5000 copier/plotter/scanner. This HP model meets all the needs of the various Divisions and has the enhancements of current technology, such as more intuitive use, faster processing and production, and meets current security standards by using current software and operating system. Some of the salient features of the proposed HP unit are the following:
• Prints 14 24” x 36” plots per minute in monochrome and in color
• Resolution of 1200 x 1200 dots per inch
• Intuitive touch screen graphic user interface
• Real-time preview on-screen prior to printing
• Capacity for four paper rolls
• Fully integrates into our existing system
• Resizes rapidly to print to a larger or small document
• A single integrated foot print (scanner and plotter are on the same footprint)
Staff recommends the purchase of the equipment and services from Steven Enterprises, Inc., a vendor that has provided the City the same products and services in the past, to the satisfaction of the City. This purchase is exempt from the formal bidding requirements, per Culver City Municipal Code Section 3.07.045.B, as the purchase is “a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment.”
Should the City Council approve the proposed purchase, maintenance of the new unit will be provided via existing maintenance contracts already in place.
FISCAL ANALYSIS
The new proposed CPS replacement purchase cost, plus sales tax, freight, installation, and training will be in an amount not-to-exceed $45,000.
Sufficient funds for the proposed purchase are available in the City Council Adopted Budget for Fiscal Year 2015/2016 in account number 41260150.732130. Supplies and maintenance are paid from the same account.
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1. Approve a purchase order for a replacement 36-inch wide copier/plotter/scanner unit, plus sales tax, freight, installation, and training, in an amount not-to-exceed $45,000 from Steven Enterprises, Inc.; and,
2. Authorize the Purchasing Officer to issue a purchase order on behalf of the City; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.