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CC - CONSENT ITEM: Authorization of an Additional Expenditure under the Existing Lease and Maintenance Agreement with Konica Minolta for Citywide Multifunction Device Managed Print Maintenance Services in an Amount Not-to-Exceed $75,000 in Fiscal Year 2023-2024 and an Amount Not-to-Exceed $86,250 in Fiscal Year 2024-2025.
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Meeting Date: July 8, 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 (07/02/2024)
Department Approval: Michele Williams, Chief Information Officer (06/26/2024)
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RECOMMENDATION
Staff recommends the City Council authorize an additional expenditure under the existing lease and maintenance agreement with Konica Minolta for citywide multifunction device managed print maintenance services in an amount not-to-exceed $75,000 in Fiscal Year 2023-2024 and an amount not-to-exceed $86,250 in Fiscal Year 2024-2025.
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 had 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 parts, on-site proactive service and support with guaranteed service level resp...
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