Approval of a Three Year Contract with Ricoh Americas Corporation for Police Department Copy Machines. City of Culver City California City Council Agenda Item Report Item Number: C 4 Meeting Date: August 11 2008 AGENDA ITEM: Approval of a Three Year Contract with Ricoh Americas Corporation for Police Department Copy Machines. Contact Person/Dept.: Lt. Dean Williams Fiscal Impact: Yes x No Phone Number: (310) 253 6104 General Fund: Yes x No Public Hearing: Public Notification: Master E Mail Notification List () Action Item: X Attachments: X Department Approval: Don Pedersen (07/24/08) Chief Financial Officer Approval: Jeff Muir (by M. Noller) (08/06/08) City Attorney Approval: Carol Schwab (by H. Baker) (08/06/08) City Manager Approval: Jerry B. Fulwood (08/06/08) RECOMMENDATION: Staff recommends the City Council approve a three year contract agreement with Ricoh Americas Corporation to provide six copiers to the police department. BACKGROUND: The Police Department s current Xerox machines produce about 68 000 black & white and 8 200 color reproductions monthly. Our five year contract with Xerox will expire on August 30 2008. Over the past couple of years these Xerox machines have become less reliable and maintenance support has declined. Many internal complaints have been received by Police Management about the copiers performance. End users have dealt with frequent delays and minor mechanical problems that have wasted employees time and efficiency. Xerox service response times have varied from good to unsatisfactory. Court imposed time restraints public records requests and subpoena compliance all require timely reports and reliable document reproduction. Unreliable machines and/or poor service response can create legal compliance issues for time sensitive materials. In preparation for our contract s termination the Police Department has reviewed proposals from Ricoh Americas Corporation and Konica Minolta Business Solutions (KMBS). In an effort to stay current wit...
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