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CC - CONSENT ITEM: (1) Approval of a Maintenance Agreement with Konica Minolta for Citywide Multifunction Device Managed Print Services in an Amount Not-to-Exceed $75,000; and (2) Authorization to the City Manager to Approve Five One-Year Renewals for Amounts Not-To-Exceed the Prior Year's Cost by More than 15%, Subject to Subsequent Year Budget Approvals.
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Meeting Date: May 28, 2024
Contact Person/Dept: Michele Williams/Information Technology Department
Phone Number: (310) 253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: []
Public Notification: (E-Mail) Meetings and Agendas - City Council (05/22/2024)
Department Approval: Michele Williams, Chief Information Officer (05/08/2024)
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RECOMMENDATION
Staff recommends the City Council (1) approve a maintenance agreement with Konica Minolta for citywide multifunction device managed print services in an amount not-to-exceed $75,000 for the first year; and (2) authorize the City Manager to approve five one-year renewals for amounts not-to-exceed the prior year's cost by more than 15%, subject to subsequent year budget approvals.
BACKGROUND/DISCUSSION
The City utilizes multi-function devices providing copier, fax and scanning services for business operations throughout various departments. The Information Technology Department initiated a project in 2019 to replace the City's fleet of bizhub(r) devices as the then-current fleet was over ten years old and reached the end of its useful life. Many units required frequent repair with some out of order entirely, resulting in lost staff time and increased cost of operation for machine use.
On July 8, 2019 City Council approved a five year agreement with Konica Minolta to lease 42 multifunction devices along with providing ongoing maintenance which included toner, equipment repair, supplies (excluding paper), preventative maintenance and...
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